You’re about to unplug and head off for some much-needed vacation time. But your email won’t be out of service just because you are. Many people forget to activate an out-of-office message on their emails. Maybe it’s the excitement. Don’t be one of those people.
While it may seem like a simple thing to cross off your to-do list, an unclear or incomplete out-of-office message can complicate matters and have you return to a backlog of work or, worse, a crisis. You may be wondering what all the fuss is about. After all, it’s one little message – just how tricky can it be? Well, you’d be surprised just how many people get it wrong or overly complicate this.
Here are three tips to help you craft that perfect out-of-office message to ensure you enjoy your time off.
1. Cover the Basics
There are two elements to a great out-of-office message. Your message should incorporate:
- The exact dates you’ll be away – your message should explain that you’re out and when you’ll be back. If you’ve previously activated an auto-responder email, go through it and make sure to change the dates.
- Information on who can help out while you’re away. Make sure to provide their names, email addresses, and phone numbers, if necessary. You want to ease the process for your customers or clients as much as possible. Provide the information they’ll need so they know exactly where to look for assistance.
Most people include the reason for their absence in their out-of-office messages, and it’s not a terribly bad idea. You can do this, and in some cases, you have to. But avoid giving out too much detail. You can share that you’re on vacation and leave it at that. No one needs to know that you’re off to the dentist. Keep it simple and avoid TMI.
Here’s a great example that just covers the basics.
Hi there,
Thank you for your email; I hope you’re doing well. I’m currently out of the office until [date], but I’ll get back to you as soon as I possibly can. In the meantime, feel free to reach out to my assistant at assistant@abc.com.
Kind Regards,
George
2. Are You Reachable but Not Really? Be Clear on This
You can include information on whether you’ll be reachable or not. In fact, some may argue that this is a fundamental element of a great out-of-office message. However, if you’re not explicitly clear, it can get murky. Don’t leave your message open to interpretation. Don’t imply that you can respond when you know that you’ll be completely off-the-grid unavailable.
What you want to avoid is a situation where people expect you to respond. The way you phrase your message matters. You don’t want to make a promise you can’t keep. Also, on this note: avoid committing a colleague’s immediate help. You cannot be sure how often they’ll be available or how quickly they’ll be able to respond.
So, here’s what you should do. If you’re just sort-of-but-not-really reachable, be explicitly clear about the circumstances. For instance, if you’re traveling for a conference, you might be harder to reach and slower to respond but not entirely out of office. Always tailor your message to your situation. If you’re only reachable on the phone, indicate this too.
Here’s a great way to handle such a situation.
Hello,
I am currently out of the office attending the Green Building Annual Conference. I won’t be fully available on call or email until May 5. However, I’ll be checking my email sporadically whenever I can but will be slower to respond.
If it’s urgent and you need to reach me quickly, please call me at [phone number].
Thank you
3. Maybe Leave Humor – Out of It?
Using humor is tricky precisely because not everyone has the same sense of humor you do. Let’s use the following message as an example.
Mustache me a question? Well, you’ll just have to shave it for later. I’m out of the office for some R&R. If it’s pressing, reach out to info@abc.com. If it’s not, maybe you’re just bored. So, here’s a fun little fact: a crocodile can’t poke its tongue out.
My best wishes to you
Okay, fine. It’s a cute message, and it was probably intended to be funny? But, think about it. It can be an awkward message to receive, and depending on who’s emailing you; it can also be perceived as unprofessional. You never know who might email you or what they need while you’re away, so it’s better to err on the side of caution.
If you want to keep it warm and light-hearted, you absolutely can. But remember to always keep it professional. Here’s a secret! You can be both funny and professional – the two are not mutually exclusive. Here’s a great example of this.
Hey! I am currently out of the office at the moment. I could say I have limited access to my email and won’t be able to respond. But, who am I kidding? I’ll have my iPhone on me all through, and I can definitely respond if it’s urgent. So here’s how you can help me help you:
- If what you require is truly urgent, kindly forward to allowmetointerrupt@vacation.com, and I’ll try to respond promptly,
- If it’s something someone else can help you with, feel free to email my assistant. She’ll be glad to help out.
Otherwise, I can deal with it when I return.
Kind regards
This message, unlike the other, covers the basics mentioned above and still maintains a light-hearted tone.
Out-of-office? Activate Your Auto-Responder
Email is the primary form of communication in every workplace. You should always set an out-of-office message whenever you’re unable to check or respond to your emails during regular office hours. It’s proper etiquette. An out-of-office message lets your clients know that you’re not ignoring them.
An out-of-office message is also a great way to set boundaries. Everyone needs a work-life balance. It’s a message that works as a boundary for your time away from the office. If you don’t set proper boundaries, work will most definitely intrude into all areas of your life. So, craft that perfect out-of-office message and use it to your advantage.
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