Picking the right words for you holiday out-of-office emails can seem like a proper “task”, particularly if you want to be both clear and polite with your message, while sprinkling it with usual phrases about the spirit of holidays. Yet, leaving your customers without this type of message is a big no-no, as it presents you as an unprofessional & sloppy equivalent of the notorious Ebenezer Scrooge. Thus, you need to fire up your email client and announce your absence with style by sticking to the following templates and tips.
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Right?! If it’s a 3 day retreat, that’s one thing. But not being around for an hour or two shouldn’t be any kind of BIG DEAL.
.
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Website: https://www.themuse.com/advice/6-outofoffice-templates-for-the-holidays-that-you-can-copy-and-paste-now
Make sure that when you set your vacation email, you’re giving clients or prospects the information – and the peace of mind – they need. You don’t want them to wonder why they aren’t getting a response, or who they should contact in your absence, and how. And that’s all any vacation email really needs.
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When you are not in the office for more than a day, telling people who contact you that you might not be checking or responding to your emails right away will help them complete work in your absence. Setting up an out of office message can help you communicate this information. This article will describe how to write an out of office message and provide examples of effective message formats.
NOW READ: How to keep shoppers happy and secure sales in the bustling Christmas period
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Feel free to stop by at [location], where I will be speaking about [topic]. Here’s a link to
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My coworker went out on disability for surgery and left an ominous OOO saying she would be out and did not have a return date, multiple people contacted me bc they were freaked out. The message suggested people reach out to me in her absence and spelled my name wrong, we’ve been working together for 4 years.
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There ought to be a word - and perhaps there is, in German - for the mix of feelings that accompanies composing and activating a holiday out-of-office message. There's smugness, of course, and a gratifying sense of laying down one's virtual tools after a horribly long shift. But for many of us, these nice feelings are tempered by the knowledge that in two weeks, refreshed but depressed, we will have to trawl through hundreds of emails, many of which will be conference room notifications for meetings about crises that have passed.
Please note that all company offices will be closed [date] to [date]. We will reopen [date], and close again for [date] and [date]. We wish you all the warmest of holiday cheer!
Please note that I will be completely disconnected from email and will not be checking messages until I return. So, if you need urgent assistance, please send an email to [Contact Name] at [contact email].
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I give my folks scripts because, otherwise, I end up with long winding OOOs that talk about why they’re out but not what the writer/caller should do to get help (staff is 1/3 entry-level with varying degrees of professional office familiarity). I do not have the time to micromanage to this level, though – if I see an off-spec OOO, I send the how-to guide and remind them that they need to tell people who to call while they’re out or to mention the specific dates, but most of them have good judgment enough not to be totally inappropriate to the point I need IT to intervene.
Hello! I am off for the weak on the beach, convincing myself that science is right when it says shark attacks are rare. I’ll be shore to get back to you, but your email may get swallowed by my inbox – or, you know, sharks. Please add all finished lists on the board as you would regularly and see [NAME] if you have any questions. If its pressing, send to [EMAIL]. If it’s not, and you’re just bored, here are some facts you might find interesting: ___
I read it as coming from a person who was overly frustrated with their regular OOO being ignored. It’s one of my pet peeves – the OOO clearly says I’m not there and to contact Bob, yet the sender continues to reply, never contacts Bob, then blows up at me when I return that their work is delayed. I would love to be able to send something like this message in the letter but it wouldn’t fly at my office.
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I don’t usually read the messages anyway, I just take it as information that the recipient won’t see my message right away. If that will cause issues, I’ll contact someone else.
I am out of the office from [date range]. If you need immediate assistance, please contact [name, title and contact information].
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If you're anything like I am, you probably fall into team two. That doesn't leave a lot of time to get creative. But if you plan ahead, you might be able to craft some hilarity.
Like, relax. If the dates are outdated, you can probably safely assume I’ve returned already and that I’m spending my time getting back to people instead of worrying about my very clear out-of-office message. If you’re really concerned, you can contact the backup person whose information I provided IN THE MESSAGE to confirm or just, you know, text me.
If you’ve written an out-of-office message before, you’ll surely know some of the basics. For the most part, they still apply during the pandemic, with a few additional considerations. Here’s a quick overview of what you should keep in mind as you compose your autoreply these days:
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I had to explain to her that the email was still there, just like a voicemail, they’d get it on their return.
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It makes a positive difference when you create auto reply messages that adhere to the basic elements of personalized messages followed with greetings.
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Check your insurance is up to date and covers the holiday periodMake sure you have sufficient funds in your business account to cover any regular payments for salaries and other billsClarify with staff their exact leave dates and note themSend out your invoices to clientsPay your supplier invoicesSettle your finances and pays
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For immediate assistance, please contact my colleague [contact name] on [contact email/phone number] who should be able to help. Otherwise, I will respond to your email as soon as possible upon my return.
Oh shoot. You need something and I’m unavailable today. Here’s the good news: you have options.
I will be out of the office starting on (beginning date) and ending on (ending date).
I’ll get back to you when I return to civilization. Or to an area with WiFi. Or to the office on May 10th. Whichever comes first.
Whether your go for professional or funny, the most important task of this email is to clarify communication. A well-prepared auto-responder email will allow you to better enjoy your holiday break.
