It is expedient professionally, to communicate effectively at all times even when you are unavailable at your place of work as it helps to avoid misunderstanding and maintain the proper work protocols as expected in an organization. This explains the need for an “Out of Office” email or messages to confirm the reason for your absence to your clients, colleagues, or customers, and when you are likely to be available to respond to them. In this article, we will learn what an Out-of-office message means and how to create an Out-of-office email.
What is an “Out of Office” E-mail?
Also known as an auto-reply or OOO, is an automated email that sends a notification about your absence to those in need of your services and provides an alternative contact information. It represents a form of courtesy to inform colleagues, clients, and other contacts that you are currently unavailable and then give them a specific period by which they can expect a response. It is written in a clear, and accurate manner, and provides relevant information to the receiver. It offers alternative contacts and maintains a professional tone, ensuring that your absence does not hinder effective communication and workflow.
Purpose of an ‘Out of Office’ E-mail
The purpose of an “Out of Office” E-mail is to inform and respond to emails or other forms of communication to manage expectations and provide alternative contacts for urgent matters.
Notification
An “Out of Office” E-mail notifies that you are away from work and unable to respond to their emails promptly. It avoids any confusion or frustration when there is a delay in receiving a response.
Alternative contacts
By including alternative contacts in your message, you provide an alternative point of contact for urgent matters. This ensures that important issues can still be addressed while you are away and helps maintain a smooth workflow.
Professionalism
Setting up an “Out of Office” e-mail demonstrates professionalism and consideration for others. It shows that you value effective communication and are proactive in managing expectations during your absence.
Relationship management
An “Out of Office” E-mails, helps maintain positive relationships with colleagues, clients, and other contacts. By providing a polite and informative auto-reply, you show that you respect their communication and are committed to assisting your return.
Time management
An “Out of Office” E-Mail allows you to focus on your leave without the distraction of incoming emails. Prioritize your time and ensure that you can fully enjoy your time off.
How to write an effective “Out of Office” email
Here is a guide on how to write an effective “out-of-the-office email”
Start with a warm greeting
Begin your email with a friendly and professional greeting, such as “Hello,” to set a positive tone.
State your absence
Indicate the duration of your leave and the reason for your unavailability. E.g.: “I will be on leave from [start date] to [end date] due to [reason].”
Provide alternative contacts
This can include a colleague’s name, email address, and phone number.
Set expectations
Indicate a time frame when they can expect a response from you. Be realistic about your availability and avoid “over promise and under deliver”
Express gratitude
Show appreciation for the email and acknowledge the receiver of your message’s understanding and patience. A simple phrase like “Thank you for your understanding in advance” can help in maintaining positive relationships.
Include a personal touch
If appropriate, add a personal touch to your email. You can share a general contact for non-urgent matters.
Proofread and test
Before activating your auto-reply, proofread your message for clarity, grammar, and tone. And test run the email to yourself or a colleague to ensure the message appears as intended.
Examples of an out-of-office e-mail
- Vacation
- Funny
- Conference
- Internal
- Medical leave
- Maternity or paternity leave
- Holiday
A sample of an out-of-office e-mail.
Hello,
Thank you for reaching out to Dayo Amuyo.
I am Unavailable at the moment as I am currently on leave from August 5th, 2023 – September 5th, 2023.
All inquiries or information should be directed to my assistant Mailbox – olubolu@gmail.com.
I assure you of my prompt response to pending matters once I resume.
Thanks for your understanding,
Regards.
