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.
And while it may seem like a simple thing, if your out-of-office message is unclear or incomplete, it can cause problems while you’re out and when you return.
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I did something similar the second time I took maternity leave, actually. I didn’t explicitly say, “I will delete all emails,” but instead I shared my backups’ contact info and invited people to contact me again when I was back from leave.
Thank you for your message. I am out of the office from May 1-6 with limited email access. If you need immediate assistance, please contact my assistant editor, Alex Jordan, at [email protected] or 555-432-6100. Otherwise, I will respond to messages upon my return.
By bringing some automation into the process, you not only ensure that your staff is leaving vacation email messages that cover what’s needed, but you’re also eliminating the possibility that team members will forget to turn them on.
I’ve mentioned this before, but I’m really tired of the ones that are basically “I’m in a meeting for an hour and I’ll check my messages when I return.”
An autoresponder email message is required to be created, especially for email marketing purposes. If you are planning a vacation or go out of the office, the autoresponder email message is needed.
I think the problem is that “at your earliest convenience” is a formulaic convention that uses explicit, almost exaggerated politeness to basically issue a stern direction, meaning “as soon as you possibly can”. When you turn it into “at my earliest convenience” it’s unclear if you mean “whenever it’s convenient for me to get to it” (what the words say) or “as soon as I possibly can” (what the meaning of the formulaic original is). Or else it sounds like you didn’t quite understand how “at your earliest convenience” works.
Readers, what do you like and hate in out-of-offices replies? Any stories of particularly off-key ones?
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I’m mostly back in my actual office now, but I went with “away from my computer between X and Z” a couple of times and just straight up “I am on annual leave between X and Z” a couple of times.
You can also schedule your auto replies ahead to send at a specific time for a set it and forget it solution.
They only discovered this AFTER the Christmas rush. Thankfully there were no client meltdowns that year or it could have been a lot worse.
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Out of Office replies can be turned on very easily and even timed to expire at a designated time. But did you know you can customize your OOF so that some people do not get the auto reply, or that they get a customized reply different than the rest of the group? The steps below will show you how.
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