We all wish we could be in the office 24/7 and take advantage of all the opportunities life gives us, but unfortunately that’s not possible.
People can’t be in the office all the time.they may be away holiday Or they may be away on sick leave or on personal business.
And although this is understandable. Failure to respond on time to business partners and clients can have a negative impact on your business.
That’s why every businessman should set up an out of office message autoresponder.
What is Out of Office Message Autoresponder?
Out of Office Message Autoresponders are automated emails used to respond to clients when they are not in the office or on vacation and do not plan to check their emails.
If you are away from the office. To let your colleagues, clients, friends and family know that you are on vacation or sick and will be back soon, you should definitely create an out of office message autoresponder email.
Out of Office messages let clients and colleagues know why you’re away, how long you’re away, and when to reply to your emails. You may want to set an out of office autoresponder message for a variety of reasons, including:
- holiday
- conference or professional meeting
- maternity or sick leave
- personal leave
- schedule
Out-of-office message autoresponders are business-critical because they provide important information to your clients.
Plus, it’s important for engaging email marketing campaigns, where a personal touch and a quick response are the most important factors.
What to include in your message
Although you can get creative with your autoresponder message. they must be professional.
Therefore, it is better not to include jokes or sarcasm. This is because they are not valued by clients or the professionals with whom they work. Here’s an example of an unprofessional out of office message autoresponder email:
- “I’m out and probably drinking. Call me later.”
- “Please, I’m crazy. I need maternity leave.”
- “Hi, I’m on vacation. Please don’t call me.”
If you’ve ever set up an autoresponder message like this, you probably need some email etiquette training.
What You Should Include in Your Out of Office Message Autoresponder Email
Be sure to include the following details in your autoresponder message:
- period of unavailability.
- You can refer your contact’s contact number or another person who can be reached in your absence.
- return day.
- You can also address the reason, but that’s optional.
You can provide more detailed information or information that you think someone might need while you’re away. Remember that auto-reply messages are brief and contain necessary information such as contact information and phone numbers.
The least you can do is let your clients and colleagues know who to contact when you’re out of the office, or why they can’t reply to your emails.
Many e-mail programs allow you to set up two Out of Office messages at once for different purposes. Most professionals use a generic out-of-office message autoresponder template.
10 Examples of Professional Out of Office Autoresponder Messages
Not many people are good at crafting out-of-office messages that are concise yet contain the necessary information. So, below we provide 10 professional out of office message templates that you can use.
Example 1:
Hi,
Thank you for your e-mail.leave the office from [MM/DD] To [MM/DD] You will not be able to access your email.Please contact us in case of emergency [name] [email] Also [phone].
Thank you.
[Your name]
Example 2:
Hi,
I will be away from the office until [MM/DD] To [MM/DD] Email access is restricted.Please contact us if you are in a hurry [name] [email] Also [phone].
thank you!
[Your name]
Example 3:
Hi,
thank you for the message. I’m out of the office at the moment, so I’ll be back by the next hour. [MM/DD]If you need immediate assistance, please contact us [name] [email] Also [phone].
Thank you.
[Your name]
Example 4:
hello,
I am on vacation with my family and have limited access to email. [MM/DD]. If you need it urgently, please contact us. [name] [email] Also [phone].
Sincerely,
[Your Name]
Example 5:
hello,
I am traveling and do not have access to my email.I will return to [MM/DD]. In case of emergency, please contact us [name] [email] Also [phone].
Best regards,
[Your Name]
Example 6:
Hey,
Thank you for your e-mail.We will respond with [MM/DD]. Please contact us [name] [email] Also [phone].
nice to meet you,
[Your Name]
Example 7:
Hi,
i leave my desk [MM/DD] To [MM/DD] Internet access is limited. For immediate assistance, please contact us at: [phone].
Best regards,
[Your Name]
Example 8:
Hi,
i am out of the office [MM/DD] To [MM/DD] Email access is restricted.In case of emergency please call my cell phone [phone]I will reply to your email as soon as possible after returning home.
Thank you.
[Your Name]
Example 9:
hello,
Thank you for your e-mail.i am out of the office [MM/DD] To [MM/DD] We will reply your email as soon as possible.If you are in a hurry, please contact us by mobile phone [phone].
Respectfully,
[Your Name]
Example 10:
Hi,
i will be back [MM/DD]. Please contact us [name] [email] Also [phone] in case of emergency. I will reply as soon as I return.
Respectfully,
[Your Name]
The most popular tools for sending out of office messages:
The fourth most popular tools for sending out of office messages are:
- Microsoft Outlook.
- Gmail.
- yahoo mail.
- Outlook.com.
Most professionals use the above email services to record and send out of office autoresponder messages.
More tips for out of office messages
Usually you don’t have to use the above format all the time. You can always add more details, like telling them to check their social media accounts for info until they get back. You can also add your personal information to the template above.
summary
Now you know why every businessman needs an out of office autoresponder message. We also have a good understanding of what to include in such emails and what not to include.
You can use the template above or create your own out of office autoresponder message.
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