Being a responsible netizen or professional in the Internet age also means leaving useful clues and messages for your email correspondents whenever you will be out of reach temporarily or permanently. Remember that your email correspondents expect you to respond within minutes or, at most, 24 hours of receiving their emails unless specifically stated in the email that you are free to respond much later.
So, professionals are expected to use out-of-office email autoresponders whenever they will be out of reach for a fairly long time.
Let’s put this in context.
Whenever you need to step away from the office and won’t be able to respond to emails as quickly as you usually do, it is good practice to create an out-of-office email autoresponder to guide your email correspondents on how to reach you, who else to contact, and/or what to do next.
Setting a proper out-of-office email also puts pressure off you when you have limited time to respond to emails outside the office. We will look at a few examples together here:
Examples of Temporary Out-Of-Office Email Autoresponder
Are you going on leave or vacation, or perhaps you are sick or traveling to remote areas or attending an event that would prevent you from responding to emails as fast as you normally do; this set of out-of-office email examples will guide you on how to create your own out-of-office email autoresponder:
1. Temporary Out-of-Office Email for Annual Leave
Good day, I am currently on annual leave and will not be able to attend to any emails. During my absence, please contact the Client Liaison Office in Lisbon. You can reach them on 009-1234567. Inquiries related to refunds and money issues can be forwarded directly to Healthcare International Liaison Department via any of the channels below: - firstname.lastname@example.org or - Posted to Healthcare International, Private Box 00090, Lisbon. Inquiries about accidents and other emergencies should be sent to: - email@example.com or - firstname.lastname@example.org Thank you for your patience and understanding. Regards, Elizabeth Thames
2. Temporary Out-of-Office Email for Vacation
Dear sender, Please be aware that I am on vacation till 9 December, 2019. Unfortunately, I will have limited access to my email during my vacation. For urgent matters, send me an SMS or call me on 009-7654321. You can also communicate with my assistant Sophia via her email, email@example.com, or call her on 009-1234567. Thank you and regards,
3. Temporary Out-of-Office Email for Unspecified Purpose
Dear Valued Customer, Thank you for your email. Kindly note that I am currently out of office. If your request is urgent, kindly send your request to firstname.lastname@example.org. Our sales team will handle your request promptly. Kind regards, Jacob Robinson
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4. Temporary Out-of-Office Email for Traveling to Remote Locations
Dear correspondent, Thank you for your email. I am sorry that I am travelling for work over the next 6 weeks with some brief periods back in Chicago. In the most part, some of this work will be in remote areas and I will respond to emails as quickly as I can. Please contact Robert John at email@example.com ifyou need anything urgently. With best wishes and thanks.
Examples of Permanent Out-Of-Office Email Autoresponder
This is very useful in situations where you are changing jobs (as an employee) or a former employee has left your company (as an employer or HR manager). Permanent out-of-office emails help to guide correspondents appropriately.
1. Out-of-Office Email for Former Employee—Set by Management
Dear Sender, Thank you for your email. Ms Elizabeth Thames is no longer working in our company. Her position has been replaced by Ms Jennifer Paul. Her email is firstname.lastname@example.org. You may also contact her at 009-1234567. Kindly send your future inquiries to our customer service (email@example.com). We will attend to your email promptly. Thanks & Best regards, The Management of ABC
2. Out-of-Office Email for Former Employee—Set by Employee
Dear sender, Thank you for your email. I am no longer working at Amazon. Jeff Trump has taken up the role of Communications Manager. For matters relating to Amazon communications, please contact Jeff Trump via the email firstname.lastname@example.org or call him on 009-123456. For all other matters, please contact Amazon helpdesk via email@example.com or call 009-654321. Thank you. Regards, Jack Robinson
Examples of Acknowledgement Email Autoresponder
Dear Correspondent, Thank you for writing to Woculus. This is an automated response to acknowledge receipt of your e-mail. We assure you of a prompt response from a member of our customer experience team. You can also contact us via any of the channels below: (a) Visit one of our Woculus customer experience centers (9:00am to 5:00pm, Mondays-Fridays) , and our team will be glad to assist you. (b) Visit our website for more information at www.abc.com. (c) You can reach our Customer Support hotline on 009-123456 between 9:00am to 5:00pm, Mondays-Fridays. (d) Facebook Page (@abc) We thank you for your trust and continued patronage. Regards, Customer Experience Team, ABC Limited
You are regarded as a responsible netizen when you imbibe the habit of leaving out-of-office messages. For employers and HR managers, it is worthwhile to teach this practice to your employees. Out-of-office emails show that you are polite and professional, lending credibility to your corporate culture.