When you’re out of the office on vacation, it’s not professional to leave your emails unanswered, as it can destroy some of your business relationships. In a case wherein you know you will be absent, using out-of-office messages on autoresponder clearly sends the message of unavailability to whoever hits you up on your email.
The type of message you will use for this autoresponder will vary dependent on what you’re doing. There are a lot of different out-of-office messages you can use. And you would need to set a time frame for your return, so people know when to reach out to you again.
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What Are Autoresponder Email Messages?
Autoresponder email responses, also known as automated emails, are a message that you receive when you attempt to contact someone who is temporarily unavailable. Typically, these notifications will provide you with information such as:
- How long will the individual be unavailable?
- In their absence, contact information for who to contact
- When will they return?
Why Is An Out Of Office Message Important?
Out-of-office messages are important if you know you will be unable to react to emails for an extended period. They explain why your answer will be prolonged and how they may get the information or services they require while you are away.
Coworkers, clients and subscribers always expect quick responses and solutions to their problems, especially in marketing and communications. Out-of-office messages offer them a polite, concise, and professional explanation that explains why they won’t get a quick response.
A lot of reasons could frame your out-of-office messages such as going on a vacation, holiday, leave, conference travels, and a lot more.
What To Avoid in Autoresponder Messages
Professional and realistic out-of-office communications should be sent. You should think about avoiding the following:
Giving too much information: Automated responses should be brief and to the point. Avoid including any superfluous information in the email.
Promising you will answer as soon as you resume: When you return to the workplace, it might take some time to catch up on emails, phone calls, and tasks. Try not to establish the expectation that you will be able to react to a missed message as soon as you return.
Unauthorized use of a colleague’s aid: It’s a good idea to provide a colleague’s contact information in case something important comes up while you’re away. However, before including your colleague’s details, make sure you have their consent.
10 Best Out Of Office Message Samples In 2023 | PDF
In sending out-of-office messages, here are some samples you should consider:
1. Basic
This comes as a short yet professional message focused only on communicating unavailability.
Hello,
Thank you very much for your message. I will be out of the office until July 30 and will have restricted email access during that time. If you want emergency assistance, please call Montan Fresh, our advertising specialist, at [email protected] or 304-525-1019, ext. 4. Otherwise, when I return, I will answer your email.
Sincerely,
Roy Barry
Head of Content
2. Internal
If you are structuring an out-of-office message for people within your company or department only, you would need to give quality information about the projects you have at hand. Your choice of tone depends on your company culture.
Hi,
I’m out of the office until June 12 and will respond to emails when I return. If you need to access the blueprints for the Repture Steel project, I’ve kept copies on the server in the Special Project folder. If you need something urgent, please contact Mary.
Thanks,
Donald
3. Vacation
This is a sample wherein you will tell anyone who sends you an email a brief outline of where you will be staying for a while on break.
Hi,
I’ll be on vacation from June 3 to June 17, and I won’t be responding to emails during that period. If your communication can wait, I will get back to you as soon as I can. For urgent concerns, please contact Mole Foley, HR Coordinator, at [email protected] or 946-555-6319.
Sincerely,
Brian Dust
Human Resources Manager
4. Conference
When attending a business conference, you should prepare an out-of-office message that informs other participants that you are open to networking possibilities. This is also an opportunity to demonstrate to others that you are committed to your professional development.
Hello,
Thanks for your message. I am out of the office attending the annual Association of Medical Professionals conference in Los Angeles, California. I’ll be checking email periodically, but if you need immediate help, please contact my assistant, Pamela Damian, at [email protected] or 934-555-1940.
If you’re in California this week, too, I’d love to connect! Simply contact me on my cell at 921-565-1089.
Best,
Shaun Fringe
5. Short term
Professionals who are expected to check email and converse regularly may need to program-specific messages every time they leave the workplace for a few hours. This sort of message is excellent if you have an appointment but will return later in the day, or if you need to travel to a meeting.
Hi,
Thanks for your message. I will be away from my desk at an appointment from 10 a.m. to 2:30 p.m. today, April 9. I’ll have limited email access, so if you need something urgent, please contact Charlie Harris at [email protected] or 938-555-2819. If your email can wait, I will respond as soon as I’m back in the office.
Thanks,
Luke Kevin
Sales Representative
6. Out of reach
This is a point where you let people know you don’t have any access to your mail and would be unable to interact for any reason.
Hello,
I am out of the office with no email access and will not be able to respond to your message until I return on October 25. Please reach out to Ray Fenton at [email protected] or 823-555-3827, and he’ll take care of anything you need until then.
Regards,
Lori Bricky
Customer Service
7. Out of the office but checking emails
When they are not in the office, some professionals check and even react to emails. If you intend to check email regularly, notify senders that they can expect a response but that it may be delayed.
Hi,
Thank you for your message. I am away from the office leading a training April 5–10. I will be checking email throughout the day and will try to respond to messages promptly (please flag urgent messages as high importance). However, if you need immediate assistance, please contact Mary Phillip at [email protected] or 465-555-1098.
Thank you for your patience,
Robi Steam,
Head of Operations
8. Holiday
Observances of important holidays differ per company. While your contacts may not expect you to be in the office on holiday, let them know how available you will be in the days leading up to and after the holiday.
Greetings!
Our offices will be closed for the week of Dec. 22 to 28. I will respond to your message when I’m back at my desk Monday, Jan 2. If you have an emergency, however, you can reach me on my cell at 829-555-1958.
Happy Holidays,
Lee Spark
Managing Director, PanGroup
9. Friendly
A friendly out-of-office message response style is for people with that you share a personal relationship. Friendly or even funny out-of-office messages are usually the choice for professionals invested in social media.
Hi,
Thanks for reaching out! I’m currently in Michigan, spending time with my family, and will be taking a break from email while I’m here. I’ll respond to all my messages as soon as I’m back in the office on September 5. If you need help before then, please email my assistant, Jane Fork, at [email protected].
Have a splendid day!
Leroy Mickie
Social Media Coordinator
10. Maternity or paternity leave
Depending on where you live and work, maternity leave might last anywhere from 10 weeks to six months or more. You must guide folks to the person who will take up your duties.
Hello,
I will be away on maternity leave from May. 24 to August 18. Our talented lead graphic designer, Philip Cooney, will manage my accounts during this time. You can reach him at [email protected] or 958-555-8265.
Regards,
Maggie Riff
Art Director
Conclusion
Many people cannot set up out-of-office messages that ensure they stay in touch with their clients and partners while having enough time to do other things they find relaxing.
If you need to take a break from work for any reason, ensure you take a peek at the samples to craft your message.
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