To help you write yours, here’s everything you need to know, along with a few out of office templates for you to choose from:
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Why is Aviation the best damn gin on the planet? What sets it apart from other gins on the market? Do people who ask and then answer their own questions have an above average IQ? Probably.
List the full name, phone number and email of an assistant or a coworker who can respond to messages and meet deadlines in your absence. If more than one person is handling your duties, list each one and the reason for contacting them. In some cases, you may consider providing a way to reach you in case of an emergency.
I’m guilty of the “pre-vacation warmip” email…but I send it on Wednesday so Last-minute Louie can contact me before I go out on Friday. (And it’s not all-office!)
If you’re not sure when you’ll return, don’t include dates. Simply direct them to a colleague.
University-wide mail services will be running a reduced schedule, accepting all mail from both postal zones and sorting; however, deliveries will be made to only a few approved locations on Main Campus. Hospital and clinical operations will not be impacted and will receive normal mail pickup and deliveries during winter break.
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When you’ve finally powered your way through that seemingly endless to-do list and are ready to check out of work-mode once and for all, there’s one final thing you need to take care of: Setting your out-of-office response.
I wouldn’t be offended or consider saying anything to anyone who included this in their out of office message, but even as someone who is in a religion that forbids use of electronics on most holidays, I still think this message is 1) TMI; 2) doesn’t convey what it needs to convey unless you are explaining that you don’t use electronics during holidays, in which case you can just include that you won’t be checking email without including the religious explanation; 3) would come across to me as inclusion of personal information I don’t need, which would therefore strike an unprofessional tone,and I wouldn’t understand why you felt the need to include that info. How about “I’m out of the office without access to internet or email until (date). If you need assistance before this date, please contact…” Like I said, I think your colleagues are overreacting, but in general I would advise to leave all personal information out of your auto-reply — vacation, medical leave, religious observance, etc. — people do not need to know why you are out.
My pet peeve is when people put a contact in there but then don’t include their contact info, assuming anyone would have it. I don’t always and that’s super annoying.
And while we all have grace for friends and family who seem to take forever to get back to our messages, customers generally expect this degree of promptness when they text a business.
But really, I think people who know you WFH will get your meaning and people who don’t know you WFH won’t care or feel misled if they find out you really work from home.
If you still need to reach me, you can email [email protected]. Or you can email my assistant at [email protected]. They can point you in the right direction.
Lastly, don’t forget to set your out-of-office greeting for your office and mobile phones while you’re out.
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