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Posted by Tim Smith in Business Continuity on July 31, 2023
Updated on September 4, 2024
Whether you’re taking your annual leave, going on a vacation, attending a conference, or just taking a day off from work, you need to plan ahead to ensure everything runs smoothly while you are away. This includes informing your clients, business partners, and coworkers of your forthcoming absence. You can create your own out-of-office message or look online to find professionally crafted out-of-office messages.
An out-of-office message must have certain elements to serve its purpose. It should have the information your contacts need to know (like when you will return and who they can contact in your absence if necessary), maintain a friendly and neutral tone, and encourage future dialogue. At the same time, it should not reveal too much personal information, like details of your vacation plan.
So, how do you create a great out-of-office message? Below are several pointers on how to set one up and some out-of-office message examples.
OOO is an acronym used in professional contexts to indicate absence from the office. There are several variations of the acronym, including:
The OOO message is a term that was first used at Microsoft in the late ’80s. The main acronym variation used during this time was OOF, which referenced Xenix’s auto-reply feature. It is believed that Xenix’s developers may have been working in a government setting, hence using “facility” instead of “office.”
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One thing to note about the above acronyms is that they all make sense, are easy to interpret, and can be used universally. This makes crafting the message’s text much more important than choosing a specific acronym.
Once you have created the perfect OOO message, you need to set up your email that will be sent whenever someone contacts you during your absence. The way to set it up varies, depending on your communication platform.
In the case of Gmail, you can set up an out-of-office email via your browser or the Gmail app. Here are the steps to follow:
By default, automatic replies only go to people in your organization. You will have to select the setting “auto-reply to people outside my organization” for external clients to receive your message. You might sometimes have trouble locating the OK button because of specific screen settings. You can use a larger screen or adjust the screen resolution settings to solve this problem.
In the case of the Outlook app, the method for setting up your out-of-office message depends on your account type. The automatic replies option is only available on certain accounts.
This method involves two key steps. First, you need to learn how to generate a template. Then you can establish rules for the out-of-office message.
When creating a template, you must draft a new email and input the text for your out-of-office message. Remember also to input text in the subject section — this should be the length of time you will be away from the office.
When done, click “file” and save the document as an Outlook template. You can then set up the rules by following the steps below:
Many easy-to-use out-of-office email templates are available online. The challenge is selecting one that’s appropriate for you.
A good out-of-office message should include the exact dates when you will be away, a reason for your absence, and a list of people who can assist while you are gone. However, steer clear of messages that promise a colleague’s immediate help and advise clients to expect a response shortly after you return.
Hi, thank you for your email. I will be out of the office from [date-date] with limited access to my email. If you need help while I am gone, please contact [coworker’s name] at [phone number and email]. Thanks, and have a great day.
Hi, I am away on sick leave with no access to my email. I expect to resume work on [estimated date]. Do not hesitate to contact [coworker’s name] at [phone number and email], who can assist you during my absence. Thanks, and have a great day.
Hi, I will be away from the office from November [date-date] for the Thanksgiving holiday. You can contact [coworker’s name] at [phone number and email] to assist you in my absence. Thanks, and have a great day.
Hello, thank you for your email! I am currently on maternity leave through [date]. Please reach out to [coworker’s name] at [phone number and email] for any pressing questions or needs. Thanks, and have a great day.
Hi, I am on paternity leave from [date] to [date]. Contact [coworker’s name] at [phone number and email] to assist you with matters that need immediate attention. Thanks, and have a great day.
The bad news is that I am not in the office. The good news is that I finally got some time off from [date-date]. For assistance, while I’m away, you can contact [coworker’s name] at [phone number and email] for any finance-related matters and [coworker’s name] at [phone number and email] for any HR-related issues. Thanks, and have a great day.
Creating an out-of-office message before taking time off work is always best practice. Even if you only plan to be out for a day, your clients and colleagues will appreciate being kept in the loop regarding your whereabouts.
If you want to leverage the power of OOO messages fully, ensure you’ve set them up appropriately using the right automated messaging service. This way, your contacts will never miss any of your messages again. Reach out to DialMyCalls today to get started!
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