We all wish that we could be in our offices 24/7 to avail all the opportunities life throws at us but unfortunately it is not possible.
People can’t be in offices all the time; they might be away on a vacation or on sick leave or they might be away taking care of some personal business.
And while this is understandable; not answering your business partners and clients on time can prove to be harmful to your business.
That is why it is necessary for every businessman to set up Out of Office Message Autoresponder.
What is an Out of Office Message Autoresponder?
Out of Office Message Autoresponders are automatic emails used to answer your clients when you are not in your office or you are going on a vacation and don’t have any plans to check emails.
If you are ever going away from the office; you should definitely make an Out of Office Message Autoresponder email to let your colleagues, clients, friends, and family know that you are on vacation or you are sick and will be back soon.
Out of Office Messages inform your clients or colleagues why you aren’t available or how long will you be gone for and when will you reply to the emails. You might have to set up an Out of Office Autoresponder message for various reasons including,
- Vacation
- A conference or a professional meeting
- Maternity or sick leave
- A personal day leave
- An appointment
Out of Office Message Autoresponder is very essential to business because it gives the clients important information like where are you and who to reach out to in your absence.
Moreover, it is also important for engaged email marketing campaign where personal touch and ready response are the most important factors.
What You Should Include in Messages
While you can be creative with your autoresponder messages; they must be professional or else your client will think you are pulling some joke and you might lose a deal.
Hence it is better not to include any jokes or sarcasm because it wouldn’t be appreciated by your clients or the professionals you work with. Some examples of unprofessional Out of Office Message Autorespond email are
- “I am out of the office and probably drinking Please contact later”.
- “Please I am losing my mind I need a maternal leave”.
- “Hey, I am on a vacation and please don’t call me”.
If you have ever set such autoresponder messages you should probably need email etiquette training.
What you should include in your Out of Office Message Autoresponder Email
You should try to include these details in your autoresponder message:
- How long you will be unavailable.
- A contact number to contact or you can refer another person that can be contacted in your absence.
- The day you will return.
- You can also address the reason but that is optional.
You can provide more details or the information that you think someone needs while you are gone. Remember to make sure your auto-reply message is brief but consists of needed information i.e. who to contact and phone numbers.
The least you can do is let your clients and colleagues know who to contact in your absence or why you are unable to reply to their emails.
Many email programs allow you to set two out of office messages at once for different purposes. Most of the professionals just use generic out of office message autoresponder templates.
10 Examples of Professional Out Of Office Autoresponder Messages
Not many people can write out of office messages properly that are concise but also contains the necessary information. Hence below I am providing 10 professional out of office message template you can use.
Example 1:
Hi,
Thanks for your email. I will be out of the office from [MM/DD] to [MM/DD] and will not have access to email. For emergency, please contact [name] [email] or [phone].
Kindest Regards,
[Your name]
Example 2:
Hi,
I am out of the office until [MM/DD] to [MM/DD] with limited access to email. For anything urgent, please contact [name] [email] or [phone].
Thanks!
[Your name]
Example 3:
Hi,
Thank you for your message I am currently out of the office and will return until [MM/DD]. If you need any immediate assistance, please contact [name] [email] or [phone].
Kindest Regards,
[Your name]
Example 4:
Hello,
I am on a family vacation with limited access to email and will return until [MM/DD]. For urgent purposes, please contact [name] [email] or [phone].
Sincerely,
[Your Name]
Example 5:
Hello,
I am on a business vacation and will not be able to access email. I will return till [MM/DD]. For emergency, please contact [name] [email] or [phone].
Kind Regards,
[Your Name]
Example 6:
Hey,
Thanks for your email. I will be able to respond on [MM/DD]. Please contact [name] [email] or [phone].
Regards,
[Your Name]
Example 7:
Hi,
I will be away from my desk from [MM/DD] to [MM/DD] with limited internet access. For any immediate assistance, you can contact me at [phone].
Respectful Regards,
[Your Name]
Example 8:
Hi,
I am currently out of the office from [MM/DD] to [MM/DD] with limited access to emails. For emergency please contact me on my cell phone [phone]. I will answer your emails as soon as possible upon my return.
With Regards,
[Your Name]
Example 9:
Hello,
Thank you for your email. I am currently out of the office from [MM/DD] to [MM/DD] and will reply to your emails as soon as possible. For any urgency, please contact me on my cell phone [phone].
Respectfully,
[Your Name]
Example 10:
Hi,
I will be back on [MM/DD]. Please contact [name] [email] or [phone] in case of emergency. I will reply back as soon as I return.
Respectfully,
[Your Name]
Most Popular Tools to send Out of Office Autoresponder Messages:
The 4th most popular tools to send Out of Office Autorespond Messages are:
- Microsoft Outlook.
- Gmail.
- Yahoo mail.
- Outlook.com.
Most professional use the services of above mentioned mails to record and send Out of Office Autoresponder Messages.
Extra Tips on Out Of Office Message
Typically you don’t always need to use the above-mentioned formats. You can always add some more details like telling them to check your social media account for information until your return. You can also add some personal information to the above-mentioned templates.
Wrapping Up
Now you know why every businessman needs Out of Office Autoresponder Messages and you are also familiar with what and what not to include in such emails.
You can go ahead and use templates written above or you can write your own personalized Out of Office Autoresponder Messages.
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