A thing my employer does is when someone leaves, they just shutoff the email. So someone goes to the trouble of writing an out of office explaining that they have retired or accepted a job somewhere else and where someone can go for help and IT just nukes the email address 24 hours after the person leaves. Then whomever was contacting them has no idea where to turn next. It is a terrible policy.
You can configure automated reply messages to encourage customers to submit their queries.
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Hello, Thanks for reaching out to me. Unfortunately, I’m out of the office from [DATE] to [DATE] with limited / no access to email. If your query can wait, I’ll be responding to the emails I missed when I return on [DATE]. If not, contact [NAME] at [EMAIL] or [PHONE] and he/she will take care of you.
But I’ve also seen this tactic used for a week’s vacation, which seems… aggressive.
Please note: Shipment cutoff times on December 22nd will be at 2pm MST. Regular shipment schedules will continue on Tuesday, December 27th.
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.
Agreed. I think some people don’t analyze the individual words when they hear the phrase. It’s fine to say “please let me know at YOUR earliest convenience” but it’s weird to say “I’ll get back to you at MY earliest convenience.”
My favorite was one the one that said “I am out of the office and don’t plan on ever returning.”
If you don’t clearly state the dates on which you will be disconnected from work, your office co-workers and clients will most likely send you multiple emails, clogging your inbox. That will make it quite difficult for you to catch up when you get back. Also, if you don’t include the name and contact information in your outgoing message for the co-workers who can help in your absence, your well-deserved and pleasant vacation time could get in the way of specific projects in the company.
1. Order before [DATE] and have it shipped on time for [holiday name] Ideally, your promotional campaign should have been running for at least a week before the holiday festivity begins.
I’m a huge fan of the scheduling. I give myself up until 8am the day I return, since that way I’m covered if someone is emailing me early in the morning and will know why it might take me a bit to get back to them as I sort through the backlog for triage even though I’m back in the office that day.
Voicemail is also horrible for non-native speakers. I’m reasonably fluent in German but have to listen to voicemails at least 3 times to get everything. Why people can’t just type a text message is beyond me.
Eh, figuratively. It’s like saying I’ve gone to lunch even though I’m still right here eating at my desk–the point is that I’m unavailable to do any work.
I might be your coworker. I don’t get a lot of calls so it slips my mind constantly. Email I just set up a timer and it’s so much easier that way.
9. Auto Reply Example with Alternative Contact Phone and Email. [Your Greeting] Thank you for your email. Unfortunately, I am out of the office until (Return Date).
I am on vacation. I cannot read your email. Your email is being deleted. Please contact Hans or Monika if it's really important, or resend the email after I'm back in the office. Danke Schoen.