The Key to a Great Out of Office Message

Just picture it, you are tearing up the slopes in Deer Valley or soaking up the sun in Cancun. But, you are constantly checking your phone and s-t-r-e-s-s-e-d about what is happening at the office.  You can’t relax. Something has to change.

Why set an out of office message?

Before heading off for your well-deserved time off, it is key to set up an out of office autoreply. Out of office messages are automatic emails that are sent to colleagues, clients, and contacts.  These messages are key in jobs where clients and customers expect and demand fast responses to their emails.

Out of office messages let people know that you are currently unavailable, when you will be back at your computer, and when they can expect a response from you.  It also communicates how to get information or services in your absence.  

You can set an out of office if you are gone for the afternoon, the week, or the summer.

What is key to include in your out of office message?

Out of office messages might include such key information as:

• How long you will be out of the office
• How often you plan on checking your messages while you are out of the office
• When they can expect a response from you
• Why you are away from your office
• Who to contact if they need immediate information or services in your absence

You might want to include different information for your external contacts than you do for internal contacts.

Still Don’t Know What to Say?

Here are Some Examples:

• Basic

Hi There – Thank you for your email. I am currently out of the office until January 3.  I appreciate your patience and understanding as I will be checking my email sporadically and it will take me longer than usual to respond to your message.  If you need immediate attention, please contact my coworker Izzy Indispensable at 911-CALL-HER.  She is covering for me while I’m out.

All the best, Sarah-Nell

• Holidays

Merry Christmas! Happy Hanukkah! Happy Solstice! Happy Kwanzaa! 

It is the most wonderful time of the year 🙂  I hope you are enjoying this holiday season as much as I am.  I am spending some quality time with my family, catching up on sleep, and baking pumpkin bread.  

I will be out of the office through January 3 and will be checking emails once a day around 3pm.  If this message is time sensitive, please call my assistant Izzy Indispensable at 911-CALL-HER.  

I appreciate your patience and I look forward to touching base in the new year.

Happy Holidays, Sarah-Nell

• Work Travel

Hello, 

I am currently working with a client in California!  It is always exciting when I get to see clients IRL after working together remotely for weeks, months, or sometimes years.  I appreciate your patience and understanding as I will be checking my email sporadically and it will take me longer than usual to respond to your message.  If you need immediate attention, please text me at 911-CALL-HER.

Thank you for your understanding and I look forward to connecting with you.

Warmly, Sarah-Nell

• Wedding

Hi Friend – I am out of the office until Monday celebrating the union of two wonderful humans. I will be checking email sporadically, so there will be a delay in my response time.  If this message is urgent, please email my assistant Izzy Indispensable at izzy@newco.com and she will route you to the right person.

Weddings always remind me of the many forms of love we experience in our life – romantic love, love of family, love of friends, love of dancing.  I hope you get to celebrate love in one of its many forms before we talk again.   

Remember, all you need is love, Sarah-Nell

• Personal Reasons – Family/ Health

Hi – I hope this email finds you well. I am working from home today with a sick toddler and may not be immediately available. If your request is time sensitive, please direct it to Izzy Indispensable at izzy@newco.com and she will ensure it is handled. 

I appreciate your understanding and will get back to you soon. Warmly, Sarah-Nell

• Vacation – Off the grid

Hello from Thailand,

I am currently out of the office until January 3, exploring the beaches, jungles, and temples of Thailand. This is a once-in-a-lifetime trip and I want to soak up every minute of it.  For this reason, I am completely off the grid and won’t be checking emails or social media (and hopefully not even texts) while I’m here. 

It will take me a while to get caught back up, but you can expect a response from me within a week of my return.  If you have an urgent need, please reach out to my coworker Izzy Indispensable at izzy@newco.com who is keeping everything running in my absence.

If you’ve never gone dark for vacation, check out this article: The Value of Going Dark on Vacation. It’s a total game changer in today’s always-on culture.   

I appreciate your patience and look forward to sharing my adventures with you upon my return.  

Talk soon, Sarah-Nell

• Vacation – Limited availability

Hi there – I am taking this week to relax, recharge, and reconnect with my family. I will be periodically checking emails, but it may take me longer than usual to respond. I promise to write you back the week of June 13. If you need a more prompt response, please email Izzy Indispensable at izzy@newco.com.        

 

If you have trouble shutting it down when you’re on vacation, check out this HBR article on how to unplug from work. It’s not easy, but it is worth it.

YOLO, Sarah-Nell

• Vacation – Regular Availability

Hi – I hope this email finds you well. I am currently at the beach and may not be immediately available. If your request is time sensitive, please text me at 911-CALL-HER.

Warmly, Sarah-Nell

• Maternity Leave

Hi – I am thrilled to announce that little Eliza Jane arrived into the world on December 22, 2022. I am so excited to get to know her better and to spend quality time with her over the next three months.  If all went according to plan, you should know who is handling things in my absence.  If you don’t, please email my assistant Izzy Indispensable at izzy@newco.com and she will route you to the right person.  

I can’t wait to share pictures with you when I return on April 1, 2023. I appreciate your understanding and look forward to catching up with you in April.  

All the best, Sarah-Nell

I hope this blog empowers you to take that well-deserved vacation, limit your availability, and have confidence that everything will be handled in your absence. As a leader, it is important for you to model how to take time away from the office.  

Good Luck and Have Fun. 

Remember, you only have this one precious life,
Sarah-Nell.