What is an out of office message?
An out of office message is an auto-reply email that is immediately sent by an email account as an interim response. When email account holders enable the out of office setting, the server will automatically send a generic notification drafted by the holder in reply to emails received. It typically includes a short message to inform the sender that the email is in your inbox, but there may be a delay in its contents being read.
While it is not an essential part of business communication, it can be a polite measure to acknowledge receipt when you are not available to do so yourself. The sender can understand that a lack of response is not due to an error, such as an incorrect email address or network issues.
Out of office messages also can be a useful way to direct the sender to another contact to ensure that important matters are acted upon.
What to include in an out of office message
There are several key pieces of information to include in an out of office message.
Outline the absence in the subject line
To make it clear to the reader that the email is an out of office notification, rather than a reply to the email, set up your generic message with the words ‘out of office’ in the email subject line. This will allow the recipient to be quickly alerted to your absence by scanning their inbox, without having to open the email to read the update.
The recipient will therefore be able to act on this information swiftly, particularly if the matter is urgent. Without this information in the subject line, the recipient may assume the response is simply a reply to their email and may not open it quickly, mistakenly believing that their inquiry is being handled.
Include the absence length
The recipient will want to know how long you are out of the office, so they can take alternative measures if required to contact you. Or, you may prefer to direct them to contact someone else in the office who can assist in your absence. You can either outline your return time or date in the subject line or include it in the body of the email.
Not all emails are urgent, so if the sender believes the information can wait until your return to the office, they can know when they may expect a reply or make a note to follow up the email when they know you will be available.
Appoint an alternative contact
Providing your alternative contact details in the auto-reply may be helpful if you are still working but unavailable via email. For example, you might provide your mobile number and indicate your openness to being called if the sender needs to reach you before you return to the office.
However, if you will be unavailable, you may wish to include the contact details of the employee/s who will act on your behalf or will accept inquiries.
Advise your action on your return
Some people may receive hundreds of emails during their absence and will not swiftly read them all, if at all. Others may plan to use their first day back in the office to attend meetings and will have little time to respond to emails.
It can be useful to advise the recipient of when they may receive a response, if one is required. For example, outline that you will respond to emails as soon as possible after your return, if you will respond by a certain date, or if you wish the recipient to resend their email on a particular date. A common inclusion is to state the email will be read ‘upon my return to the office’, but if the reality is that you do not plan to do this, do not include this phrase in the auto reply.
When to send an out of office message
It is up to you to consider the circumstances surrounding when you will set up an out of office message. Some employers may believe it is necessary to send an auto reply when they are away from the office for as little as a few hours. Other employers may only set up an auto reply when they take a holiday and want a complete break from the business. This decision may come down to your communication style.
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Other things to consider when setting up an out of office message
There are a few points to keep in mind when setting up an out of office message to ensure it is appropriate.
Select who will receive the message
Some email programs may allow you to send an auto reply to certain recipients. For example, you can select that an auto reply is only sent to internal recipients within your organisation, rather than to everyone who emails you.
This setting can be beneficial if your absence is short, such as a few hours in an afternoon. It may be useful for your employees to be aware of your absence, while it may not be necessary for those outside the organisation.
If you expect people from outside your organisation will want to be aware of your absence, then select that all senders will receive the auto reply.
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Remain professional
Some people like to send humorous, creative or detailed descriptions in their out of office messages. For example, they may outline that they are ‘currently away having fun on the beach in Hawaii and will respond when the annual leave runs out’ or include memes or funny photos of people escaping the office.
However, consider the range of people who will receive your auto reply and if this type of content is professionally appropriate. An out of office message that appears as a joke may not be well received or may be misunderstood by some recipients. It may be best to limit the out of office message to basic details.
It is also not necessary to outline your reason for the absence. When it comes to sick leave, for example, you may wish to reveal you are sick to help prevent disturbances while you recuperate. However, you may not wish to reveal you are on sick leave if you want to keep that information personal. For all reasons, it is enough to state that you are out of the office.
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Reveal limited access to emails
If you plan to check your emails occasionally during your absence, it can be useful to outline this in your auto reply so that the sender may expect a response. If you do not plan to access emails, it can also be useful to include this information.
It can also be helpful for recipients to be aware if your internet access will be limited, such as if you are travelling through a regional or remote area. They will understand you will respond when it is technologically possible.
Out of office message template
Anyone can use this basic out of office message, no matter their industry. It is to the point and provides all the information required.
Subject: Out of the office
Message: Hello, I am out of the office until [date/time]. If the matter cannot wait until then, please call [phone number] and [name of alternative contact] will be able to assist you.
Regards,
[your name]
Out of office messages are a simple tool that can be very effective to keep your business running when you are unavailable or taking a break to recharge. By including a few basic pieces of information, you can help put people at ease that their information is in your inbox or advise what further actions they may like to take.
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