How To Write An Out-Of-Office Email
Publié le 12 June 2023
Learn how to write an out-of-office email that will let people know that their message has been received while you enjoy your time away from work.
Every working professional needs to know the importance of communication. This means communication with colleagues on the work team, peers in your industry and with customers and clients. Open and upwards communication is important to ensure the business goals are met, people feel heard and supported, and customers are satisfied.
Something equally important is knowing when it is time to take a break from work. Breaks and vacations are key to maintaining a healthy and engaged workforce. When employees take some time away from the office, they are more likely to return feeling refreshed and prepared to perform at their best. When you’re ready to take a well-deserved break from work, you should know how to write an out-of-office email.
The OOO email allows you to enjoy your time away from work while assuring clients and customers that their concerns have been received and will be addressed as soon as possible.
Therefore, in this article, you will see how to write an OOO email in a few easy steps, what not to do while writing it, when to use it, and some valuable email samples.
Let’s begin with how you can write an OOO email:
How To Write An OOO Email:
The out-of-office emails inform the sender how long you will be away and when they can expect a response. Here are the five simple steps to help you write your out-of-office email.
#1. Start With Greetings:
Begin with a simple and polite greeting. It doesn’t have to be too personal, as this message will likely go out to multiple recipients while you’re away. Opening your out-of-office email with something simple like “Hello” or “Hi” will do just fine.
#2. Tell Them WHY You Are Away:
The next step has to be informing them why you are not available. This will let the sender know that they shouldn’t be waiting for a quick response, but that their message has still been received. The message could be like:
“I am out of the office on vacation and will not be accessing my email until [date].”
#3. Update About Your Availability:
Next up, in the third part, update them on when you are coming back or when they can expect a reply from you. As the send will likely be eager to know when their query is going to be resolved, you could include a line like this:
“I will be checking my email periodically during my absence and will respond to urgent matters as soon as possible, and I will be back by [date] to and will response to all message as soon as possible”.
#4. Give Them An Alternate Address:
Sometimes the sender is eager to get a reply for urgent reasons that can affect the company. Giving them an alternate email address for use in urgent matters can let your customers know they can still get in touch with the company. This could be the best example:
“For any urgent matters, please contact [name and email address].”
#5. End With Thanks and Gratitude:
Always end your out-of-office email with a polite and grateful message. It also helps to acknowledge the sender’s patience while they wait for a response.
“Thank you for your understanding, and I look forward to getting back to you soon.”
When Is The Right Time To Use OOO Emails:
The out-of-office email is the best for any period when you cannot promptly reply to the sender. The amount of emails that you typically receive can influence your choice to use OOO emails. If your colleague and clients are used to receiving a quick response, it is a good idea to let them know if there will be any sort of delay.
Ask yourself whether an out-of-office email will be helpful for the sender. If the answer is yes, you should take the time to write a reply. Still, if you are still determining when to use them, then the following are a few of the best times when you would need to set up an out-of-office email:
- If you are on a vacation
- If you are away for personal reasons for more than a day
- If you are attending a conference, workshop, or professional meeting
- If you will be out of contact for longer than a day or two
Why Is It Important To Set Up An OOO Email?
The correct use of out-of-office emails can help your clients, colleagues and the organization as a whole. Here are the top 3 reasons you should set up an OOO email and how it can positively impact your business.
#1. It Shows Professionalism:
No one likes to be left seen or unheard. Therefore, setting an out-of-office email shows your professionalism and dedication to your work, colleagues and clients. Setting up an email like this takes less time, but it can significantly impact the sender that the person they have contacted is trustworthy and authentic.
#2. It Can Help Manage Expectations:
When you are away, you will not be able to respond to messages quickly. Given the constant use of emails and social media, people are used to being able to contact others without much delay. Receiving an out-of-office email can help the sender to set a more accurate expectation of a reply and can manage their work accordingly. This can prevent them from becoming stressed or anxious about the lack of reply.
#3. It Can Make Sender Feel Valued:
When a sender expects a reply, but when you are away and you have not set an out-of-office email, it makes them feel you are avoiding their emails and maybe even ignoring them. But if they have received an out-of-office email, it makes them feel valued, and they know it has been received.
Knowing how to write an out-of-office email is important for every working professional. It allows you to enjoy a break away from the office, while ensuring that colleagues and clients remain informed and acknowledged. Before you head out for your next vacation, remember to take the time to write a simple and effective out-of-office email.
Looking for more guidance with your OOO email? View these out-of-office email templates and select the one that works best for you.
