During the holidays, many offices shut down in a way that they do not throughout the rest of the year. For these rare few days, you may be completely inaccessible to customers and unable to help employees who are trying to sneak in a little extra work through the holidays. Use this checklist to make sure that you've shut down the office correctly--and that you're able to get everything back up and running smoothly again when the holidays are over.
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I wonder if anyone ever calculated how much time was wasted producing those messages.
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This is so timely for me as I begin a 2 week vacation in 15 days (no I’m not counting days or anything). I have been agonizing over how much detail to share in my Out of office message as I will be completely unreachable during this time.
I am in [COUNTRY] [DATE] to [DATE] so email replies may be tardy due to the curvature of the earth and the sun. Thank you.
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I know I’m supposed to say that I’ll have limited access to email and won’t be able to respond until I return — but that’s not true. My blackberry will be with me and I can respond if I need to. And I recognize that I’ll probably need to interrupt my vacation from time to time to deal with something urgent.
If you’re at a work event (e.g. a conference)If you’re off sickIf you’re working from a different location
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Entrepreneurs and salespeople probably laugh at the prospect of being "out of office" — or, at the very least, unavailable to their clients 24/7. But the thing is, no one can be in the office 100% of the time. Even if your "office" is as portable as your laptop.
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Don’t leave messages that come in outside of business hours hanging. Instead, let them know when they can expect a response. You’ve reached Maggie at HealthCorps. Our business hours are 8-5 EST and I am currently OOO. I will get back to you within the next business day, thanks!
4. "Hello, you've reached [your name and title]. I'm currently out on parental leave until [date]. In the meantime, please direct all phone calls to [alternate contact name] at [phone number] and emails to [email address]. Thanks, and I'll see you in [month you'll be back in the office]."
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I am currently on travel in Ethiopia. If you’d like to contact me, please write to me in Ethiopian (Amharic).
But you can do better than that. Surprisingly, you can get so much more out of such a simple letter. A good out-of-office can serve as a tool to generate leads, promote content, and help you stand out by showing off some creativity.
How you end a letter is important. It’s your last chance to make a good first impression on your reader. Choose the wrong closing, and you might damage the goodwill you have built up in the rest of your communication.
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No one should be calling during the holidays, and yet some people do. When you’re out for the holidays, create a voicemail greeting that communicates the cheerfulness of the season while still staying professional.
Thanks so much for reaching out. I’m currently attending the [conference/event name] from [date] to [date] and will have limited access to email during this time.
Our factory and office will be closed from [date] for Celebrating [holiday name]. I hope this holiday will more enjoyable and give you more time to be with your family. All your inquiry will be attended to once we resume normal operation on [date]
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There’s a grim, apologetic vibe to these messages — I’m sorry I’m taking time for myself but I’ll try to check in on occasion! They’re a vivid reflection of a work culture that valorizes constant productivity and the near-total overlap of work and life. But they’re also do a terrible job of what they’re intended to do, e.g., set realistic expectations for both sender and recipient. A vague OOO message traps both parties in an uncomfortable liminal space where both productivity and rest go to die. The original sender is left unsure if they’ll be getting a timely response or a whether the email will go ignored for a time or forever. The original recipient has taken what is a rock solid excuse (time off) and cheapened it, offering a backdoor for email guilt to creep in.
They only discovered this AFTER the Christmas rush. Thankfully there were no client meltdowns that year or it could have been a lot worse.
What’s the best way to spread the festive cheer? Getting your email senders excited about your favourite holiday of course! Here’s a great one: Season’s greetings! It’s my favorite time of the year, which means I’m currently out-of-office stuffing my face with cookies, sipping on cocktails, and watching [your favourite holiday movie] for the 67th time. I’ll be back at work on [date] and will respond to your email then. If you need immediate assistance, the other elves in the workshop are happy to help out! You can reach them at [email] or [phone]. Happy ho-ho-holidays,
Be Part Of Our Story!
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Obviously, not every out-of-office is set for a vacation. You also need an out-of-office if you go on an extended business trip or to a conference. But instead of simply telling people you’re at a business event, why not use this opportunity to encourage networking of new business connections?
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While you shouldn’t use a vacation message like the first example in this article, it doesn’t mean you can’t have a little bit of fun with your emails.
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Thank you for your correspondence. I am currently away from my computer and may be delayed in my response.
Contact Us
If you depend on iCloud emails, you can set the vacation response right from your iCloud Email Settings. Log in to www.icloud.com and select the Mail. Once you open the mail app on the browser, click on the Settings icon from the left bottom of the sidebar.
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We are encouraged to put up messages that say we have “limited access to email” and alternative contact for things like travel between offices and conferences. We’re technically working those days, but it may be hard to reach us.
Different companies have different holiday policies. If you're going to be out of office during the holidays, state it in your email. Hello, Thank you for your email! Season's greetings. I can't to your email now as the office is closed for the holidays. I will not be checking my email from December 22 through January 4. If there's an emergency, please contact me at 123-456-7890. Otherwise, I'll respond to your email as soon as possible when I return. Thank you, Jim Parker. 8. Temporary Out-of-Office Email for Attending a Conference If you're going to a business conference, state it out in your out of office email. This type of email is also a great way to show your contacts that you're growing and advancing your job. Hello, Thank you for reaching out! I am out of office attending the National Association of Sale Manager’s conference in Houston, Texas. I'll be checking my emails occasionally, in case of an emergency, please contact my team member, John Doe at [email protected] or 123-456-7890 Regards, Dorian Emmanuel. 9. Out-of-Office with a Promotion
I say “thanks for your message” because it feels to brusque without a greeting – but I can see it either way.
