Are you going on vacation or attending a conference? Don't forget to set up an out of office message. An effective out of office message can ensure that your clients and colleagues are informed of your absence and provide them with the information they need in your absence. Here are some tips on how to write an effective out of office message and 10 examples to help you get started.
Standard
This message is a polite and professional way to let people know that you're out of the office and when you'll return. It can be customized to include additional details such as the reason for your absence or an alternate contact.
"Thank you for your email. I am currently out of the office and will not be able to respond until [date of return]. If your matter is urgent, please contact [alternative contact]. Thank you for your understanding."
Urgent Assistance
This message is similar to the standard out of office message but includes information about who to contact for urgent matters while the recipient is away. It ensures that important issues are addressed in a timely manner.
"Thank you for your email. I am currently out of the office and will not be able to respond until [date of return]. For urgent matters, please contact [alternative contact]. Thank you."
Conference
This message is suitable for when the recipient is attending a conference or event. It informs the sender that the recipient is unavailable but will return after the event.
"Thank you for your email. I am currently attending a conference and will not be available until [date of return]. I will respond to your email as soon as possible after my return. Thank you."
Vacation
This message lets the sender know that the recipient is taking a break from work and is not available for a specified period. It can include details about the return date and alternate contacts.
"Thank you for your email. I am currently on vacation and will not be available until [date of return]. For urgent matters, please contact [alternative contact]. Thank you for your understanding."
Urgent Assistance (Alternative)
This message is similar to the urgent assistance out of office message but provides a different contact in case the first one is unavailable. It ensures that urgent matters are addressed even if the primary contact is unavailable.
"Thank you for your email. I am currently out of the office and will not be able to respond until [date of return]. For urgent matters, please contact [alternative contact]. Thank you."
Away From Office
This message is suitable for when the recipient is away from the office but still able to respond to emails. It lets the sender know that there may be a delay in response time but that their email will be attended to as soon as possible.
"Thank you for your email. I am currently away from the office and will not be able to respond until [date of return]. I will attend to your email as soon as possible. Thank you for your patience."
Business Trip
This message is suitable for when the recipient is away on a business trip. It informs the sender that the recipient is unavailable and provides a date when they'll be back.
"Thank you for your email. I am currently on a business trip and will not be available until [date of return]. I will respond to your email as soon as possible after my return. Thank you."
Extended
This message is suitable for when the recipient is away from the office but still able to respond to emails. It lets the sender know that there may be a delay in response time but that their email will be attended to as soon as possible.
"Thank you for your email. I am currently on an extended leave of absence and will not be available until [date of return]. For urgent matters, please contact [alternative contact]. Thank you for your understanding."
Away From Office
This message is similar to the vacation out of office message but is suitable for when the absence is for a longer period. It lets the sender know that the recipient won't be available for an extended period and provides alternative contacts if necessary.
"Thank you for your email. I am currently away from the office and will not be able to respond until [date of return]. For urgent matters, please contact [alternative contact]. Thank you for your patience."
Urgent Assistance and Understanding
This message is similar to the urgent assistance out of office message but also includes an expression of understanding for any inconvenience caused by the recipient's absence. It assures senders that their urgent matters will be attended to promptly.
"Thank you for your email. I am currently out of the office and will not be able to respond until [date of return]. I apologize for any inconvenience this may cause. For urgent matters, please contact [alternative contact]. Thank you for your understanding."
Out of office message tips
- Be clear and concise: Your out of office message should be brief but informative. Clearly state the dates of your absence, and provide alternative contact information if needed. Avoid ambiguity or confusion that may arise from a poorly-worded message
- Be professional: Your out of office message should maintain a professional tone. Avoid using informal or slang language, and keep your message polite and courteous. This will help to maintain a positive impression with clients or colleagues.
- Provide necessary information: If your absence will be lengthy, consider providing additional details such as the reason for your absence, any important project updates, or instructions for contacting you in an emergency. This will help to minimize any disruptions or delays.
- Use automation tools: Automating your out of office message can help to ensure that it is sent out to the right people at the right time. Consider setting up a rule in your email client to automatically respond to incoming emails with your message.
In conclusion, an effective out of office message can ensure that your clients and colleagues are informed of your absence and provide them with the information they need in your absence. Use the tips and examples provided to create your own effective out of office message that will help you stay organized and professional.