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I’ll be out of the office from 07.07. until 16.07.2020 with no access to my mailbox. Please contact (COLLEAGUE NAME), [email protected].
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That’s what I always reasoned… better to annoy with too much information that saves hassle on the backend then be brief upfront and sentence people to OoO purgatory.
I hate when senders ignore the instructions in my OOO message. Usually, my message is something simple like: “I am out [Dates], returning to the office [Date]. Please contact Jane (jane’s email address) in my absence. General [department] questions may be sent to [general dept email address].” To me that says if you are sending me anything then I won’t see it until I return. If you have something you need to be resolved right away, you can contact Jane or send it to our department inbox (where it should be going anyway).
There’s nothing awful or offensive about this message, but it’s also not very good. Yes, it provides the courtesy of letting the sender nominally know that you’re going to be slower than usual to respond. That’s nice. The problem is in this bit: “may be slow to respond to email.” Another popular variation: “might be slower than usual to respond.”
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Even though you're not actually responding to the email, you still need to mind your Ps and Qs. After your greeting, add "Thanks for your email."
I pretty much never pay attention to out of office replies, just note if there is one. If I really need something urgently I’ll look to see if there’s another person’s contact info, but it’s rarely that urgent. I might also look for a return date, if that matters to me. It would annoy me if I had to wade through a wall of text to find either of those things.
Many companies offer an escape option so that if a caller ends up in a staff member’s voice mailbox, he or she can “escape” out of the mailbox and go back to the attendant menu. Use a customized auto-attendant for this situation. If you would like to leave a voicemail, please press 1 and leave your name, number, and a brief message. If you would like to return to the main menu, please press the # key.
[Tweet: “Are you going on holiday? Learn the best tips for writing your next out-of-office auto-reply email in English.”]
Leave some lights on for safety, but turn off any unnecessary ones before leaving. Test that all main doors are locked, as well as any server or file rooms holding sensitive equipment or information.
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we had something similar at one phone-heavy place I used to work and it was actually extremely useful – everyone set their voicemail when they got in, and people would include if they were offsite (so worth ringing their mobile) or likely to be otherwise unreachable, and who to contact if your query was urgent. only took a minute to set, and was super useful to me as someone who had to talk to maybe 10-20 people on the phone in a day.
Whether you prefer to keep it simple or have a little fun with your OOO message, it’s always essential to include the basics so you don’t have a mountain of emails to respond to when you get back. Then, all there’s left to do is stay out of your inbox and enjoy your vacation fully!
An out-of-office auto-reply serves to inform people that you aren’t available to respond to their emails. These are mainly used during the holidays.
Not me, but a friend of mine once received an OOO that simply said “I am having an out-of-office experience.”