It’s finally that time of the year – you’re supposed to go on a much-needed vacation, and it’s time to sort out your work before you go.
Even if you have opted for a staycation, it doesn’t mean that you shouldn’t take some time off and disconnect from work, by muting your email notifications and staying out of your business inbox for a couple of weeks.
One of the most important things to do when leaving the office is to create an auto-responder email and let your business associates and colleagues know how and when they can reach you again.
Yes, even if you’re at home and perfectly capable of checking your email and responding to messages.
- Why Your Out-of-Office Message Matters
- What Should an Autoresponder Email Look Like?
- The Classic Out-of-Office Email Template
- Lead Generation Out-of-Office Emails
- Out-of-Office Emails With Gifts
- Event Promotion Out-of-Office Email
- Out-of-Office Message Offering an Alternative Point of Contact
- Boosting Your Social Media Channels
- Out-of-Office Message as a Networking Opportunity
- Out-of-Office Message for Driving Traffic
- Personalize Your Out-of-Office Message With Video
- Humorous Out-of-Office Examples
- Closing Words
Why Your Out-of-Office Message Matters
Out-of-office emails are a must, especially if you have long-lasting relationships with customers that need a prompt response. It would be very unprofessional to just leave without explaining why you aren’t answering.
You also don’t want to be stuck in the office on your last day before vacation trying to figure out how to set and write an out-of-office email.
This is why we decided to help you by providing examples of the best out-of-office emails.
What Should an Autoresponder Email Look Like?
As you probably received a number of these emails, you might be familiar with the type of information out-of-office emails provide.
For example, each out-of-office email should state
- how long you will be unavailable
- when the return date is
- whom to contact in your absence.
Emails can range from strictly formal to funny, depending on the occasion and intent.
They can be composed in a way that drives traffic to your website or can serve as an instrument to form a better bond with your customers.
This is especially useful since a lot of your out-of-office emails will go to people you communicate with regularly.
Writing something about yourself, a funny note or a joke gives them an opportunity to develop a more personal relationship with you.
The Classic Out-of-Office Email Template
In case you want to keep things short and don’t have enough time to compose a creative email, go with the always popular formal option.
Also, if you work in an industry where humor would be perceived as unprofessional, stick to the classic autoresponder emails.
Thank you for your email. Unfortunately, I will be out of the office from [Date] to [Date] and will have limited access to email.
In my absence, please contact [Name] at [Email]. I will respond promptly to your email once I return on [Date].
I will be out of the office this week. If you need assistance while I’m away, please contact [Name] at [Email].
Your message is important to me and I will respond as soon as possible. In case of an urgent matter, feel free to call me at [Phone Number]
Lead Generation Out-of-Office Emails
Just because you are away, it doesn’t mean you can’t inspire others to take action.
Use the end of your message for a call to action, whether you want your recipients to sign up for a course, read your latest blog, promote a demo, or get involved in your business community.
This type of email can be perfect for driving sales, promoting your content, and escaping the typical out-of-office email form.
I have very limited access to my email and will be back in the office on [Date].
For assistance please contact my colleague [Name] at [Email].
In case you want to learn more about our new [Service/Product]…
…check out our customer reviews and comments [Link to customer testimonials or case studies].
…visit our website and sign up for a free demo [Link to demo sign up]
…read our FAQ page and get some answers [Link to FAQ page]
This message is automated since I won’t be in the office until [Date]. I will get back to you as soon as I come back.
Luckily, our resources are always there so in the meanwhile you can get familiar with our newest article on [Name and link of the article]. I bet you will find it useful and inspiring.
Speak to you soon,
Out-of-Office Emails With Gifts
People love free things.
Once they receive a cold automatic out-of-office email, it would be nice to surprise them by adding a little something unexpected. It can be anything from a free ebook, a download of your latest case study, or a code for a trial version of your product.
Your customers will feel less frustrated because they can’t reach you at the moment, and you will get an opportunity to share and promote your work.
Thank you for your email. Unfortunately, I will be out of the office from [Date] to [Date] with no access to email.
While I am gone, feel free to contact [Name] at [Email]. I will respond promptly to your email once I return on [Date].
Fortunately for you, I have included a free ebook/case study/download code that you will enjoy.
Event Promotion Out-of-Office Email
In case you are visiting a conference or a business event and that is the reason for your absence, just say it.
