Best Out-of-Office Messages

We all need a break from work, whether it’s a vacation, a long weekend, or other leave you take. However, that doesn’t mean customers and associates will stop trying to contact you in your absence. A professional out-of-office message is an excellent way to maintain your good relations. 

However, you must include some vital information to write the best out-of-office message. Read further to learn tips for writing such emails.

What Is an Out-of-Office Message?

This term refers to professional out-of-office replies (OOO emails) that send automatically to anyone contacting you via email. It tells people trying to reach you that you’re away from work for an extended period and often gives them the details of someone else they can contact for assistance.

When Should an Out-of-Office Message Be Used?

You should use an OOO message when you’re not going to be at work for a long time like if you’re taking a vacation, maternity/paternity leave, sick leave, or any other reason. Without a good out-of-office message, your customers and associates won’t be able to contact you or anyone else that can help them. 

No OOO emails can lead to disrupted workflows and damaged relations. Using a professional out-of-office message for email prevents these drawbacks from happening.

What Should Be Included in an Out-of-Office Example

An out-of-office reply should include a few pieces of information.

• The first is the exact dates you’ll be gone, or if you’re unsure, then a simple estimate. 
• The next is a concise reason for your absence, explaining to clients and associates why you can’t help them. 
• Lastly, you should always provide another person they can contact, which is usually the person taking over for you while you’re gone.

There are various examples and templates you can use for any situation. A very simple out-of-office message template would be:

“Good day,

Thank you for your email. Unfortunately, I will be out of the office from [DATE] to [DATE] due to [BRIEF REASON]. In the meantime, if you require assistance, please feel free to contact [CO-WORKER NAME] on [CO-WORKER EMAIL].

Otherwise, I’ll get back to you when I return.

Sincerely,

[YOUR NAME]”

Best Tips and Practices for Writing an Out-of-Office Message

Professional out-of-office messages should reflect your business personality and style, so simply copy-pasting an out-of-the-office message sample isn’t always the best decision. Below we’ll discuss some tips you can use to write the perfect reply.

Tip 1: Never Promise Immediate Help

It’s vital to remain realistic, so never say in your email that a co-worker will immediately respond or that you’ll answer all questions the second you get back. Give yourself and your co-worker some leeway.

Tip 2: Don’t Try to Be Funny

While you can add your personal flair to the out-of-office message, it’s still a professional email, and you should treat it seriously.

Tip 3: Ensure Your Message is Correct

Always double-check your message before you save it, as you don’t want to give an unprofessional atmosphere by having typos or the wrong information. It can disrupt the workflow if you add a co-worker’s email but misspelled part of it.

Tip 4: Never Add a Co-Worker’s Email Without Consent

While you must add an alternative means of contact to the out-of-office responses, you can’t commit a co-worker to respond to your emails without their consent. Not only is it rude, but it might also result in the co-worker not being prepared to handle any issues the email presents.

Tip 5: Be Concise

No customer or associate wants to read a long-winded response on why you can’t answer their email. Be concise in your wording, and carry the message across without fluff or flair.

Tip 6: Never Brag About Being Away

While you might be happy to get a break from work, it won’t do to brag about being on leave while your co-workers are still working. It gives an unprofessional look to any clients and might cause bad feelings between you and your co-workers or boss if they see the message.

What Role Does a CRM Play?

A CRM (Customer Relationship Manager) like InboxCRM Chrome extension can monitor your out-of-office emails effectively. It can also set reminders to contact specific leads, customers, and associates when you’re back in the office, streamlining your return.

Final Thoughts

Out-of-office email messages are vital to your workflow, even if it’s just an out-of-office message for one day. There are many out-of-office message examples for Outlook, Gmail, Yahoo, and other mail services, which you can adjust for any email or reason. These automated replies ensure your customers and associates know when you’ll be gone and give them alternative ways of contacting someone in emergencies. 
Using a CRM like InboxCRM Chrome Extension means you can effectively manage and monitor your OOO emails. This software is free, so check out the InboxCRM Chrome extension to help get you started.