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.
I’ve used language like “I’m out of the office at a conference” before and that doesn’t mean I’m not checking email.
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I'm not actually at the North Pole, but I am preoccupied with wrapping presents, drinking hot chocolate, and listening to festive music. Therefore, I won’t respond to your email until [date]. Thank you for your patience, and I hope you have a wonderful holiday.
German vehicle-maker Daimler has an innovative approach to holiday email, which many people about to return from holiday may well wish their company would copy, writes William Kremer.
The auto reply only allows you to choose between ‘No-one, Recents, Favourite, All Contacts’. I need it to reply to everyone. Is there a way of doing this?
Regardless of my general health and hygiene over the silly season, I’ll be back in the office on January 2. 15. “Thank you for your consideration during this festive or not-festive time.”
Hi, Thank you for your email! I am on vacation until [MM/DD]. Vacations are not for checking email, so I won’t be doing that. During my absence, please contact [name] at [email] or [phone] because she’s checking email. Not me. Really, I’m not checking email.
She may want to talk to her IT folks to see if they can help her switch this around.
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Readers, what do you like and hate in out-of-offices replies? Any stories of particularly off-key ones?
Yes, I phoned a dentist office late in the day for a reinfected root canal problem and got a cutsy “humphrey bogart” fake reply on their voicemail — I thought it was extremely inappropriate for a business office to use something like this. It was hard to find it funny, especially because while calling me “sweetheart” and all that, the message didn’t actually tell me when they might return my call (later that day? Next day? Next week? Never?) nor did they offer any options for emergency contact with another dentist.
If you receive a high volume of customer service texts, you may want an auto-response in place that acknowledges a customer query has been received. This can help buy you some time while attempting to reach as many people as you can. Hello! We received your inquiry and our support team is on it. We’ll get back to you in 20-30 minutes. Thank you for your patience!
3. Delayed response templates. If you are working, but can't reply to emails easily, make this clear in your out of office message. This will easily set a sender's response expectations.
It might feel strange to include happy client testimonials in your out-of-office responder, but doing so is easier than you think. A quick note that suggests they read the testimonials if they’re interested in a product or service you offer is an easy inclusion or postscript to your email. Just limit the amount you share to one or two.