How to Write an Out of Office Email Response

The Out of Office Email Response is the easiest and most straight-forward way to keep your clients and colleagues in the loop. It also allows for a way of notifying those who have emailed you to expect a delay in response to their query.

Here are some useful tips, and things to remember when writing an Out of Office Email Response.

Make the Response Sound Personal

This is the most important thing to keep in mind when drafting your Out of Office Email Response. You don’t want it to seem impersonal and that you just drafted a stock message that will be automatically sent out to anyone who sends you an email while you are away from the office; even though that’s what you are essentially doing.

Start your message with “Thank you for your email/contact” and include some information in the body of your message about where you are and why you will be unable to respond immediately. For example. “I am currently away recharging my batteries on vacation in Bali….” This makes sure the person feels like you care enough to share your news with them, making your response more personal.

State the Duration of Your Time Away

It is important to include the duration of your time away so that the person emailing you has a good idea of how long they will have to wait to receive a response from you. Again, you can make this a little more personal, for example, “I am currently away recharging my batteries on vacation in Bali, I will back in the office sun-tanned and well-rested in two weeks’ time.”

Give an Option of Someone Else to Contact

If one of your colleagues will be covering your important and urgent work while you are away, it is important to let anyone who is trying to reach you know that they can contact that colleague. Make sure that said colleague’s name, email address and telephone number is included in your Out of Office Email Response.

Of course, don’t forget to inform your colleague that you are letting people know that they can be contacted on your behalf while you are away. This is just common courtesy.

Give an Emergency Contact Option

There are many businesses, for example in the financial sector, in which clients may make contact urgently. As much as you want to leave the office at the office while you are on vacation, there are sometimes occasions when your clients need to get hold of only you anyway.

Provide an emergency contact number or email address that you can be reached on while away, but make sure you clearly outline in the body of your email that you would appreciate it if you are only contacted on these alternatives in the case of an absolute emergency.