With the holidays quickly approaching you have probably started marking things off your to-do list in preparation for your time. Once you get your vacation time approved, it’s now time to start crafting the perfect out-of-office reply. And while it may seem like a simple thing, if your out-of-office reply is unclear it can cause problems while you’re away and when you return. The last thing you want to happen is returning to the office with a slew of urgent emails.
What makes a good out-of-office reply?
The key to the perfect out-of-office reply is to keep it brief and straight to the point. Simply write out the dates you will be unavailable, and the name and contact information of a colleague (or multiple colleagues) that will be available in the event of an urgent matter.
What to avoid in the out-of-office reply?
Before you set up your auto-reply in your email provider, make sure to check for the following:
- Grammar and spelling errors
- Ensure you have included the correct dates of your absence
- Verify with your colleagues that they will be available to take on messages they may receive in your absence. Always ask for their permission before providing their contact information.
- You don’t have to explain why you are away in your automated reply. Although you’re welcome to tell your colleagues why you will be absent, it’s not needed for your automated reply. It’s not necessary to share that you’re spending the next week on a beach somewhere or that you’re visiting family. Remember to keep your message simple and to the point.
- Don’t make promises you can’t realistically keep (i.e., I’ll respond to your message as soon as I return)
Example:
Thank you for your message. I am out of the office from December 24 to January 5th. If you need assistance while I am away, you can contact John Smith at (123) 456-7890 or at [email protected].
Best,
Jane Smith
To learn more about how Emailgistics can help with team inbox management including automatic email distribution, user availability, and much more click here.