You can use the opportunity to promote the event with people of the same industry or let them know you are a speaker as well, thus engaging in a bit of self-marketing.
Unfortunately, I am out of the office until [Date]. I will be speaking at [Event Name and Location].
In case that is close to you, feel free to drop by and connect. I will be sharing some pretty interesting thoughts on [Topic].
Out-of-Office Message Offering an Alternative Point of Contact
Let’s be honest – people are impatient, and they want answers to their questions and solutions to their problems right away.
So, no polite and informative out-of-office message will do if they can’t reach you regarding a certain pressing issue.
And that will make them frustrated.
That’s why you should have a backup person who will take over your prospects and help them instead of you.
This approach will remove any friction and make for great customer service as your prospects will be covered until you return.
Thanks for reaching out. I’m currently out of the office, and I’ll be back Monday.
I’ll get back to you then.
However, if you need any assistance, don’t hesitate to get in touch with Shawn. Here’s his email address [Email Address] and phone number [Phone Number].
I’m currently unavailable, but I’ll be back on Monday.
I’ll get back to you then.
In case of an emergency or a pressing issue that needs urgent attention, feel free to reach out to Jane. Give her a call on [Phone Number] or send a message to [Email Address].
Talk to you soon,
Boosting Your Social Media Channels
When you’re away on holiday, you might not want to receive business emails that will distract your attention.
But, you most certainly still check your social media channels.
That’s why it’s a good idea to direct your recipients to your Facebook, Twitter, or Instagram, where they can get in touch with you.
Of course, very few people would be so pushy as to send you a private message about a business issue while you’re on holiday – but they will most likely click on the social media link.
I’m currently out of the office this week as I’ve taken some time off to travel. However, I’ll reach out to you when I’m back.
In the meantime, you can follow me on Facebook and Twitter as nothing can stop me from sharing some good marketing tips and advice – not even a holiday.
So, until I’m back at the office, here are the links to my social media: LINK 1 LINK 2
Stay safe and I’ll get back to you on Monday.
Out-of-Office Message as a Networking Opportunity
It’s very likely that you’ll set up an OOO message while you’re at a conference or any other business event.
And what’s also very likely is that some of your prospects will be there too, so why not use an opportunity to meet them in person and build an even more meaningful relationship?
I’m currently out of the office between October 25 and 29, as I’m attending the Sales Conference in Toronto.
The reason I’m being this detailed is that I hope you’ll be there too so that we can meet and catch up in person.
If that’s the case, feel free to text me at [Phone Number] and we can have a blast talking about our sales strategies and experiences over a cup of coffee.
Hope to hear from you,
Out-of-Office Message for Driving Traffic
Using your OOO to refer your prospect to a new content piece or feature that you want to promote is low-hanging fruit.
The fact that you can’t respond immediately can be an excellent opportunity to send traffic to your website. The idea is to pique your prospect’s interest and get them to explore your company further.
You can come up with different messages depending on what you want to promote.
Great to hear from you, but I’ll be on my vacation until August 15. This means that I’ll get back to you then. If you need immediate assistance, feel free to reach out to my colleague [Name] at [Email].
In the meantime, I’d like to suggest you check out our latest blog post which will, I’m sure, come in handy if you’re thinking about making your life easier and implementing [your product or service]: LINK
Personalize Your Out-of-Office Message With Video
Your OOO doesn’t have to be robotic and generic.
You can add a personal touch to your auto-responder email and humanize it by adding a one-to-one video. It’s always great to put a face to a name and greet your prospects personally.
This way, you’ll make it more engaging than plain text.
Humorous Out-of-Office Examples
Funny emails are getting popular, and people are using a variety of methods to turn the bland, automatic email into the one that makes you giggle.
You can get creative and figure it out by yourself or use some of these examples and get inspired right away.
So, what can you do?
Add a GIF or a meme, some interesting facts, and a short and amusing story from your trip.
Check out our top picks below.
Source: Readers Digest
Don’t let your prospects slip through the cracks while you’re sipping a cocktail on the beach! Create a killer OOO message and keep them engaged until you come back to the office.
It’s a good place to mention that Autoklose comes with many different email sequence templates that you can adjust and personalize to your own needs. Check them out, and maybe you can find some creative ideas to implement in your out-of-office emails. Also, we can offer you additional resources for crafting any email message template that you need; check out our blog post and find useful examples that you can easily implement within your email strategy, as well as our Free Email Template Library.