Out of office messages can be as concise or detailed as you need but should follow a standard structure. Here are two templates you can use to create your own message.
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.
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The bad news is that I’m out of office. The good news is that I’m out of office and enjoying elotes in Cancún.
Remember that it’s important to choose the tone of your message based on the final recipient.
In this email, you’re a UPS package getting delivered to your vacation destination. Ah, I wish UPS offered this service.
You can set the ‘favourites’ phone calls to pass through the DND but does this also apply to their text messages or only their phone calls?
Thank you for your email. I’m out of the office for the holidays and will be back on [date]. During this period I will have limited access to my email. If you need to contact me, I can be reached on [number, another email, mailing address], otherwise, I will respond to your email on my return.
Thanks for your email. I’m currently on holiday with my family for the first time in what seems like forever. For urgent matters, [NAME] will help you. She doesn’t have a cape, but she is basically Superwoman. See you real soon.
Oh man, I mostly loved my European colleagues, but the “we were gone for a month, why haven’t you done more?” made me so, so stabby. That or the whole “hey, you really need to work harder to get this done by June 25th because none of us are going to be around to take care of our part by July 1.” So, I’m working 65 hour weeks for a month so you don’t have to spend 8 hours of your vacation working? Sounds fair.
When I started at my old job, they gave me a phone number in the directory but forgot to actually issue me a phone for several years! It was great.
I actually think that’s a really helpful out of office message? I appreciate how clear it is about who to contact in which circumstance (so you’re not having to do the awkward dance of trying to track down the right people while not inconveniencing the wrong ones), while maintaining a friendly-but-firm boundary around the vacationing person’s time (since none of the options include things like “here’s my cell phone number!”).
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.
Like, I don’t feel confident enough to do it myself, but the OOO writer is probably a known Quirky Person and I admire that to an extent.
I do typically come back to hundreds of emails, and I prioritize what to read – things from my boss/leadership are first, followed by communication from my direct reports. I also sort them by conversation thread and read the end of them first, which reduces the burden.
There’s just one problem with this approach: you’ve now obligated yourself to regularly check your email the whole time you’re out.
If you want to learn how to set up your OOO message with a self-hosted email, you can follow our quick guide called How to Create Email AutoResponder in cPanel.
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