!
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o [name] good morning! All our support agents are busy right now. Your estimated queue time is 6 mins. Thank you for reaching out to us. Hey [name] Very good morning to you! I am sorry that you need to wait for [time] as all our support executives are busy. We appreciate your patience. Thank you!4. Out of office automated reply messages
If you still need to reach me, you can email [email protected]. Or you can email my assistant at [email protected]. They can point you in the right direction.
In case of pressing issues that need urgent attention, feel free to reach out to [CO-WORKER NAME]. Give them a call on [PHONE NUMBER] or send a message to [CO-WORKER EMAIL].
An out of office email is an automatic response you can set up to be sent when someone tries to get in touch with you whilst you’re away from the office.
To learn more about what we do here at [Company Name], please visit our website here [link] and keep up to date with us by following us on Twitter [link] and subscribing to our newsletter [link]. You’ll be first to know the next time we host a webinar or workshop!
“Hello, I am out of the office from [date] to [date] for a family vacation. I have limited access to phone and will try to reply to you upon my return. If you need any urgent information, please contact [person] at [phone number]. Happy holidays!”
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If you have questions after reading the Frequently Asked Questions (FAQs) below, please contact your Human Resources consultant. Winter Break Schedule: FAQs
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One thing that really bothers me in out of office messages is “contact my supervisor” without listing the supervisor’s name. I work in a company with 4 large service departments, and each department is broken into multiple smaller teams. I don’t have a great grasp on who is on or who leads which smaller team, and we don’t have an org chart with that much detail readily available. If you’re saying to contact someone, I think you should always include the person’s name and contact information, not just “my supervisor”, “one of my team members”, etc. !
“Depending on your company culture or your potential audience, you can craft a professional message or take a funny, creative approach,” according to Indeed.com.
Setting Up Vacation and Holiday Call Rules [Video] If you’re going on vacation or closing your business for a holiday, you can set up special call rules with RingCentral. Call rules can dictate anything from forwarding calls to another extension, playing a customized message, to shutting off voicemail.
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I’ll return on [date] or after I watch [favorite holiday movie] one too many times (whichever comes first)—and will respond to your message at that time.
The UPS driver is scheduled to pick me back up on the eighth. He should deliver me back to the office by the ninth (assuming he’s not late like he was this time).
To ensure that you keep customers happy and present a professional image, make your auto-attendant easy to navigate. We’ve compiled some sample call center greeting scripts that can be used in different situations, whether your company has a small customer support team or a massive call center with hundreds of people.
I hope you will be celebrating the season soon. However, if your email is time-sensitive, please contact [Alternate Name] at [alternate email] and one of our busy elves will be happy to help.
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Thanks for reaching out. Unfortunately, I’m out of the office from [day/month] to [day/month] with limited/ no access to email. If your question can wait, I’ll be responding to any emails I miss when I return. If not, contact [Name] at [email] or [phone] and he/she will take care of your request.
Three years ago, my daughter and I went on a 3 week tour of Europe. Below is my OOO. I had a lot of emails – ‘I was told to email you to get your OOO.’ I am out of the office, July 18th – August 6th. I do not plan to read any emails during that time. No need to despair, though! Assistant and Intern (5654, she’ll be answering my phone and checking voicemail) will be around to help. If your request for laminating or a folder delivery is urgent, there’s no use letting it sit idly in my inbox. Please call a volunteer at the ** and they will gladly help you.
Exactly! This may be the type of person who hears a phrase that sounds polite when referring to another, but mangles it and uses it to refer to themself so it becomes the opposite of polite.
17. "Hello! You've gotten the voicemail of [your name]. Leave your name, contact info, and the answer to the eternal question ‘Which came first, the chicken or the egg?' Anyone who gets it right will receive a call back."
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The funny and charming email template below keeps the confidence of your colleagues with a list of things anyone who works in an office is thankful for. Of course, feel free to customize this list according to the quirks of your own workplace. Thanksgiving is the perfect time to reveal them.
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Not sure how to embed an animated gif in your signature? Here's how to spice up your next out of office reply and add an animated gif.
And that's it. Easy peasy, right? We know there are tons of genius out of office messages we missed, so if you've got a favorite don't forget to share it with us in the comments below!
One thing that happens when you regularly send a newsletter out to tens of thousands of people is that you see a lot of automatic Out Of Office (OOO) email responses. The most common one I receive goes something like this: Hi, I’m out of the office until __ and may be slow to respond to email. If it’s an emergency, you can reach me at __ or please contact __. Thanks!
So, here are seven various templates you can use. Feel free to copy and paste them, but it is highly encouraged to add something of yourself into these templates (I mean, tweak them according to your personality).
This article originally appeared on The Daily Muse and is reprinted with permission.
When Outlook is setup to send automatic replies, you'll see a message under the ribbon with this information. Select Turn off to disable automatic out-of-office replies. If you want to modify the dates for your automatic reply or the message sent, use the steps above to modify your settings. Note: For Outlook 2007, to turn off out-of-office replies, select Tools > Out of Office Assistant and uncheck the Send Out of Office auto-replies checkbox. Update your Automatic Replies on the Outlook mobile app
