Setting up an out-of-office email might not be the first thing you think of before going on holiday, but it’s super important. Without it, you risk eroding the trust between you and your customers or partners. Quick response times show how responsible and professional your company is.
Your clients need to feel they can rely on you, even when you’re not around. Before you take time off, make sure to set up an out-of-office email response. Let your clients and business partners know you’re away but will be back soon. While they expect prompt replies, everyone deserves a break. Just keep your contacts in the loop.
In this guide, we’ll cover the essentials of creating the best out-of-office Email. You’ll find tips for writing a great automated email and some ready-made examples and templates. By the end, you’ll be ready to craft an out-of-office message that leaves a positive impression. Let’s dive in!
What is an Out-of-Office Email?
An out-of-office email, also called an “away message” or “vacation message,” is an automatic reply sent to people who email you while you’re away. It usually tells them you’re not available, when you’ll be back, and how to reach someone else if they need help.
Most email systems have a feature for setting up out-of-office messages, but some might need you to set a rule or filter to send the message automatically.
What to Include in Your Out-of-Office Email
When writing your out-of-office email, make sure to include:
Exact Dates You’ll Be Away: Let people know when you’ll be unavailable, so they can plan accordingly.
Your Return Date: This helps people know when they can expect a reply from you and plan when to reach out again.
Reason for Your Absence: While optional, telling people if you’re on a business trip or vacation can help reduce follow-ups. They’re less likely to contact you if they know you’re on holiday.
Alternate Contacts: Provide names, phone numbers, and email addresses of colleagues who can help while you’re away. This way, your clients and partners can still get the support they need.
Urgency Instructions: Give instructions on how to reach you in case of an emergency or urgent matter.
At Worktables, we understand how crucial it is to keep communication smooth, even when you’re not around.
Our project management tools can help automate these processes, making sure your business keeps running seamlessly. With Worktables’ project management expertise, you can take time off without worrying about client trust or business efficiency.