If your request is urgent, there’s no use sitting idly in my inbox. So, please send your request to [contact name] at [contact email].
I set my OoO for individual public holidays, because I know they’re not global, and I get emails from lots of different countries.
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My parents ran a furniture refinishing shop when I was in school. There are workshops and conferences for this trade. I attended a private high school that was primarily a boarding school. Once, when my parents needed to attend a middle-of-the-week event, they arranged for me to stay overnight in the school dorms. Upon being asked by the house mother where my parents were, I said they was at a stripping convention.
The Management Office will be closed on [date] for [Holiday Name]. Any inconvenience caused is much regretted.
Hi, Thanks for your email. I am out of the office right now and will not return until [MM/DD]. Fortunately for you, our resources never take time off and we’ve got this awesome [ebook/brochure/infographic/etc] that I think you would enjoy. I’ll reply to you as soon as I get back into the office.
While you’re writing and activating your out-of-office message, sidestep these pitfalls:
If you are planning to head out on vacation or step away from your office for a few days- creating an out of office autoresponder email message is essential (and even more important for email
But I’ve also seen this tactic used for a week’s vacation, which seems… aggressive.
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Option 2: Get help sooner. If you answered yes to the above question, don’t wait. I have a team of competent humans who look out for me and one another. They can help you too. Work with (insert names here) accordingly. If you need help with scheduling, cut straight to my assistant.
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Now that you know what you should and shouldn’t include, how do you go about crafting the perfect out-of-office vacation message?
I worked at an office where we used OOO messages on voicemail pretty regularly and if we forgot to change the message, our callers were quick to tell us the outgoing message was outdated. That end date feature would have been a big help for us! A local council in Wales needed to get a road sign translated into Welsh. (All official signs in Wales have to be in both English and Welsh.) They got an out of office message in Welsh from the translator they contacted, assumed that was the translation and printed the out of office message on the sign. They didn’t realise their mistake till a Welsh speaker pointed it out…
Thankfully, there’s a way to respond swiftly to all incoming texts without needing to jump onto your computer or phone. The answer is simple—automated text messages.
We had to do this at my prior position so that agents knew that we were in the office that specific day. Now i dont even use my phone as most internal people call me on Teams.
In my much, MUCH younger days, I printed out a photo of a cruise ship with an arrow and “I am here” pasted on it and taped it to my monitor…
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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.
Oh gosh. You’ve just reminded me that I was supposed to change my VM before every vacation or holiday at my old job. Something I completely forgot to do after the first year. Whoops!
I’ve only seen it used for certain roles – usually admin-type ones – where people are fielding a significant amount of requests, so the potential vacation backlog could become prohibative and discourage people from taking time off.
Auto Responder is a cPanel mail feature that can be configured to automatically send predefined response messages to anyone who sends mail to a particular inbox.
Thanks for your note! I’ll be OOO from [date] to [date] and will not have access to email during that time. If this is an urgent matter, please contact [Contact Name] at [contact email].
Note: Outlook does not attach your signature when it sends automatic replies. If you have a signature, you might want to paste it below your message. If you don’t have one, learn how to add an email signature in Outlook.
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I’d side-eye if an OOO for a couple of days off said that, unless someone was in an unusually time-sensitive role. But if someone’s out for long enough that there’s an alternate contact provided, that’s long enough for them not to be wading through missed emails when they get back.
But what if you’re only taking off one day? Sometimes, it might seem silly to bother with an out-of-office for such a short amount of time–especially if it’s a day that a lot of other people are taking off (such as a national holiday). If people do need you to get back to them urgently, they’ll think they’re being ignored. (Even if you define “urgently” differently.) And if there’s a chance of an emergency landing in your inbox, it’ll be that much harder for you to unplug because you’ll just keep “checking in.”
Set your automatic out of office reply under the Outside My Organization tab. This is for people outside your company such as clients and suppliers. You can copy what you typed in for Inside My Organization or you can put something else for people outside your organization. You can even untick the “Auto-reply…” box if you don’t want to send them an automatic reply while you’re away.
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Loads of translators work freelance because it’s very easy to do from home, so yeah I’d not expect then to be standardised. I’ve received English and native language replies, but never both.
Ha reminds me of an admin here once who would leave like 10 bullet points on who to contact for what. We got a kick out of the point that was “for catering emergencies…contact…”.
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So here are 10 sample templates that you can use to send yours out of office messages.
Website: https://www.roberthalf.com/blog/salaries-and-skills/vacation-time-how-to-craft-an-effective-out-of-office-message
10 Best “Office Closed For Holiday” Message Templates. 1. Simple Autoreply Message #1. If you’re looking for a simple autoreply message sample for your business, you can use this template. Keep in mind that you’ll have to change the field id and the date before you save it. Hi (specify the Name field id),
When I’m out for a day or longer, I like to schedule my out of office message to run all the way up until the start time of my day when I return, since we have people who start emailing three hours or earlier before I even get to my desk. If it’s a Monday and I’ve been out for two weeks and they’re emailing me at 6:30am my time, I want people to know that I’ve been out and will be wading through my inbox and might not answer them right away at 10:01 their time like I typically would.
(Aside: at my job, when you open a new browser window, a random picture of employee pets pops up. It changes every time. I could just refresh all day long.)
I would very much like to meet him, and I don’t know if that proves or challenges his point…
