You probably think that writing an out of office message is a piece of cake. Everyone knows its purpose and what it needs to say. But it can be difficult to find the right words.
You shouldn’t be spending more time on your out of office reply than you do to plan your holiday or pack your suitcase. Follow the tips below to write the perfect automated response every time.
1. Project a Positive Attitude
Being positive can go a long way in projecting the right message to your clients or anyone else who’s likely to get in touch. A few kind words can actually help you impress that client or potential investor when you’re away. For instance, you could instruct recipients to contact your “excellent and capable” subordinate. This will not only let readers of the email know who to contact but also reflects well on the person mentioned. It also shows that you’re good spirited and willing to acknowledge the hard work of others.
2. If you’re Redirecting to a Colleague, let them know in Advance
If you’re planning to add the contact information of a co-worker to your message, it’s a good idea to let them know a few weeks in advance. You’re expecting them to put aside time from their own busy schedules to accommodate your emails. So it’s only fair that you give them prior notice. Also, don’t forget to pick up a small gift or souvenir from your trip to thank them.
3. Stick to Relevant Information
Remember that the point of an out of office email is to let anyone who contacts you know that you will not be able to get back to them immediately. So stick to the facts and let them know when they may expect to receive a reply and who they can get in touch with, in your absence.
4. Check for typos
This may seem obvious, but it’s important to check and re-check your out of office reply for errors before setting it. Before you know it, multiple emails will be sent out, and there’s nothing you can do to take them back. Too many people have made the mistake of writing their automated message at the last minute, leaving in embarrassing errors.
Do you use automated out of office messages? What are some of the best and worst once you’ve come across? Do let us know in the comments section below!