An autoresponder, or out of office message (OOO) is a pre-programmed email response that appears when a person is not actively monitoring their inbox and is unable to responsive to emails in a timely manner. This automated reply lets the email sender know that the receiver is not available right now and gives an approximate time frame for when they will be back in regular communication. This tool is useful for controlling expectations around communication, particularly when someone is unable to respond to emails right away due to a vacation, or a day off, or work travel, or other circumstance.
When writing an out of office message there are some factors you need to focus on and the opposite, achieving a balance between helpfulness, transparency, and professionalism is crucial. Here are some things to avoid and important things to pay attention to:
Things You’ve to Pay Attention to:
1. Clarity: Indicate exactly when you intend to return to the office, and on which dates you will be absent. The sender’s expectations are now clearly laid out in terms of time he’ll be able to communicate with you in.
2. Etiquette: Show the sender your appreciation for their email and be kind. A short note like “Thank you for your email” makes a big difference.
3. Alternative Contact Information: If relevant, give information about a teammate or colleague who may be reached in your place. Give their name, phone number, and email address.
4. Emergency Contact: Clearly state if there is a real emergency contact (such as a manager or a specific department).
5. Reassurance: Inform the sender that you value their email and will get to it as soon as you get back.
End the email in a professional manner by closing it with “Best Regards” or “Kind Regards,” then include your name, position, and firm.
Things to Avoid:
1. Dates That Aren’t Clear: Be clear about when you plan to return. Give precise dates in order to properly manage expectations.
2. Over-Disclosure: Although being polite and communicative is important, you don’t have to get too deep into many personal details concerning your absence from work. Be succinct and professional.
3. Don’t use jargon or complex vocabulary; instead, speak simply and clearly. stay away from any complex words or technical jargon that could mislead the recipient.
4. Sarcasm or humour: emails sent from outside the office are formal correspondence. Avoid humour and sarcasm when writing because these expressions can be confusing, or the receipts can misunderstand it.
5. Grammatical Errors: Verify that your out of office message which is sent when you’re not in the office is correct in terms of grammar and spelling. The key is professionalism.
6. Unprofessional Language: Throughout, speak in a professional manner. don’t depend on extremely informal language and abbreviations that are frequently used in private chat.
Remember, an out of office message is often the first impression someone gets when trying to contact you. It reflects your professionalism and how seriously you take your communication with others.
Some Out of Office Message Examples
Example 1: Vacation out of office message
Subject: [Your Name] is out of the office.
Hi there,
I appreciate you reaching out to me. I’m currently on vacation, so I won’t be able to reply to emails until [Date of your return]. I will only have restricted access to my email during this time.
Please call [Alternative call Person’s Name] at [Alternative Contact Person’s Phone Number] or [Alternative Contact Person’s Email] if your situation is urgent.
Thank you for your understanding, and I will respond as soon as I can after I return.
Warm Regards,
[Your Full Name]
[Your Position]
[Your Company]
[Your Email Address]
[Your Phone Number]
Feel free to customize these templates according to your specific situation and preferences
Example 2: Out of office message for medical leave
Subject: [Your Name] is out of the office.
Hello,
Thank you for reaching out. I will not be able to reply to emails until [Date of your return] as I am presently on medical leave. I’m not able to check my email right now.
Please get in touch with [Alternative Contact Person’s Name] at [Alternative Contact Person’s Phone Number] or [Alternative Contact Person’s Email] for any urgent matter.
Thank you for your patience and understanding. When I get back, I’ll reply to your email as soon as I can.
Best Regards,
Example 3: Business trip out of office message
Subject: [Your Name] is out of the office.
Greetings,
I appreciate your email. Since I’m on a business trip right now, I won’t be able to reply to emails until [Date of your return]. During my journey, I might not have constant access to my email.
Please contact [Alternative Contact Person’s Name] at [Alternative Contact Person’s Email] or [Alternative Contact Person’s Phone Number] if your situation has to be addressed right away.
Thank you for your understanding, and as soon as I’m back, I’ll get back to you via email.
Warm Regards,
Conclusion
To sum up, creating a strong out of office message is crucial to upholding professionalism in communicating and controlling expectations during your absence. You can make sure that people understand that you are unavailable and know what to do in your absence by emphasizing clarity, being courteous, and including necessary information like your return dates and other contact information. Preventing ambiguous wording, excessive disclosure, humour, and informal tones enhances the impact of your message even more. In addition to reflecting your expertise, a well-written out of office message guarantees that your contacts feel informed and valued, which enhances the communication experience for all parties.