Vacation mode on or how to set up auto-reply

Out of office or OOO is an automatic email response that notifies your colleagues, clients, or other contacts who may contact you that you are not at work or cannot access your email at the time and will return a response at a later time. This message is automatically sent as a reply back to any email received in your virtual inbox. This type of automated messaging is part of business etiquette whether you work from the office, from home, or hybrid.

Summer is one of the times of the year with the most holidays, and the month of September with its many national holidays is another opportunity for many professionals to "merge" their days into a longer vacation time.

In this article, we share tips for creating the perfect LLC message as well as offer examples you can use too.

• When to set up an automatic email reply?

We recommend setting up an automatic email response when you will be hard to reach or completely unavailable for a period of time longer than a day. Reasons for your absence may include, but are not limited to:

• Leave of Absence
• Sick leave and other health reasons
• Personal reasons
• Travel
• Training
• Teambuilding
• Maternity leave

Some people also prefer to set up an auto-responder for shorter periods of time when they won't have the opportunity to monitor their mail, such as for doctor's appointments, ending the work day early, attending events, etc.

Additional tip: Sometimes it's a good idea to set up OOO on your personal email as well, especially in cases where you are actively looking for a job and expecting feedback from employers or recruiters. This ensures that managers won't consider your lack of response a loss of interest in the opportunity.

• What to include in the OOO message?

Automated messages do not need to be overly long or detailed as long as they contain the necessary information.

A good automated message contains the following information:

• An introductory greeting to the recipient
• Dates during which you will not normally have access to your mail
• When the recipient can expect your reply
• Recommended: Identify an alternative way for them to contact you in an emergency or a contact person to contact while you are unavailable - if you are going to name a contact person in your autoresponder email, be sure to alert them to this so they are prepared in advance.
• Optional: the reason for your absence
• Final greeting

These are the basic details that will help your colleagues and contacts get information about your absence, enabling them to make their own decision about whether to expect your response or to proceed without it.

Additional tip: Update your work calendar by noting the days you will be absent. That way, your colleagues will know when and how to schedule meetings that also require your participation.

• What NOT to include in the OOO message:

Don't make vain promises - Be realistic about your ability to respond during your absence. If you are on vacation and don't plan to check your email, don't promise your contacts otherwise.

Avoid excessive detail - Using too much detail in your autoresponder message will make it harder to discern the key information that the person who has contacted you needs.

Be sure to keep a professional attitude - Some people like to spice up their automated messages with light humor and fun details. This is optional, of course, but it's important to remember that LLC messages are work messages and require a certain amount of professionalism. An informally delivered message can be perceived negatively or make a bad first impression on new contacts trying to contact you.

Additional tip: Most email software and platforms offer the creation of two types of messages - one to colleagues and people inside the organization and another to people outside the organization. This way you can differentiate between the two groups and still use your imagination if you wish.

• Examples of OOO messages:

We share with you a short list of automatic messages that you can copy and adapt for your needs and with your information.

Dear Sir/Madam,

Thank you for your email. I am currently on leave from date to date and will have limited access to your email. For any urgent questions, please contact the colleague's name on the email.

Sincerely,

 -----

Hello,

Thanks for the message. I won't be able to access my mail from date to date. I'll try to respond to your email as soon as I get back to the office.

If you need any timely assistance during my absence, please contact name by email or phone.

Greetings,

 -----

Hi,

Thanks for your message! I am currently on a business trip out of the country and have limited access to my email. I apologize in advance for the delay in responding. If you need urgent assistance, you can reach me at my office phone: number.

Greetings,

 -----

Hello,

Thanks for the message. I am currently out of the office to attend the conference/event name. I will check my email periodically, but if you need an immediate response, please contact name by email or phone.

If you are also attending the conference/event, I'd love to meet you. You can find me on-site or contact me at (the number).

Greetings,

 -----

Hey,

I'm getting your email while on vacation with my family and won't have a chance to reply. I will be back in the office on a date and will try to reply to your message as soon as possible upon my return.

If you need urgent assistance that cannot be delayed, please contact me by name by email, or phone.

Have a nice summer,