Every time you go on vacation, you should have mastered how to write an effective out-of-office message. And every time, it feels like a pain. Especially because so many people do it wrong. But it doesn’t have to be that way! In this post, we’ll show you how to write an effective out-of-office message that will make your colleagues happy and keep your customers satisfied. So read on for our best tips!
What is an Out-of-Office Message?
An out-of-office message is an automated response that you can set up in your email inbox to let people know that you’re away from your desk and unable to respond to their messages. It’s a handy tool to use when you’re on vacation or taking some time off so that your contacts know that you won’t be available to respond to their inquiries.
You can customize your out-of-office message to include information about how long you’ll be away, and who they can contact in your absence. You can also use it as an opportunity to be creative and have some fun – after all, it’s not every day that you get to write an email that starts with “I’m sorry for the inconvenience, but I’m out of the office.” So go ahead and enjoy yourself – your contacts will appreciate it!
Why do you need an Out-of-Office Message
An out-of-office message is more than just a way to let people know you’re away from your desk. It’s an opportunity to be helpful, and human and even build relationships.
Think about it: when someone sends you an email and gets an automated response, what goes through your mind? Probably something like, “Hmm, I wonder if they’re actually on vacation or just ignoring me.” Not exactly the best impression to make.
On the other hand, a well-crafted out-of-office message can be the start of a beautiful relationship. It shows that you care about being responsive and helpful, even when you’re not able to answer right away. It’s a way to build trust and rapport, two things that are essential in any kind of relationship.
So next time you head out for a vacation or extended leave, take a few minutes to write a thoughtful out-of-office message. Your future relationships will thank you for it.
How to Write an Effective Out-of-Office Message
It’s that time of year again when the office becomes a ghost town as everyone takes their vacations.
While it can be nice to finally have some time to relax and recharge, it can also be a bit daunting having to figure out what to do with all that extra free time.
One way to make the most of your vacation is by using your out-of-office message strategically. Here are four tips for writing an effective out-of-office message:
1. Keep it Short and Sweet
Your out-of-office message should be just that: a message. It doesn’t need to be a novel. In fact, the shorter and sweeter your message is, the better. Just give the essentials: when you’ll be gone and when you’ll be back, who people can contact in your absence, and perhaps a little bit about what you’ll be doing (if you’re feeling generous).
2. Be Clear About your Availability
This is probably the most important part of your out-of-office message. You don’t want to leave people hanging, so be very clear about when you’ll be available and when you won’t. If you’re going to be checking your email sporadically, say so. If you’re not going to be checking it at all, tell people to expect a delayed response.
3. Use a Professional Tone
While it’s tempting to use your out-of-office message as an opportunity to crack a few jokes, it’s best to stick to a more professional tone. After all, you are representing your company while you’re out of the office.
4. Keep it Updated
Finally, make sure to keep your out-of-office message up-to-date. If your plans change or you decide to check your email, after all, update your message accordingly. Nothing is more frustrating than reaching out to someone who’s supposed to be on vacation only to find out that they’re not.
With these tips in mind, you can write an effective out-of-office message that will set the right tone for your vacation. So go ahead and enjoy your time off—you’ve earned it!
Automated Out-of-Office Messages
When you’re out of the office, you’re usually not able to respond to emails and phone calls immediately. This can be frustrating for people who need to get in touch with you urgently. Automated out-of-office messages can help to resolve this problem by providing people with information about your current status and how to reach you.
For example, you can use an automated message to let people know that you’re out of the office and will be back on a certain date. You can also include alternative contact information, such as the name and phone number of a colleague who can help in your absence. Automated out-of-office messages can save you time and hassle by keeping people informed about your availability.
Out-of-Office Email Examples
Here’s a sample email template for you:
I’m currently out of the office on vacation/sabbatical/leave and will have limited access to email. If you need immediate assistance, please contact [name] at [email address]. Otherwise, I’ll be back in the office on [date] and will respond to your message then. Thanks for your understanding!
Well, the default out-of-office message is a waste of digital real estate. It’s an opportunity to do something delightful and human, and we usually squander it. Here are three examples of better ways to use this space:
- Thank people for writing and let them know when you’ll be back
- Share something interesting or fun that’s happening in your life
- Invite people to connect with you on social media or sign up for your newsletter
Try one of these the next time you’re out of the office, and see if it doesn’t make a difference in the way people perceive you and your business.
