Why is it important to tell people you are absent?
Out-of-office messages are so important because they explain your absence clearly to avoid uncertainties and potential confusion. They also show respect to the people who are trying to reach you and make it possible for them to react appropriately – whether by rescheduling an appointment, talking to the person covering your absence or simply registering that they will have to wait longer than usual for an answer.
When exactly do you need an out-of-office message?
Out-of-office messages are relevant in a number of different situations. During a holiday, whether a long trip planned well in advance or just a few days off, it’s always a good idea to set an out-of-office message. When you’re on a business trip, you should also let people know you’re not currently in the office. And, of course, when you’re ill or have personal issues to deal with, it’s best to tell people that you might not be able to answer. It’s even a good idea to set a message on public holidays so everyone knows you’re enjoying a well-deserved break – after all it could well be that your public holiday is in fact a normal working day for your customer, depending on the country. Out-of-office messages are worth their weight in gold in the international business environment. Talking of international business, it’s always a good idea to write your out-of-office message not only in your own language but also in English. This will ensure that anyone contacting you will be able to understand what you want to tell them. Last but not least, if at all possible, someone else should have access to your account settings so that they can write an out-of-office for you if you’re not capable of doing it yourself.
Dos and don’ts – what information should you include in an out of-office-message and what should you leave out?
Obviously, an effective out-of-office message should communicate clearly that you’re not in the office. Whether you specify why you’re absent is up to you. Not all reasons for an absence need to be communicated and, in fact, might simply be none of the recipient’s business. Have you got flu? Hope you feel better soon! But for the person trying to contact you, it’s enough to say that you aren't available this week. Then let them know when you're likely to be back at your desk so that they know they might have to get in touch with you at a later date. It’s also advisable to specify a contact person or alternative means of contact for urgent matters. The message should be phrased in a friendly and professional manner and include a polite sign-off. This makes it possible for recipients to take the necessary next steps and manage their expectations. Make sure you also let recipients of your out-of-office message know whether their message will be forwarded or dealt with during your absence or whether it will remain in your inbox unread until you return. This gives the person concerned the opportunity to decide whether any further steps are necessary.
A professional out-of-office message is no place for personal details, too much information or an overly informal tone. Negative phrases, confidential information or details which aren’t meant for all recipients should also be left out of this kind of message. It’s important to keep the message businesslike and professional without being too informal or personal. Most companies have a standard out-of-office message that should be used when you’re not going to be available.
Here are some examples of what you should include in a good out-of-office message:
Subject: Out-of-office message: Holiday
Dear Sir/Madam,
Thank you for your message. I’m currently on holiday and will not be returning until [return date]. For urgent matters, please contact my colleague, Mr [X], at [email address of Mr X]. I’m looking forward to being of service to you again on my return.
This message will not be forwarded or read during my absence.
Kind regards,
[Your name]
Subject: Absence
Dear Sir/Madam,
Thank you for your message. You’re unlikely to be able to reach me until [return date]. I’ll be happy to get in touch with you directly when I’m back at my desk. Your message will not be read or forwarded until then. If you’re contacting me about an urgent matter, please get in touch with my colleague, Mr [X], at [email address of Mr X].
Kind regards,
[Your name]
Subject: Absent over the holidays
Dear Sir/Madam,
Thank you for your message. I can’t be reached over Easter from [date] to [date]. I’ll be back on [return date] and will be more than happy to answer your email then. Your email will not be forwarded or read until then. In urgent cases, please contact Ms [X] at [email address of Ms X].
I hope you have an enjoyable Easter.
Kind regards,
[Your name]
As you can see, the above examples contain all the information they need. You’ve communicated the fact that you’re not in the office until a specific date. You’ve named your substitute and explained that the email will not be forwarded. The person writing can now think about their next step and react accordingly.
Interested in learning what to avoid? Here are some examples of ineffective out-of-office messages:
Subject: Absent
Hello,
I’m not in the office. I don’t have time to check my emails right now.
Bye.
[Your name]
Subject: Absent
Hello!
I’m not available at the moment. I’ll be in touch.
Best wishes,
[Your name]
Can you see the problem? The recipients of the two out-of-office messages aren’t really provided with any information and are none the wiser after reading the emails. They don’t know when you’re coming back and they have no idea whether their email will be forwarded to anyone else. Plus, the messages weren’t all that friendly. Not a good way to ensure contact partners and customers remain loyal!
Depending on the industry you work in, you can also add a touch of humour to your out-of-office message:
Subject: Time for a creative break!
Hello,
Thank you for your email! I’m not in the office right now because I’m out searching for inspiration in the deep forest of creativity. I’ll get back to you with an answer to your enquiry fuelled by fresh ideas and inspiration as of [return date] – your query won’t be forwarded in the meantime.
Kind regards,
[Your name]
Subject: Time for relaxation!
Hello,
Thank you for your message! I’m not in the office right now because I’m enjoying some well-deserved time off to recharge my batteries. I won’t be able to access my emails during my absence. I look forward to returning with new vigour on [return date] to respond to all of your enquiries.
If you need immediate assistance, please contact Ms [] at (email address of Ms X).
My apologies for not being able to help you personally!
Kind regards,
[Your name]
As you can see, you can get the information the person concerned needs across to them with a bit of humour – you’re not at work, you’re coming back on a particular date and you’ll be in touch then. Fantastic. Only you can decide how much humour your recipients can take. Nobody else can decide something like that for you. But just remember that less is sometimes more. You only have one out-of-office message that goes out to all your recipients and it can’t be personalised.
In conclusion, out-of-office messages are a perfect way of communicating your absences effectively while leaving a good impression. Choosing the right words is crucial to ensure the recipient has all the information they need. And you might even be able to put a smile on their face while you’re there. They’ll always know what the situation is and you’re helping them to organise their own work. That alone is worth a smile, isn’t it?
