Posted by OfficeTeam on Monday, September 26, 2016 - 10:05 | Follow me
You booked the flight and hotel room months ago. You’ve crossed everything off of your to-do list, and your inbox is clear. There’s one last thing for you to do before you take time off for your trip: Write and activate the out-of-office message on your email.
It may seem like a simple thing, but if your out-of-office message is unclear or incomplete, it can cause problems while you’re out and when you return.
For instance, if you don’t clearly state the dates you’ll be gone, your coworkers and clients might send you multiple emails, clogging your inbox and making it difficult for you to catch up when you return from vacation. And if you don’t include the name and contact information for the coworkers who can help in your absence in your out-of-office reply, your vacation time might get in the way of ongoing projects in the office.
Here are some do’s and don’ts for crafting an effective out-of-office message:
What to include in out-of-office messages
A good out-of-office reply incorporates the following elements:
- The exact dates of your time off — If you are simply re-activating the message you used during your last vacation, make sure you change the dates, and double-check to ensure they’re right.
- The reason for your absence — People might still attempt to get in touch with you if they think you’re on a business trip or at a conference. They’ll be less likely to try to contact you if they know you’re on vacation.
- The people who can help while you’re out — Provide their names, phone numbers and email addresses. If you handle multiple areas, specify each person’s area of expertise so colleagues and clients know exactly where to go for assistance.
Learn more about the benefits of taking vacation and how you can make the most of your time off.
What to avoid in out-of-office messages
While you’re writing and activating that out-of-office reply, sidestep these pitfalls:
- Giving too much detail/trying to be funny — Sure, you’re excited about your upcoming week on the beach, but give too much information and people might think you’re bragging. And unless you’re a comedy writer, resist making jokes — they’re likely to fall flat.
- Committing a colleague’s “immediate” help — You can’t predict how quickly your coworkers will be able to respond to emails in your absence, so make sure you don’t promise their immediate assistance. On that note, ask your colleagues for permission before you provide their email addresses and phone numbers in your out-of-office message; they might have a big project coming up that will make them too busy to serve as your substitute.
- Telling people you’ll respond as soon as you return — You’ll have plenty of work to catch up on when you get back, so avoid saying you’ll return emails in a particular time frame. You don’t want to make a promise you might have to break.
- Typos — Your out-of-office message could go to anyone, from your manager to your top client. Avoid embarrassment by proofreading it carefully.
A strong work ethic is one thing, but turning into a workaholic is another. Read these tips so you don't fall into the trap of working too much.
Some sample messages
With all that in mind, here are some templates for effective out-of-office messages:
- “Thanks for your email. I’ll be out of the office on vacation from April 1 to April 10. If you need assistance in my absence, please contact Jane Jones at (email and phone number) for marketing questions or Bob Brown at (email and phone number) for accounting questions.”
- "Thank you for your message. I am currently out of the office, with no email access. I will be returning August 3. If you need immediate assistance before then, you may reach me at (phone number)."
- "I will be away from June 1 to June 15. For urgent matters, you can contact Bob Brown at (email and phone number)."
- "Thank you for your email. I am currently out of the office and will not return until January 15. If you require immediate assistance in my absence, please contact Jane Jones at (email and phone number). Otherwise, I will respond to your email as soon as possible when my return."
Now that you're ready to leave on vacation, make sure it doesn’t resemble a work day away from the office.
This post was originally published in March 2015 and has been updated to reflect more current information.