When to Set your Out-of-Office Message
An out-of-office message is a tool, like any other. And like any tool, it has a time and a place. There are three primary factors to consider when deciding whether or not to set an out-of-office message:
- The importance of the work you’re doing,
- The likelihood of interruption, and
- The potential for miscommunication.
If the work you’re doing is important and can’t be interrupted, then it makes sense to set an out-of-office message. This way, people know not to expect a response from you and they can direct their inquiries elsewhere.
However, if the work you’re doing is not time-sensitive or if you’re likely to be interrupted anyway, then there’s no need to set an out-of-office message.
The same goes for if there’s a potential for miscommunication; if people might misunderstand your intentions or read too much into your silence, it’s best to err on the side of caution and set an out-of-office message. In sum, an out-of-office message is a useful tool, but it should be used judiciously. Consider the three factors above before hitting “send” on that auto-reply.
How Long Should your Out-of-Office Message Be?
How long should your out-of-office message be? As long as it needs to be to get the point across. No longer. An out-of-office message is an interruption, so make it as short and sweet as possible.
That said, there are a few elements that you’ll want to include:
- A clear indication that you’re out of the office – this seems like a no-brainer, but you’d be surprised how many people forget to include this information!
- The dates that you’ll be gone – again, seems obvious, but it’s important to include so that people know when they can expect a response from you.
- A contact person – in case someone needs to get in touch with you urgently, provide a name and contact information for someone who can help out in your absence.
- A brief statement about when you’ll be back – so people know when they can expect a response from you.
With these elements in place, your out-of-office message will be short, sweet, and effective.
Additional Tips for Creating an Effective Out-of-Office Message
Here are some of the most important things to include in your out-of-office message:
- Clear date range. Let people know when you’ll be away and when they can expect to hear back from you. It’s also helpful to include a brief explanation of why you’re out of the office. Whether you’re taking a vacation or attending a conference, people will appreciate knowing what you’re up to.
- If you have someone covering for you while you’re away, be sure to include their contact information in your message. This way, people can still get the help they need even if they’re not available.
- If you’re traveling for business, don’t forget to include your itinerary so people know how to reach you.
With a little planning, you can create an out-of-office message that’s both informative and helpful. By following these tips, you can make sure that your absence is as seamless as possible.
When it comes to out-of-office messages, you want to make sure that you strike the right balance between letting people know that you’re unavailable and not sounding too desperate. You also want to make sure that your out-of-office message is clear, concise, and easy to understand.
Finally, it’s important to keep in mind who will be receiving your out-of-office message and what their expectations might be. By following these tips, you can write an effective out-of-office message that will let people know when they can expect a response from you.
When you’re away from your desk, an out-of-office message is a great way to let people know you’re unavailable and when they can expect a response. Here are some frequently asked questions about setting up out-of-office messages.
How do I set up an out-of-office message?
Most email programs have a built-in way to set up an out-of-office message. In Outlook, for example, you can find the option under File > Automatic Replies.
In Gmail, click the gear icon in the top right corner and select Settings. Scroll down to the “Vacation responder” section and turn on the vacation responder.
If you use a different email program, consult your program’s documentation for instructions on how to set up an out-of-office message.
When should I turn on my out-of-office message?
Turn on your out-of-office message when you know you won’t be able to check your email for an extended period. This could be for a vacation, a business trip, or any other time when you’re away from your desk.
If you’re not sure when you’ll be back at your desk, you can still turn on your out-of-office message and specify an end date. Just remember to turn it off when you get back!
What should I include in my out-of-office message?
Your out-of-office message should include the following:
- The dates you’ll be away from your desk
- When people can expect a response to their email
- Who to contact in your absence (include alternate email addresses and phone numbers if possible)
Here’s an example of a basic out-of-office message:
I’m currently out of the office and will return on Monday, August 5. I’ll be checking my email sporadically, so if you need immediate assistance, please contact John Smith at [email protected] or 555-555-1212.
How do I turn off my out-of-office message?
Most email programs have a built-in way to turn off an out-of-office message. In Outlook, for example, you can find the option under File > Automatic Replies.
In Gmail, click the gear icon in the top right corner and select Settings. Scroll down to the “Vacation responder” section and turn off the vacation responder.
If you use a different email program, consult your program’s documentation for instructions on how to turn off an out-of-office message.
Remember to turn off your out-of-office message when you get back to your desk! Otherwise, people will continue to receive automated responses from you long after you’ve returned.