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.
The language tone is a crucial component of your brand messaging. It includes various aspects of communication, such as the words used, the level of formality. Implementing a good language tone enables businesses to unify the way it communicates.
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The appropriate tone depends on the holiday. If you’re closing for Christmas or New Year’s, it’s safe to assume your customers expect you to be festive and maybe even humorous. Conversely, if you’re closed for Veterans’ day, your email should strike a more serious chord. Use our templates and double-check your tone before you hit send.
Here are some of the common questions and answers about holiday messages to employees.
Please accept our apology for the inconvenience this may cause. We are thankful for your understanding.
Thank you for your email. I’ll be offline through mid-January without access to email. In the interim, please contact Maya Schwartz, a sales and marketing manager here, at [email protected].
So here's a breakdown for how to write the perfect, most concise out-of-office message.
I’m currently out of the office, enjoying some peanuts and Cracker Jacks with my family. Can you guess where I am? That’s okay, you’re busy.
2.) Herzlich willkommen bei Mustermann GmbH. Aufgrund unseres Betriebsurlaubes sind unsere Servicemitarbeiter erst wieder ab Montag, den 04.07.2016 für Sie erreichbar. Der Versand der Bestellungen wird ab dem 11.01.2016 wieder starten. Gerne können Sie uns aber in der Zwischenzeit Ihr Anliegen per Email an [email protected] oder über unser Kontaktformular zukommen lassen. Vielen Dank!
Thank you for your email. I’m out of the office and into the cookies and eggnog right now. I’m celebrating the holidays with my loved ones and will not be checking my email until [return date].
My OOO auto reply is fairly detailed. I have links to information for products I work with, an alternate point of contact for people to approach, etc. It’s really a CYA thing. What irks me about some OOO auto replies is when the person who is out has an alternate point of contact who is also out. Both are obvious planned absences, and both people are on the same team. Don’t they talk to one another about vacation??
Lead generation emails are the best when it comes to driving sales and promoting your content. Here’s an example template to inspire you:
Please note that all our branches will be closed from [date] to [date]. We will reopen on [date]. We wish you all the best holiday!
Thanks so much for your note! I’ve packed away my makeshift office for the week in order to go nowhere and do nothing. I may be dipping my toes in the tub instead of the ocean and making my favorite Smitten Kitchen recipes for myself rather than indulging at a fancy restaurant, but I’m still trying to disconnect and recharge.
Witty and funny out of office messages are great, but check out how New York Times' VP of Operations, Erin Grau, uses her out of office response for parental leave as a teachable moment. That's a powerful message about something she feels passionate and connected to.
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.
As you may have noticed, the holiday season is around the corner. We hope that you and your family are safe and in happy holiday spirits!