How to Craft an Effective Out-of-Office Message

How to Craft an Effective Out-of-Office Message

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What to include in your out-of-office message

An effective out-of-office email reply incorporates the following elements: – The exact dates of your time off — If you are simply reactivating the out-of-office message you used during your last time away, make sure to change the dates and double-check that all other information in the message is current.

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What to include in your out-of-office message

– The general reason for yourabsence — You don’t have to offer specifics about where you are going and why, but it’s helpful to note whether you’re taking personal or vacation time. Otherwise, colleagues might still attempt to get in touch with you if they think you’ll be checking in with work.   – The people who can help while you’re out of the office — 

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What to include in your out-of-office message

Provide the names, phone numbers and email addresses of any coworkers who will be covering for you while you are taking time off. Specify each person’s area of expertise so colleagues and clients know exactly where to turn for assistance.

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What to avoid in an out-of-office message

While you’re writing and activating your out-of-office message, avoid these pitfalls: – Trying to be funny or bragging — Resist making jokes in your out-of-office message. Attempts at humor can easily be misinterpreted and fall flat with the wrong audience (for example: your boss). Also, don’t imply in the message that you’re happy to 

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What to avoid in an out-of-office message

be out of the office or flaunt the fact that you’re going somewhere fun (while your coworkers aren’t). Boring as it may be, the best approach is to keep your out-of-office message clear, simple and most of all, professional. Committing a colleague’s immediate help — You can’t predict how quickly your coworkers will be able to 

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What to avoid in an out-of-office message

respond to emails in your absence, so make sure you don’t promise their immediate assistance.  On that note, ask your colleagues for permission before you provide their email addresses and phone numbers in your out-of-office message; they might have a big project coming up that will make them too busy to serve as your stand-in.

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What to avoid in an out-of-office message

– Telling people that you’ll respond as soon as you return — You’ll have plenty of work to catch up on the day you get back, so avoid saying you’ll return emails in a particular time frame. You don’t want to make a promise you might have to break.

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Out-of-office message examples

So, what does a well-composed out-of-office message look like? Here are some templates for effective automatic responses to those inside and outside your company: – “Thanks for your email. I’ll be out of the office Aug. 8-12. If you need assistance while I’m away, please contact Sheila Jones at [email and phone number] for marketing 

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Out-of-office message examples

questions or Chad Miller at [email and phone number] for accounting questions.” – “I will be away from July 25-29. For urgent matters, you can contact my colleague, Marilyn Morales, at [email and phone number].” – “Thank you for your email. I am out of the office at this time, and I am not checking email. I will not return until Aug. 26. 

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Out-of-office message examples

If this is an urgent matter, please contact Jim Ricci at [email and phone number]. Otherwise, I will respond to your email as soon as possible after my return.”

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