(Obviously, it wouldn’t fly in all cultures, but I do think this should be more normalised.)
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Your clients don’t have a lot of time, and neither do you. Use the following short voicemail greetings to get to the point quickly and invite them to leave a message.
How to Format the Closing and Include Your Signature. Always remember to follow up the close with a comma, as in the examples below. Your typed name will go after the complimentary close. If you are sending a hard copy letter, leave four lines of space between the closing and your typed name. When you print out the letter, this will give you
Live support will be unavailable during our closure. Emergency support requests should be submitted via our contact form or via Basecamp if your project is currently active. We wish all of our clients a very happy and safe 4th of July holiday. We look forward to working with you when we get back from a well deserved long weekend. See you next week!
I also do not have an OOO for external people – only internal. I always monitor my email enough to be able to forward important external emails to the right person to handle. IDK why, I just don’t like them having the burden of emailing someone else if I’m out. I’d rather my employee contact them and say “Hey, DataQueen let me know you were having an issue and asked me to connect with you.” My last CEO was out for a full year and almost none of our clients knew (we weren’t trying to hide it, it was just not pertinent to them).
Yes! I HATE the voicemails that are like “can you give me a call back?” Like… give me some context so you can end up on my to-do list in the right place. People who leave these voicemails automatically go on the bottom.
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Protocol for when you should use an out-of-office message will vary by job and industry, but generally, you should set an OOO message when you’ll be out for two or more days.
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Hi. Our office will remain closed for Christmas. We assure you that all your emails will be answered as soon as we return to the office. Merry Christmas!
Here are some samples and templates of automatic reply messages across various scenarios.
“Thank you for your message. I am out of the office today with no access to phone. I will be back on April 5. In case you need any immediate help, you can reach [person] at [phone number].”
I’m here to talk to you about someone you know. Catalina Wong is out of office until September 27. She wanted me to let you know that she’ll get back to you after her return.
I used to have this on my personal voice mail, back when voice mail was used often since internet was over phone lines. I stopped using it because it confused too many callers. Invariably the first message would be “Hello? Hello? Mark? Fu-” (click). Then there’d be another call with a proper message.
I have no idea! He was pretty quirky, but in a harmless way. Like, he didn’t expect other people to spend that kind of time on their VM greetings, and he took our good-natured ribbing about his unusual habits in stride.
The following examples and text ideas can be used for almost any kind of holiday / vacation messages. You can switch the language of the text blocks by pressing the tab button.