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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The above automated messages do not sound assuring as the time is not specified in terms of hours, days, or week. Here is a good example that businesses can follow to deliver effective customer service communication.
If you leave me a message that includes your name, telephone number and reason for calling, I will return your call when I get back. You have reached Jim Smith. I will be out of the office until Feb. 14. If you would like to leave a message after the tone, I will call you back when I return.
I’ll reply to your message promptly when I return. But, if you require immediate assistance, please send an email to [contact name] at [contact email] in my absence.
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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 am out of the office from [date range]. If you need immediate assistance, please contact [name, title and contact information].
If you know that you’re going to be out of office for a long time, it’s worth thinking about redirecting your clients to your colleague. Mention their name, explain what position they occupy and how they can help your client. Include a way to contact them in the form of an email address or a phone number. Just try to warn a colleague that you want to redirect your clients to them before going on a vacation.
Completely agree. I have also recently have seen multiple out of office messages that say something along the lines of, “Please be aware that I may be slow to respond to emails today.” If it’s that time-sensitive, why is it an email? Asynchronous communication tools shouldn’t be smashed into the roles of real-time ones, and vice versa.
This person works remotely and wants to continue to do so, but I think I am going to have to have a conversation about them using the technologies at our disposal that make this possible. Including out of office and second take-home monitor.
How to Set Your Out of Office in GmailOut-of-Office Message Best PracticesOut-of-Office Message Examples
If you’re taking a vacation and staying home, your clients or coworkers may still expect you to pop into the office and answer their email. Use this autoresponder to let them know you’re really not available — even if you’re bumming around on the couch.
I will be out of the office this week. If you need assistance while I’m away, please contact [NAME] at [EMAIL].
If you are checking emails while you’re out and are responding slower than normal, state that, suggests Jill Gugino Panté, director of the Lerner Career Services Center at the University of Delaware. “If you don’t have access to email and can’t return messages, state that as well,” she says. “The clearer you are in your messaging, the better.”
Sounds like it’s clear in your mind what you want to happen, but I’ve heard plenty of people say, “Of course you took it somewhere else, that’s what I told you to do, and now I have two action-less emails to trash rather than one.”
If they have to leave an OOO message for being out for an hour for a meeting, clearly it is A Big Deal in that office :(