An out-of-office message, also called an OOO message or an autoresponder email message, is used when you won’t be able to respond or read emails for a specified period of time. They tell your contacts why your response will be delayed and how to get the information or services they need while you are away.
When crafting an out-of-office message, it is important to keep it clear, concise, and professional. The message should explain the dates of your absence and provide alternative contact information if needed.
It is also important to avoid using informal or slang language and to maintain a polite and courteous tone. The message should be informative and avoid ambiguity or confusion that may arise from a poorly-worded message.
Additionally, if your absence will be lengthy, consider providing additional details such as the reason for your absence or any important project updates.
What to include in an out-of-office email message
Out-of-office messages might include such key information as:
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Why you are gone
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How long you will be gone
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The date you will return
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Who to contact in an emergency or for immediate help
You might provide more details depending on your job duties and the information you think your contacts need while you are away. Most professional email programs allow you to set two OOO messages at once—one for internal colleagues and one for external business contacts.
What to avoid in an out-of-office message
Out-of-office messages should remain professional and realistic. You should consider avoiding the following:
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Giving too much detail. Automatic replies should be simple and to the point. Avoid adding any information to the email that is unnecessary.
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Saying you will respond as soon as you return. It can take time to catch up on emails, phone calls and projects when you return to the office. Try not to set the expectation that you’ll be able to respond to a missed message immediately upon your return.
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Committing a colleague’s assistance without consent. It’s helpful to include the contact information of a colleague for any urgent matters that arise in your absence. However, it’s important to get your colleague’s permission before including their information.
It is also important to avoid trying to be funny or bragging in your out-of-office message, as attempts at humor can easily be misinterpreted and fall flat with the wrong audience.
Overall, an effective out-of-office message can ensure that your clients and colleagues are informed of your absence and maintain a positive impression with them.