You’re about to head out of the office, a much-needed vacation on the horizon when you realize that not everyone will know you’re gone. If email is a central part of your work, out-of-office messages are necessary.
No matter what, this route is the polite thing to do – co-workers, clients and customers may take a bit of offense when you don’t get back to them in a timely fashion.
To help you craft best autoresponder messages, here are 10 customizable templates for every kind of leave.
1. The Basic
When you don’t need to include specific information, a simplistic approach is best. You need to say how long you’re away for and who else they can contact. Remember, don’t include personal details, as it may put you at risk. Here’s a template for an autoresponder message that keeps everything short and sweet.
For example’s sake, let’s pretend that your name is Anna, and you run a small organic food shop.
- “Hello, thank you for your message. I’ll be out of the office from 1/20 to 1/27. You can direct urgent inquiries to David at david@foodshop.com. Otherwise, I’ll get back to you when I return. Best, Anna.”
Easy, right? This message covers the basics so that everyone knows you’re away.
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2. The Promotion
An excellent way to push a sale or special event is to include it in your email responders. This idea piggybacks off of the previous message but adds some content promotion to the mix.
- “Hello, thank you for your message. I’ll be out of the office from 1/20 to 1/27. Luckily, just because I’m away doesn’t mean our business is! Shop foodshop.com for all of your organic food and drink needs. Don’t wait – right now, vegan items are 20% off. In the meantime, you can direct urgent inquiries to David at david@foodshop.com. Otherwise, I’ll get back to you when I return. Best, Anna.”
With this email, you’re letting them know that operations won’t be interrupted by your vacation.
3. The Blogger
On a similar note, an email is a perfect opportunity to plug your blog. Try this approach in your next automated email responder.
- “Hello, thank you for your message. I’ll be out of the office from 1/20 to 1/27. While you wait, be sure to read the latest from our blog. In need of quick, nutritious meals that the whole family will love? Look no further. Check out foodshop.com/blog for 10 awesome recipes. You can direct urgent inquiries to David at david@foodshop.com. Otherwise, I’ll get back to you when I return. Best, Anna.”
With only a few sentences, you can draw attention to your website, and, most importantly, your blog. Doing so keeps customers interested while you’re away.
4. The Professional
Maybe you’re headed to an industry retreat instead of a beachside resort. Now is the chance to show off your professionalism and how serious you are about whatever sector you’re apart of.
- “Hello, thank you for your message. I’ll be out of the office from 1/20 to 1/27 to attend a conference focused on sustainable food practices. This way, I can continue to provide you with delicious, eco-friendly options. I can’t wait to connect with any of you who may be there. In the meantime, you can direct urgent inquiries to David at david@foodshop.com. Otherwise, I’ll get back to you when I return. Best, Anna.”
This automated message lets customers know you have their interests at heart, even when it means you have to step away from the office.
5. The Social Butterfly
An out-of-office message is a great way to remind clients and customers alike that your social presence is stronger than ever.
- “Hello, thank you for your message. I’ll be out of the office from 1/20 to 1/27. You can direct urgent inquiries to David at david@foodshop.com. In the meantime, be sure to check out our socials for new item drops and promotions. Give us a follow on Facebook [link], Twitter [link] and Instagram [link]! Otherwise, I’ll get back to you when I return. Best, Anna.”
If you want to bring in some engagement, include the necessary links in this responder email to ensure they’re easy to access.
6. The Critic
Every business owner knows that reviews matter. Prompt your customers to write a review in your next autoresponder.
- “Hello, thank you for your message. I’ll be out of the office from 1/20 to 1/27. You can direct urgent inquiries to David at david@foodshop.com. Want to show us some love in the meantime? Leave a review on our website! Feedback lets us know where we can improve so that you always receive top-quality products. Otherwise, I’ll get back to you when I return. Best, Anna.”
When people discuss your brand, it impacts search engine optimization in several ways. Therefore, it’s essential to encourage consumers to leave a positive comment.
7. The Jester
If you’re known as your workplace’s go-to comedian, or you want to have some fun with it, this template is for you.
- “Hello, thank you for your message. From 1/20 to 1/27, I’ll be on a remote island and plan to have a cocktail in both hands at all times. With my fingers occupied, I won’t be able to answer you right away. You can direct urgent inquiries to David at david@foodshop.com, the poor soul who’s stuck in the office. I’ll get back to you after those post-vacation blues wear off. Best, Anna.”
Sometimes, it’s better to take a light-hearted approach.
8. The Go-Getter
View this automated reply as an opportunity to gather some data. You can put a poll directly in the email if you please.
- “Hello, thank you for your message. I’ll be out of the office from 1/20 to 1/27. You can direct urgent inquiries to David at david@foodshop.com. While you’re here, head to our website, foodshop.com, to complete our poll. We care about your insight and want to know what items you’d like to see in the store this year. Otherwise, I’ll get back to you when I return. Best, Anna.”
Let your customers play a significant role in your business.
9. The FAQ
While you’re away, people may ask lots of questions. Point them to resources so that they don’t have to ask David.
- “Hello, thank you for your message. I’ll be out of the office from 1/20 to 1/27. If you need a question answered, check out our FAQ [link]! For more urgent matters, contact David at david@foodshop.com. Otherwise, I’ll get back to you when I return. Best, Anna.”
A frequently asked questions section helps to mitigate common issues.
10. The Lengthier Leave
In some cases, you may have to take leave for weeks or months at a time. If you need a way to approach that, look no further.
- “Hello, thank you for your message. I’ll be out of the office from 1/20 until the end of March. For day-to-day inquiries, please contact David at david@foodshop.com. If your message isn’t time-sensitive, I’ll gladly answer you when I return. Best, Anna.”
A template like this works well for extended periods of absence.
Step-by-Step Guide for Setting-up Autoresponder Messages For Following Popular Email Clients
- Microsoft Outlook – Send automatic out of office replies from Outlook.
- Gmail – Setting up out of office or vacation autoresponder message from Gmail. Video tutorial will surely help you with this.
- Yahoo Email – Turning on or off vacation / out of office response in Yahoo email.
- Outlook.com – Setting up autoresponder messages (vacation or out-of-office) in Outlook is extremely easy. You just have to follow given steps and that’s it.
Templates for All Out-of-Office Emails
No matter what your situation is, one of the templates above will allow you to set up the perfect autoresponder message.