How to Write an Auto‑Reply Email

An immediate response is a show of good faith, especially when you’re trying to impress clients. However, that’s not always possible. As dedicated as we are, we still need to take some time off for ourselves or tend to other responsibilities from time to time. The next best thing you can do in this situation is to have a thoughtful and concise out-of-office email in place.

As a general rule of thumb, you should use autoresponder emails if there will be a delay in your response.

Here are some common situations in which you can utilize an out-of-office reply: Appointments

• Taking off early for the day
• Taking a personal day off
• Vacation
• Business trip
• Medical leave
• Maternity leave
• Sabbatical
• Any time you have no email access or limited access to the internet

Of course, you don't have to limit auto-reply messages to the workplace. Try using them in your own life as well. See what benefits auto-reply messages can bring for your personal vs. corporate emails.

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.

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.

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.

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.

How to use auto-reply emails for marketing automation

Auto-reply emails aren't just for out-of-office messages or customer support; you can use them as part of your marketing automation efforts. Using auto-replies strategically can nurture leads, streamline your CRM processes, and create more targeted marketing campaigns.

Let's explore how auto-reply emails can drive better results for your business.

How auto-replies can nurture leads

When a lead fills out a contact form or downloads a resource, an auto-reply can deliver relevant content, answer common questions, or guide them to the next step in the buyer's journey.

By tailoring these responses based on the lead's actions or interests, you can maintain engagement and move leads further down the sales funnel without manual intervention.

For example, if a lead downloads a case study on a specific product, your auto-reply could include additional resources related to that product, customer testimonials, or an invitation to a relevant webinar. This timely and targeted approach keeps your brand top-of-mind and demonstrates your commitment to providing value.

Integrating auto-replies with CRM systems

When auto-replies are connected to your CRM, they can automatically update lead information, trigger follow-up tasks for sales representatives, and provide valuable data for lead scoring.

For instance, when a lead responds to an auto-reply email by clicking on a specific link or requesting more information, this interaction can be logged in your CRM. This data can then be used to prioritize leads, personalize future communications, or trigger automated workflows.

Segmenting email lists based on auto-reply responses

Analyzing how recipients interact with your auto-replies can give you insights into their interests, preferences, and level of engagement. This information can then be used to create more targeted and effective email marketing campaigns.

For example, if a subscriber consistently engages with auto-replies containing product updates but ignores those about industry news, you can segment them into a "product-focused" list.

Similarly, you can identify highly engaged leads based on their interactions with auto-replies and create a separate segment for accelerated nurturing.

Auto-reply emails and GDPR compliance

The General Data Protection Regulation (GDPR) has strict guidelines for handling personal data, including information shared in automated responses. Understanding how to craft GDPR-compliant auto-replies is crucial for businesses to maintain trust and avoid potential legal issues.

Here are a few ways to ensure your auto-reply emails adhere to data protection laws.

How to ensure auto-replies comply with data protection laws

To ensure your auto-reply emails comply with GDPR and other data protection laws:

• Obtain explicit consent: Only send auto-replies to individuals who have given clear consent to receive communications from your organization.
• Provide transparency: State in your privacy policy how you use auto-reply emails and what data they may contain.
• Implement data minimization: Only include necessary information in your auto-replies, avoiding any excessive personal data.
• Respect opt-out requests: Ensure your auto-reply system is integrated with your opt-out or unsubscribe mechanisms to prevent sending messages to those who have withdrawn consent.
• Secure transmission: Use encryption and secure protocols when sending auto-reply emails containing any personal information.

What information you should and shouldn’t include to remain compliant

To maintain GDPR compliance in your auto-reply emails:

Do include:

• A brief explanation of why the auto-reply is being sent
• Essential contact information for urgent matters
• A link to your privacy policy
• Information on how to opt out of future communications

Don't include:

• Unnecessary personal details about the recipient or sender
• Sensitive information about other employees or clients
• Marketing messages without prior consent
• Links to third-party websites without proper disclosure

Maintain good customer service with professional auto-replies

If you're looking to set up your business email, stand out from the competition with top-notch customer service using a vacation auto-reply message. By providing clear communication and alternative contacts, you showcase your professionalism and fulfill your customer’s expectations even when you are away from work.

In addition to out-of-office messages, other types of email automation can help your business grow as well. Eliminate the busy work from your schedule and get help with transactional emails, welcome emails, no-reply emails, and more using Mailchimp’s email marketing software.

Need help with email design? Check out our resources on email design templates and the best fonts for emails.