Sometimes your position is so crucial that people will need to have someone to turn to in your absence. When that’s the case, it’s often best to keep things professional by telling people when you’ll return and who they can contact in your absence. But, if your situation is a bit less formal, you can also have some fun.
I’ll be out of the office until Monday, 24th July. If your message is urgent, please reach out to the lovely and talented Bob Smith at firstname.lastname@example.org.
If you have breaking news to share, contact Big News Journal’s hard-working managing editor, Ashley Jones, at email@example.com.
Just make sure your news is juicy. Ashley has no time for your shenanigans!
If you’re going to a professional conference, odds are good that a lot of the colleagues who email you will be there, too. Conferences are a great place to ramp up your networking efforts, so let people know where they can find you.
Greetings! I’m out of the office 24-28 July attending the Epic Professional Conference. Are you there, too? You’ll find me walking the floors with a Starbuck’s coffee in my hand, comfy kicks on my sore feet, and a bag full of brochures and swag. (I hope someone’s giving away those light-up bouncy balls again this year. I burned mine out.)If you’re at the conference, I’d love to meet up to chat about your email marketing strategies.
Feel free to text me at (+44) 7754 225 889 so we can connect.
If you write, and you publish, then you’ve got content to promote. Why not use your out-of-office message to make anyone who reaches out to you aware of it?
Hello! Thanks for getting in touch. I’m out of the office until 5th August with limited access to email. But never fear! I’ve left you with some helpful
writing tips to read and share.
• Improve your writing times
• Give Writing Feedback That’s Constructive, Not Crushing
• How to improve your writing skills
I look forward to connecting with you when I return.
While you’re away, your email is going to be handled by a bot. Everyone knows it, so you might as well acknowledge it in a fun automated email.
This is Jane’s bot. Jane is indisposed and unable to respond to your email. I’m replying to let you know that she will return to her desk on 1st August. It is her intent to attend to your request promptly at that time. Meanwhile, Jane leaves you with the following message. Please ponder its significance:
“I, for one, welcome our new robot overlords.” —Jane
There’s really never a bad time to collect leads or subscribers. Your out of office email can be a handy tool for lead generation. When someone tries to connect with you, why not tell them how they can stay connected?
Hi, and thanks for writing! I’m out of the office with no access to email until 3rd August. If your request is urgent, you can contact firstname.lastname@example.org for assistance. Otherwise, I’ll get back to you as quickly as possible when I return. While you wait, why not subscribe to our fantastic newsletter? You’ll get actionable tips once per week geared toward helping you grow your online business. Join us here.
DO’S AND DON’TS FOR OUT OF OFFICE EMAILS
It’s okay to have some fun with your out-of-office message in most cases, but there are a few simple rules you should always follow to make sure that, ultimately, your message is both useful and professional.
- Do check your company’s policy on out of office messages. If there’s no firm policy, it might be best to check in with your supervisor and have your message approved in advance.
- Don’t reveal too much. Strangers, spammers, and maybe even scammers could potentially see your auto-reply. Keep that in mind before you tell all and sundry that your house is vacant.
- Do know your audience. If you send more formal emails during your working hours, don’t create an informal out of office email for your downtime.
- Don’t make typos. You don’t want to be blasting out the same spelling mistake or grammar error for a week, do you?
- Do consider a message rule. If your email client will handle it, consider creating a message rule where your auto-reply goes out only on the second message from the same person. That way, you won’t be oversharing your status with spammers or colleagues who really don’t care that you’re away.