Out of Office Message
An Out of Office Message is an automatic email response that is sent to anyone who sends an email to someone who is currently unavailable. The message is usually set up by the recipient before they leave the office or go on vacation, and it informs the sender that the recipient is not available and provides information on when they will return. The message can also include information on who to contact in case of an emergency or if the sender needs immediate assistance. The purpose of an Out of Office Message is to manage expectations and inform the sender of when they can expect a response.
Tips for creating a good Out of Office Message:
1. Be clear and concise: Your message should clearly state that you are out of the office and when you will be back. Keep the message brief and to the point.
2. Provide alternative contact information: If there is someone else who can handle urgent matters, provide their contact information in your message. This will help ensure that important issues are addressed in a timely manner.
3. Set expectations: Let people know when they can expect a response from you. If you will be delayed in responding to emails, provide an estimated timeframe for when you will be able to reply.
4. Use a friendly tone: Out of Office Messages don't have to be formal or stuffy. Use a friendly tone to let people know that you appreciate their message and that you will respond as soon as you are able.
5. Avoid oversharing: While it's okay to let people know that you are on vacation or attending a conference, avoid sharing too many personal details. Stick to the basics and keep the message professional.
6. Test your message: Before you set your Out of Office (OOO) Message, send a test email to yourself or a colleague to make sure that it looks and reads the way you intended.
Sample 1: Subject: Out of Office - [Your Name]
Hello,
Thank you for your email. I am currently out of the office and will not be able to respond to emails until [Date of Return]. If you require immediate assistance, please contact [Alternative Contact Name] at [Alternative Contact Email/Phone Number].
Thank you for your understanding, and I look forward to responding to your message upon my return.
Best regards,
[Your Name]
Sample 2: Subject: Vacation Out of Office - [Your Name]
Hello,
I am currently on vacation and will not be able to respond to emails until [Date of Return]. If you require immediate assistance, please contact [Alternative Contact Name] at [Alternative Contact Email/Phone Number].
Thank you for your understanding, and I look forward to responding to your message upon my return.
Best regards,
[Your Name]
Sample 3: Subject: Out of Office - [Your Name]
Hello,
Thank you for your email. I am currently attending a conference and will not be able to respond to emails until [Date of Return]. If you require immediate assistance, please contact [Alternative Contact Name] at [Alternative Contact Email/Phone Number].
Thank you for your understanding, and I look forward to responding to your message upon my return.
Best regards,
[Your Name]
Sample 4: Subject: Out of Office - [Your Name]
Hello,
Thank you for your email. I am currently out of the office and will not be able to respond to emails until [Date of Return]. If you require immediate assistance, please contact [Alternative Contact Name] at [Alternative Contact Email/Phone Number].
Please note that I will have limited access to email during this time and may not be able to respond to non-urgent messages until my return.
Thank you for your understanding, and I look forward to responding to your message upon my return.
Best regards,
[Your Name]
Remember that your Out of Office Message is an opportunity to set expectations and provide helpful information to your colleagues and clients. By following these tips, you can create a message that is informative, friendly, and professional.