In this case, it’s better to err on the side of caution and give a longer time frame than you think you’ll need. If you’re not sure when you’ll be back, give a range of dates or an estimate. This will help your colleagues, clients, and/or business partners know when they can expect a response from you. When possible, add the dates of your absence to your Out of Office message. What’s funny for you might not be funny for the recipients of your auto-response, especially if they’re not from the same country or region. If you use slang or jargon, be sure that everyone reading your message will understand it. If your company has its own brand book and tone of voice, use it as a guide when writing your Out of Office message. You don’t want to sound too casual or unprofessional, as doing so can reflect poorly on your company. If you’re not sure what tone to use, err on the side of professionalism. Your Out of Office message is a reflection of your company’s culture and values, so it’s important to use the right tone of voice. Just give the essentials so that your colleagues know how to reach you in case of an emergency. There’s no need to go into great detail about who you are or what you’re doing. When writing an Out of Office message, it’s important to keep it short and sweet. Thanks.Ĭopy to clipboard Best practices for out of office templates Keep it short If you need assistance while I’m away, please contact my colleague at. I’ll be back in the office on and I’ll be happy to respond to your email then. I’m currently Out of Office and enjoying some well-deserved time off on the beach. Letting people know that you’re busy but will get back to them as soon as possible can help avoid frustration on both sides.
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They can then decide whether to wait for a response or find another method of contacting you.Īn out-of-office message can also help manage people’s expectations if you’re swamped with work and can’t respond to every email right away. If you know you’re going to be busy and won’t be able to get to your email as often as usual, an out-of-office message lets people know that you may not be able to respond immediately.
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This way, they won’t expect a reply from you right away and you can enjoy your time off without worrying about work.īut there are other times when you might want to use a template response as well. You can set an automatic response letting people know that you won’t be checking your inbox and will be back soon. Most people use out-of-office template responses when they’re away from their email for an extended period of time – on vacation or just taking a day off, for example. Why should you use an out of office template