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.
Note: You can also set different automatic out of office replies for different people. Just click the Rules… button in the bottom-left corner and add a rule for each person or email subject.
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3.) Welcome to the John Doe AG. Our offices in Berlin are now closed for a holiday. You can reach us on working days from Monday to Friday from 9am to noon and 1pm to 6pm. For general inquiries you can also send us an email to [email protected]. Thank you very much. We wish you a nice day - your John Doe AG.
Probably a lot of overlap with the same type of person who feels the need to justify every sick day to all their coworkers, like they’re afraid of being judged for being absent. (Yes thank you Jane I don’t care that you were up half the night with a plumbing issue, you don’t need to convince me that you’re tired enough to take the day off)
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I find it rude because if I emailed them, it might be an FYI but requiring no action. If they just delete it, they might then be confused about project status later. I would be annoyed to have to re-send a message after the fact because they don’t think ANY email during their time off has value.
I’ve mentioned this before, but I’m really tired of the ones that are basically “I’m in a meeting for an hour and I’ll check my messages when I return.”
A couple work friends and I banded together years ago to fill each others’ voicemails so it would be impossible to leave us new voicemails.
A clear, thoughtful out of office message saves the caller from troubles and inconvenience caused by your unavailability as they know what they should do next. Such a system avoids the negative impact that could come from the inability to respond to calls and messages. Your clients would likely try and contact you again and again, getting frustrated and losing trust in your business.
Again, be as specific as possible and provide as much detail as possible on how they can get their questions answered or problems resolved. This will ensure you come back to fewer fires and headaches.
Others like to take the opportunity to inject a little personality and make the reader smile, like our very own Rachael’s summertime out-of-office:
Many in the MIT community will be taking vacation around the holidays and new year. If you’re in that group, you’ll want to set up automatic replies for your email and MITvoip phone. You can do this at work or at home. Read on for basic information and tips about auto-replies. Step-by-step instructions are available through the links provided.
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To make sure your email doesn’t get lost in a sea of messages please resend it on September 20th. If your message is urgent you can contact [contact’s name] on [contact’s email].
When we set an out-of-office, we don’t immediately think of lead generation. However, it is a good opportunity to this end. For instance, you could encourage attendance for a webinar or future event, suggest sign-ups for online courses, give links to book downloads, or point recipients in the direction of any other product or service you are pushing. As well as informing the recipient of your unavailability, you are encouraging them to act.
This email comes from another one of my colleagues. The purpose of this email is to intercept messages during Thanksgiving, and the way in which it does so is, well, with thankfulness.
I thought it was cute and could tell that the person writing it probably spent a lot of time on the road and needed a shorthand for updating their message.