Clear and prompt communication is the foundation of any successful relationship. The same can be said for your workplace relationships with your customers, clients, and colleagues.
If you’re planning to be out of the office, even if it’s just for a few days, setting up an autoresponder email message is essential. Not only can it help you remain professional in your absence, but it can also resolve urgent matters that require immediate attention.
So, what information should you include in your out of office email, and when should you use one? In this article, we will guide you step by step through the process of writing an effective out-of-office message.
What is an auto-reply email?
An auto-reply email, also known as an out-of-office message, OOO message, or away message, is a prewritten, automated response that notifies people of your absence from work.
Whether you are only away for a few days or an extended period of time, having an out-of-office message is considered standard practice. It eliminates any confusion and leaves a good impression on your business associates.
How auto-reply emails inform senders of your absence
Auto-reply emails are automated messages that immediately notify senders about your unavailability. When set up, these emails provide an instant acknowledgment, informing the sender that you're currently away and indicating when you might be available to respond.
This is particularly handy during times like vacations or business trips, ensuring smooth communication flow and setting clear expectations. It helps maintain professional relationships even while you're out of the office.
Setting up the auto-reply in Gmail
To set up an auto-reply in Gmail, follow these simple steps. First, navigate to your Gmail settings by clicking the gear icon at the top right and selecting 'See all settings'.
Enable vacation responder
Scroll down to the 'Vacation responder' section. Here, you can activate the auto-reply feature by selecting 'Vacation responder on'.
Compose your message
Fill in the start date, end date, and the message you want to send while you're away. Make sure your message is clear and provides essential information such as your absence duration and alternate contact methods.
Once done, click 'Save Changes' at the bottom of the page. Your auto-reply is now set!
Setting up auto-reply in Microsoft Outlook
Configuring an auto-reply in Microsoft Outlook is a straightforward process that ensures your contacts are informed of your absence. Follow these steps to set it up:
Access automatic replies
Navigate to the 'File' menu and select 'Automatic Replies'. If you see 'Out of Office Assistant', click that option.
Enable automatic replies
Select the 'Send automatic replies' option. You can specify the date range during which your auto-reply will be active. Enter your start and end dates.
Compose your message
Write your away message, ensuring it includes the reason for your absence, duration, and an alternate contact person if necessary. Keep it concise and professional.
Once you've completed these steps, click 'OK' to activate your auto-reply.
When to use auto-reply emails
Auto-reply emails are helpful tools for maintaining communication when you're unavailable. They can be used during situations like vacations, medical leave, or any time your response might be delayed.
By setting up an auto-reply, you demonstrate professionalism and keep your contacts informed.
Auto-replies can be utilized in various scenarios:
- Appointments
- Taking off early for the day
- Personal days
- Vacation
- Business trips
- Medical leave
- Maternity leave
- Sabbaticals
- Limited internet access
Consider using auto-replies not only in professional settings but also for personal emails to effectively manage communication.
What should you include in an auto-reply email?
A successful out-of-office message is full of useful information but straight to the point. It should satisfy the person trying to reach you until you are back, whether it provides a reason for your absence or gives them someone else to contact.
Here are the essential components you should include in your OOO messages.
Reason for absence
While you don’t need to include the exact reason for your absence, a quick mention of it can help your clients and colleagues gauge whether you will be checking in periodically or gone completely. It can also make your out-of-office reply feel more personal and give you a talking point for when you get back.
Overall, keep it simple by briefly mentioning whether you are on vacation, out sick, or if your company is simply closed for a business holiday.
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Duration of absence
Automatic replies that don’t include your duration of absence or return date are incomplete. If your business associates don’t know the exact dates you are gone, they may send multiple emails, making it harder for you to stay organized and find their original request in your inbox.
Check your OOO message for a clear time range or end date. Let your contacts know when they can expect a response.
Point of contact
Sometimes, the person reaching out to you will need immediate assistance. Make sure they get the help they need by including a list of contacts for different urgent matters. Provide the names, email addresses, and positions of the coworkers who are willing to cover for you in your absence. Remember to prepare them with all the information and documents they need to assist you as well.
If you are open to answering some questions while you are gone but don’t want to keep your computer on all the time, consider giving out your cell phone number in your out-of-office message.
Do's and don'ts of auto-reply emails
It might take a few drafts before you come up with the perfect out-of-office message. However, there are some do's and don’ts you can follow to make it as effective and helpful as possible.
Follow these golden rules to take your OOO messages to the next level.
Do's of email auto-replies
- Be polite and professional: The tone of your out-of-office messages should always be polite and professional. If it’s going out to your clients and customers, make it a point to show that you are apologetic.
- Be clear and succinct: Don’t be afraid to be clear and succinct in your out-of-office messages. For example, the person reaching out to you doesn’t necessarily need to know where you’re going on vacation. Focus on the exact dates you are off of work and your points of contact. Bold or highlight this information if needed.
- Go the extra mile: Show that you want to provide help even in your absence. For your coworkers, include a list of important internal links. For your clients and customers, give them special promotions and deals they can take advantage of.
Don’ts of email auto-replies
- Make empty commitments: Don’t promise to check your emails or other messages on vacation if you have no intention of doing so. If you will have limited email access, don’t commit to responding as soon as you are back in the office either in case you have a lot to catch up on. Setting expectations can potentially lead to more issues down the road.
- Include a colleague who hasn’t agreed to help: Don’t list a colleague as a contact email address if they haven’t agreed to help. This can blind side both the colleague and the person emailing you, making you seem negligent and unprofessional.
- Promise an immediate response from your colleagues: In the same vein, even if your colleague agrees to help, don’t commit them to an immediate response. They are taking on your work in addition to their own.
Download sample out-of-office email templates
While the tips we've provided thus far are helpful, it may be helpful to understand what a good out-of-office message looks like.
Our collection of out-of-office messages is designed to help you communicate your absence professionally and effectively.
Communicate Your Absence Professionally
Don't leave your team hanging. Download our Out of Office Email Templates to clearly communicate your absence and ensure your team is informed.
Types of auto-reply emails
Auto-reply emails can help maintain communication efficiency in various business scenarios. From managing expectations during your absence to acknowledging customer inquiries, these automated messages play a crucial role in professional communication.
Out-of-office auto-replies
Out-of-office auto-replies are essential for maintaining professional communication while away from work. These messages typically include your absence dates, return date, and an alternative contact for urgent matters.
A well-crafted out-of-office message ensures that senders are informed about your unavailability and helps manage their expectations for a response.
Customer support auto-replies
Customer support auto-replies are immediate responses sent to customers when they submit a query or support ticket. These messages usually confirm that the support team has received the inquiry, provide an estimated response time, and may include links to frequently asked questions or self-help resources.
This type of auto-reply helps set expectations and can potentially resolve issues before a support agent intervenes.
Thank you for contacting us auto-replies
"Thank you for contacting us" auto-replies are sent immediately after a customer reaches out through a contact form or email.
These messages acknowledge receipt of the customer's communication, express gratitude for their interest, and often provide information about when they can expect a more detailed response. This type of auto-reply helps build customer trust by ensuring their message hasn't gone into a void.
Newsletter sign-up confirmation auto-replies
Newsletter sign-up confirmation auto-replies are sent to users who have just subscribed to a mailing list. These messages typically confirm the subscription, welcome the new subscriber and may include information about what type of content to expect and how frequently.
Some may also include a call-to-action to engage with the brand immediately or offer a special "welcome" promotion.