Note: This post was originally published on 12/23/15; Updated 12/10/18 for added value.
The holiday season is officially in full swing, and with that comes a multitude of out-of-office emails. (Brace yourself.)
Now you may need to set one up for your own personal (and much-needed) time off...but what should you say? And how exactly do you go about setting that up? Read on for tips and how-tos, plus a little sample!
Out-of-office email best practices
Your out-of-office email doesn’t need to be long, but there are a few best practices we recommend following…
- Be polite and thank the sender for the 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 possible, you may want to include a back-up contact. For example, “For urgent matters, please contact my coworker, Mike Smith, at XYZ.”
- Triple check for typos. (No explanation needed here, right?)
How to set up an out-of-office email
The way you go about setting up an out-of-office email all depends on the domain you’re using. But not to worry, they’re all pretty simple! Check out the resources below for step-by-step instructions:
Sample out-of-office email
And now for a sample, because hey, who doesn’t love a good template?!
Thank you for your message! I am currently out of the office returning [Return Date].
If you need immediate assistance while I'm out, please contact my coworker, [Coworker’s Name], at [Coworker’s Email Address]. Otherwise, I will respond to your email as soon as possible upon my return.
Easy enough, right? Now go enjoy your time off!
And hey, if you want more email tips to use throughout the year (particularly when it comes to emailing your organization's membership), check out our free guide, Best Practices for Email Marketing, below!