Whether it’s a business conference, vacation with the family, or a personal emergency, your colleagues and customers have come to expect quick turnarounds for business email messages. Even for non-urgent matters, our always-on and always-available business culture can reinforce this expectation. Of course, being out of the office is inevitable — the important thing is to keep your customers and partners in the loop. Not doing so is unprofessional and can have negative repercussions on your business relationships.
The best way to communicate your out-of-office status is by setting up an email autoresponder that is automatically sent to anybody who tries to reach you via email.
Your out-of-office message simply needs to fulfill certain basic requirements. It should include:
The basic formula looks like this:
I will be out of the office starting [departure date] returning on [return date]. I expect to have limited access to email during this time.
If you have an emergency or require immediate assistance, please reach out to my colleague [colleague name] at [colleague email]. Otherwise, I will respond to your email promptly upon my return. Thanks.
As far as the bare-bones, that’s all you need for an out-of-office message. You can, however, use your autoresponder in a more creative way, particularly if you expect to hear from clients. After all, you do have a captive audience for your message, so make the most of the opportunity. Here are a few examples:
It’s OK to use humor, but just as you would exercise caution in any business communication, be particularly careful in your out-of-office message. It should be professional. Don’t reference unwise or unsafe behavior or make your company look bad.
While Gmail and Yahoo might be fine for personal use, sending business emails from a free email service provider looks unprofessional. Try Titan today and get a professional email address branded with your business’s domain name.
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