With these tips, you’ll be able to write your next auto-reply message, for holidays or other reasons.
If you need my assistance before then, you can reach me at my mobile – (Mobile Number).
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I work for a hospital, in a role unrelated to patient care. My first out of the office message was just my name and department. After a series of increasingly plaintive messages one evening, I added, “If you are calling about patient care, you have the wrong number.”
Thank you for your e-mail! I’m out of the office and will have limited access to my e-mail. I will respond to you upon my return.
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.
Very true, if the options came in reverse order (or maybe emergency first followed by not-urgent followed by urgent) that would be a little better.
My boss had this problem (outdated message), but it wasn’t his fault. No matter how many times he changed it, it kept reverting to the original message and dates. Even IT couldn’t figure it out.
Or, in the case of Samarah Miel, owner of Amarillo Travel Network, her out of office message is a fabulous mix of sales/bonding with others in the industry/promoting her expertise to clients. Bonus points for including a video!
Optionally, if you want eDesk to send the auto-response at a random time, you can also configure the maximum delay field. In this case, if you set a minimum delay of 1 and a maximum delay of 4, then eDesk will auto-respond with this template between 1 and 4 minutes after it received the message.
Just a friendly reminder that we are closed today for the [Type of Holiday]. Hope you are having a wonderful day off! The office will be opened on [date and time] and we’ll be answering all your questions.
The main goal of an auto-respond email is to ensure clarity of communication expectations and offer appropriate alternatives.
I personally always leave my employee as my contact because a) I trust her completely, b) I’d prefer people email her anyway, so this is nice practice, c) My boss is the CEO so please for the love of god don’t email him about your data entry issue, d) the people who are emailing me about sensitive things that my employee shouldn’t know about also know enough to have that discretion.
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My OOO messages are always pretty casual, and the last line in the list of “for X, contact Y” is always something like “for chili recipes, contact Z”.
Using email copy creatively can go miles when using an autoresponder. The mundane, repetitive language is the number one reason behind people sighing and not the unavailability of the concerned person. Getting creative with the email copy can de-escalate the frustration and even put a smile on their face. Everyone needs a break, and words can convey it beautifully like this example.
You can then come up with a subject and write your text, explaining that you are out of office or unavailable.
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