Sharing too much about your vacation plans or personal life is not only unprofessional, but can also alienate your colleagues who are still at work. Out-of-office messages are better when they’re quick and to the point. Tips for writing an out-of-office message Don’t reveal too much Thanks again, and sorry for any inconvenience! I’ll be happy to respond to your message when I return, but if you need urgent assistance, feel free to contact at. Thanks for your message! Unfortunately, I’m away from the office for and won’t be back until. Otherwise, I’ll get back to you as quickly as possible when I return. If your request is urgent, please contact for assistance at. I will be away from the office until for with no access to email. If you need assistance in the meantime, please contact at. I will be happy to reply to your message when I return. I am currently out of the office until for. These double as out-of-office templates or boilerplates, so feel free to copy and paste them with your own information added. Let’s take a look at some out-of-office message examples so you know what to aim for. Don’t say things like, “They’ll help you right away” or “I’ll respond as soon as I get back.” Set realistic expectations for a time frame so people can properly organize their schedules, but don’t set them up for disappointment. Moreover, avoid putting too much pressure on yourself or the colleague you’re sending people to if they need help. You don’t want to make a bad first impression when you’re not even there! Even if you talk casually with your coworkers, people from outside your workplace might be emailing you, maybe even with new work opportunities you hadn’t expected. Vacations and work leaves can bring out the silliness in people, but keep in mind that out-of-office messages are still work messages.īe professional, and don’t say anything too informal. On top of the facts, it helps to add some friendly greetings and polite gestures, such as “thanks for your message,” or “let’s talk soon!” How NOT to write an out-of-office message You can cover all this information in just a few sentences, so out-of-office messages are usually quite short. It gives the receiver the option of waiting for your return or proceeding without you, and it satisfies their curiosity so they don’t assume you’re gone for other reasons. These are the necessities to help your colleagues or external contacts get by while you’re gone. Point(s) of contact for further assistance in case the matter is urgent if you have multiple points of contact, identify who should be contacted for particular matters Specifically, a good out-of-office message includes three pieces of information: Some people like to jazz up their messages with details and light humor, but those are optional. Out-of-office messages don’t need to be elaborate as long as they contain the essential information, that’s good enough. However, if matters are pressing enough that they might require attending to while you’re out, or at least providing an explanation for why your response might be delayed, then you should set up an OOO message. If your response won’t be too tardy for them, you don’t need one. If you’re not sure about whether to set up an out-of-office message, ask yourself what will happen if someone messages you. Really, when to use out-of-office messages depends on your work and how urgent the messages you receive are. OOO messages are appropriate for short periods of time, such as doctor’s appointments or leaving work early for the day, as well as for longer absences, such as multiple-day vacations or parental leaves. It’s best to set up an out-of-office message whenever you’re unable to respond to emails during regular business hours. If you work so closely with someone that you don’t use email, chances are you’ll tell them about your leave through other work communication channels (such as a messaging platform) or through word of mouth. Emails are one of the top methods of communication in business, especially with more peripheral contacts. These messages help ensure business continues smoothly until you return otherwise, people might take it the wrong way when you don’t respond.Īlthough some people use auto-replies for texts and phone calls, email is the standard channel of communication for out-of-office messages. Both in-office and remote work etiquette suggest setting up an auto-reply message for any inquiries while you’re gone to explain the situation and offer guidance. Vacations, leaves, and any extended absences can disrupt the flow of business unless you’re prepared.
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