FAQs about out-of-office messages
Here are answers to common questions about OOO replies:
Why should I use an out-of-office message?
Setting up an out-of-office reply whenever you are unable to check emails during regular business hours is polite. An OOO message is appropriate whether you’re leaving for several weeks, a day, or a meeting offsite or industry event.
Even if you’ve already let people know you’ll be out of the office, they might still forget. Anyone contacting you will receive an automated response to let them know you’re not available. It may also be advantageous to you because it will enable you to give whatever has kept you from working your full attention.
A well-crafted out-of-office email accomplishes the following:
Setting up an OOO message on your personal email account is also a good idea, particularly if you’re in the middle of a job search and anticipating hearing back from potential employers. Without an automated response, employers might assume that you are no longer interested in the position based on your lack of response.
What should I include in my OOO reply?
The most effective OOO emails include:
Like in any other email message, you should always start with a greeting.
Example: Hello! Thank you for your message.
Make sure the sender understands how long you’ll be unavailable by being as specific as you can.
Example: On Monday, October 8 and Tuesday, October 9, I won’t be in the office and won’t be able to check my email.
Set clear expectations for the sender regarding your plans when you return. You might add language to ensure the sender doesn’t expect to hear from you right away after your return if you’ll be gone for a long time and expect to receive hundreds of messages.
Example: I’ll return on October 10 and respond to emails as soon as I can, in the order that I received them.
Your sender might not be able to wait for you to return if their message is urgent. Always provide the name and contact information of a manager or coworker who is capable of handling any urgent correspondence on your behalf. Nevertheless, it’s crucial to obtain your colleagues’ consent before including their information.
For instance, if this message is urgent, please reach out to my co-account manager Anna Smith at a smith@email. com or 512-555-1234.
Include directions on how the recipient can obtain your information if you are required to provide a particular task, report, or response on a regular basis. You may choose to assign this task to a coworker or manager, or you may choose to inform the person who is contacting you that you will finish the task on a specific day when you are available.
To contact my colleague, tjefferson@company, regarding this week’s inventory report, for instance, please. com.
To properly set expectations, it can occasionally be helpful to include information regarding the reasons you are away from the office. For instance, you might not be able to access email at the same working hours if you’re still employed but out of the country on business.
Example: I am currently out of the country on business. Responses may take a while because my internet connection might be spotty.
What is an out-of-office reply?
Out-of-office emails, also referred to as OOO messages, are automated responses that notify coworkers, clients, and customers that you are currently away from your workplace and won’t be reading or responding to emails as quickly as usual. This message arrives in your inbox as an automatic response, also known as an autoresponder reply.
By setting up an out-of-office message, you can inform people and let them know what to do when you’re not around. You may need to include specific information in the message depending on the reason you are not in the office.
Out-of-office message examples
Here are some examples of different types of OOO replies:
Unavailable response
Hi there,
I appreciate your email, but I will not be able to respond to it from June 11–15 because I will be on vacation with my family. When I get back to work on Monday, June 18, I’ll get back to you as soon as I can.
In the meantime, feel free to contact my manager Chris Rodriguez at [email protected] if you need any help. rodriguez@email. com or 212-555-1234 ext. 567.
Have a great week.
Thanks,
Joe McDougal
Senior Account Manager
Conference attendance
Hello,
Thanks for your message. I’m away from the office in Denver, Colorado, for the annual conference of the Association of Engineering Professionals. I will occasionally check my email, but if you require assistance right away, please email my assistant, Darren Liente, at dliente@email. com or 934-555-1940.
If you’re in Denver this week, too, stop by booth 618 or call me at 934-555-1059 if you want to connect.
Best,
Imani Jackson
Short-term absence
Hi,
Thanks for your message. As of 11 a.m., I will be away from my desk for a meeting. m. to 3 p. m. today, March 7. If you need something urgent, please email Stacey Moden at modens@email because I’ll have limited access to my email. com or 938-555-2819. I’ll respond to your email as soon as I get back to the office if it can wait.
Thanks,
Mei Wang
Sales Representative
Delayed response
Hi there,
Thank you for your message. I’m currently on business travel outside of the country through April 30. Although I will occasionally check my emails, please expect a response delay of up to 24 hours.
Please get in touch with my colleague, Nadia Amin, at (nadia) if this is an emergency. amin@email. com). Please call tech support at 1-800-555-1212 if this is a technical problem.
Thank you for your patience,
Jessica Russo
System Administrator
Although the process varies depending on the email application, setting up automated responses is typically quick and simple. You can create a polished out-of-office message that gives senders the information they require by using these suggestions and examples.
How to Set Out of Office in Outlook
FAQ
What do you write in an out of office email?
I will be away from the office beginning on (Starting Date) and returning on (End Date). During my absence, if you require immediate assistance, please contact (Contacts Name) at (Contacts Email Address). If not, I’ll reply to your emails as soon as I can once I get back. Thank you for your message.
How do I write a good out of office reply?
- “Thanks for your email. I’ll be out of the office Sept.
- “Thank you for your message. I don’t have access to email because I’m not at work today.
- “I will be away from July 2-15. You can reach Mary Smith by email or phone at [email and phone number] for urgent matters. “.
- “Thank you for your email.
How do I set my email to say out of office?
Thank you for your email. I won’t have access to email or have limited access while I’m away from the office from mm/dd to mm/dd. Please get in touch with [NAME] at [EMAIL] or [PHONE] if this is urgent. When I get back on mm/dd, I’ll try my best to reply to your email right away.
