With the holidays in full swing, if you’re not out of the office already, you’re likely about to be. But before you go, be sure to compose a clear and concise out-of-office email to keep others in the loop.
Here are a few simple guidelines to help you accomplish that task…
- Be polite and thank the sender for their message. Let them know that you received it.
- Let the sender know how long you’ll be gone for. Include exact dates to avoid any confusion.
- Don’t over-explain why you’ll be out of the office. A simple statement saying “I’m currently out of the office” is fine.
- If you want, you can include an alternative method of communication. For example, you might way to say, “For urgent matters, please contact my coworker Mike Smith at XYZ.”
- Triple check for typos. The last thing you want is an inbox filled with facepalms because of an embarrassing typo.
- Go back and re-read your email. In addition to checking for typos, make sure it’s concise. No one wants a novel!
- Depending on the situation, feel free to add some humor. For inspiration, check out these nine funny out-of-office messages from HubSpot.
Here’s an example of a simple and professional out-of-office email:
Thank you for your message. Please note that I am out of the office and will not be returning until [Return Date].
If you need immediate assistance during my absence, please contact my coworker [Contact’s Name] at [Contact’s Email Address]. Otherwise, I will respond to your email as soon as possible upon my return.
If you need help setting up your out-of-office email, check out the how-to links below:
Want more email tips to use throughout the year? Check out our free guide, Best Practices for Email Marketing, below!