Thank you for you email. I am out of the office from [insert date] until [insert date]. If you have an urgent request, please contact [insert name] at [insert email].
As your email will not be forwarded, please contact in the meantime my colleague, Mary, 0912345678, [email protected].
.
Here's a million-dollar question: how do you get people to do what you want them to? That's where Calls-to-Action (CTAs) come in.
Rather than sounding like a boring email robot, you could add a funny tone to your letter. Use a GIF or a meme to joke about what you’re doing on vacation, but remember not to go overboard.
Being a responsible netizen or professional in the Internet age also means leaving useful clues and messages for your email correspondents whenever you will be out of reach temporarily or permanently. Remember that your email correspondents expect you to respond within minutes or, at most, 24 hours of receiving their emails unless specifically stated in the email that you are free to respond much later.
A thing my employer does is when someone leaves, they just shutoff the email. So someone goes to the trouble of writing an out of office explaining that they have retired or accepted a job somewhere else and where someone can go for help and IT just nukes the email address 24 hours after the person leaves. Then whomever was contacting them has no idea where to turn next. It is a terrible policy.
A standard OOO responder email simply needs to inform the sender that you are out of the office and when to expect a response. Like this: Hi there, Thank you for your email. I am currently out of the office until [date] and will have limited access to my email. If you require immediate assistance for any urgent matters, please contact [name] at [email] or [phone] in my absence. Best,
Many professional out of office messages are aimed towards providing a direct line of communication by notifying your absence and providing an alternative i am currently out of the office, with limited no access to email.
Every time I read it, it just gets funnier. On r/talesfromtechsupport, filter by top posts of all time, it’s on the first page. The punch line is … *chef kiss.
The example above (which comes from NY Times) may not take advantage of some of the tips we mentioned, but it’s great because it’s so short. Due to its absent-minded straightforwardness, such a message can be perceived as a real, non-automated reply — as if you were so busy that you only carved out a few seconds to type these five words.
My grandboss used to put in his OOO: ‘I’m out of the office. If you need x or y, contact Andy or Jane. They know stuff.
The eternally mind-blowing story of the company-wide email, OoO messages, and reply-all autoresponders that took out a 30,000 employee university email server one summer, comes to mind here…
Top of the iceberg though. Oh, and she also works with external contacts, including prospective clients.
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Way too long, but so hilarious. I don’t get condescending at all. I’m drooling while imagining I had this on my work phone when everyone thought their requests were life or death. Actually, I wanted my message to say, “I realize you think your request is vitally important, but I’d like to reassure you: I worked in a hospital years ago, and good news! It’s really not.”
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