Before we further discuss some of the examples of a good out of office message, decide for yourself what you want to get from it and what tone are you going to use.
Our auto-replies to outside people are two or three paragraphs long though, which feels ridiculous but is actually necessary.
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By completing these items, you alleviate any concerns that may arise during your closure. This also ensures your business continues providing transparency to your customers. No misunderstandings.
Mine tend towards the latter for both internal and external and only get a little more expository if it’s a closedown period and I’m adding leave to one end of it, but that’s a simple “The organisation is shut between X and Y. For emergencies during this time please contact Team. I am on leave between Z and B and will not be accessing my email during this time. Please contact Email Address if your enquiry is urgent otherwise I will attend to your email as soon as is practicable upon my return.”
If you're going to be away on medical leave for an illness or a medical procedure and you're going to be gone for a while recovering, you should add this in your out of office email (if you feel comfortable with it). The reason is so your contacts can accord you the needed privacy to heal. This is entirely optional though, if you don't feel comfortable including it, you can leave it out. Hello, Thank you for reaching out. I am currently out of the office on medical leave from September 7 to August 1. I'll be checking my emails intermittently, but in case of an emergency, please send an email to [email protected] or call her on 123-456-7890. Thank you for understanding. Jaden Kruger 7. Temporary Out-of-Office Email for Holidays
21. "Hello, you've reached [your name, the office of X company]. The team is currently out of the office, but we'll be back on [date] stuffed with good food and eager to speak with you. Leave your name, number, and — if you're so inclined — your favorite [holiday dish, Thanksgiving tradition, etc.]"
Thanks for explaining, that makes sense. To me, it seemed like a well-communicated coverage plan and I would have especially appreciated the setting of expectations on how soon I could expect a response so never would have even considered that to be condescending.
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7. "Hello, this is [your name] at [company]. Thanks for calling. Please leave your name, number, and the reason you'd like to chat, and I'll get back to you ASAP."
How long you’re out of the office forWho to contact while you’re awayYour return date
Additional resources: You might include a link to one of your webpages or a download if it provides information that can be useful to people while you are away.
The use of humans is weirdly condescending to me, like people who say ‘doggo’ sincerely. It seems incredibly off at work.
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.
When you update your voicemail or turn on your email client’s out-of-office greeting, there are three basic things you must share in your message: When you’re leaving, when you plan on responding to your messages upon returning, and who they can contact if they need to talk to someone right away.
Please note on [date], is [holiday name]. Our stores will be closed all day and will open at [time] on [date]. Have a wonderful holiday!
A word of warning: These greetings will not do you any favors if you're in the midst of a job hunt or work in a conservative industry. Always remember your target personas. If there's a chance they won't appreciate your sense of humor, opt for a straightforward greeting instead.
The problem is that some people will just keep the old message, with contact information for their coverage and whatnot. If you do this, it’s important to change the date.