How do I send a message to leave in office?

Quick Answer

There are a few different options for leaving a message or note for someone when they are out of the office:

Send an email – This is often the easiest way if you have the person’s email address. The message will be waiting for them when they return.
Leave a voice mail – Call their office number and leave a voice mail with the details if they have voicemail set up.

Write a physical note – You can leave a handwritten or printed note on the person’s desk or on their office door.
Ask an assistant – If the person has an administrative assistant, you can leave the message with them.
Use an instant messaging app – If you communicate with the person regularly via apps like Slack or Teams, you can send them an IM.

The method you choose may depend on the urgency of the message. For very time-sensitive issues, you may want to try multiple methods to ensure they get the information as soon as possible. For less urgent messages, an email, voicemail or note is sufficient.

Leaving a Message by Email

Email is often the most convenient way to leave a message for someone when they are out of office. Here are some tips for leaving an effective email message:

Use a clear subject line – This allows the recipient to identify your message at a glance, even on a crowded inbox.

Be concise – Keep the message focused on the key details the recipient needs.
Provide background if needed – Give context if this relates to an ongoing project or conversation.
Ask questions clearly – If you need their input or decision on something, state it explicitly.

Include attachments if relevant – If you have documents to share, attach them.
Request delivery and read receipts – This allows you to confirm they received and opened the email.
Set importance to high – This flags the message as a priority for their attention.

Follow up if needed – Check in with the recipient after an appropriate time if you haven’t heard back.

Some email providers like Outlook allow you to specify when the email is delivered if you don’t need the message sent immediately.

Email Message Example

*Subject*: Request for review of proposal draft

John,

I hope you’re enjoying your time out of office. When you have a chance, please review the attached draft proposal for the ABC Company account. Let me know if you have any feedback or changes needed.

I will need your final approval by tomorrow EOD in order to submit the proposal on time. Please reply confirming you received this and can review prior to the deadline.

Thanks,
Mary

Leaving a Voicemail Message

If the person you are trying to reach has a personal phone extension with voicemail, leaving a message can be a quick option. Here are some tips for leaving effective voicemails:

Speak slowly and clearly – Leave your name, number, and the purpose of your call.

Be brief – Keep the message short and focused.
Provide key details – Include relevant dates, times, names, and facts they need to know.
Speak with urgency if needed – If it’s a time-sensitive issue, your vocal tone can communicate that.

Avoid rambling – Don’t leave a long, unfocused message.
Request a call back – Ask them to return your call and state the best number to reach you at.
Follow up if needed – If you don’t hear back within a reasonable time frame, call back or email them.

Voicemail Message Example

“Hi Amy, it’s Mark from IT. It’s Monday morning and I wanted to let you know your laptop is ready to be picked up from the help desk. I’ve already migrated your files to the new machine for you. Can you swing by sometime today to pick it up? Give me a call back at x342 when you get this message. Thanks!”

Leaving a Written Note

Taking the time to write a physical note is a more personal way to leave a message for someone when they return.

Post it on their office door – Use a sticky note or push pin a note to their door if they have a private office.

Leave it on their desk – Place the note prominently on their workspace.
Use company stationery – This adds a professional touch.
Write legibly – Make sure your writing is clear and easy to read.

Keep it brief – Stick to the key details they need to know.
Include your contact info – Provide your name and the best way to reach you.

You can also leave a printed note or memo using the same guidelines. Just be sure it’s marked with their name so they know it’s intended for them.

Written Note Example

Ryan,

Your 2pm meeting with Samantha Kline has been moved to 3pm on Thursday. I’ve updated your calendar. Give me a call if you have any questions!

– Monica

x342

Leaving a Message with an Assistant

If the person you are trying to contact has an administrative assistant or receptionist, leave a message with them to pass along.

Provide your name – Identify yourself and your role.

Explain the purpose – Concisely state why you are calling.
Offer details – Give any dates, times, facts they need to relay.
Ask for best method – See if they recommend leaving a voicemail or sending an email too.

Leave contact info – Provide the best way for the person to reach you.
Thank them – Express appreciation for their assistance.

Let the assistant know the urgency level so they can prioritize passing your message along if it is time sensitive. You may also ask the assistant if there is anyone else in the office who could assist with your need in case the intended recipient will be out for an extended time.

Using Instant Messaging

If you frequently communicate with the person via instant messaging platforms like Slack, Teams, etc, this can be the fastest way to send them a message:

Send them a direct message – This will pop up on their screen when they come online.
Keep it short – IM etiquette recommends brevity.

Follow up if needed – Unlike email, IMs can easily be overlooked so follow up if needed.
Check their online status – If they have an “away” message set, review it for alternate contacts or instructions on leaving a message.
Set reminders if urgent – You can set reminders to follow up or resend a message if it’s time sensitive.

The benefit of tools like Slack and Teams is that you can usually tell if the person has received and read your message based on when they were last online and their status. This takes some of the uncertainty out of waiting to hear back.

Choosing the Right Method

To decide the best option for leaving a message when someone is out of office, consider:

Urgency – If it needs attention immediately, call their assistant or try multiple channels like email and IM.

Length of absence – If they are out for an extended time, email or voicemail are better options than a paper note.
Privacy – For confidential matters, email or IM may be better than voicemail.
Their preferences – Opt for their preferred communication channel if you know it.

Relationship – More personal notes may be appropriate for close colleagues.
Access – Consider if they will have mobile access to voicemail vs. email remotely.

Think about your primary goal – do you just need to transmit information or is a response needed urgently? This can guide which option is best suited.

Following Up on Messages

After leaving a message, it’s important to follow up if you haven’t received an acknowledgement within a reasonable amount of time:

Allow 24 hours for email or IM.
48 hours for voicemail or written note.

Check if message was received – Email or IM can show if it was opened.
Resend if needed – Messages do slip through cracks, so resend as needed.
Try alternate channels – If you don’t get a response after following up, try reaching them via a different method.

Involve others if urgent – If your need is truly time sensitive, you may need to loop in their assistant or a colleague to help.

Be polite and professional if you need to resend a message or employ escalating measures. The key is ensuring important information is conveyed in a timely manner.

Out of Office Message Etiquette

When you have to send an out of office message, following proper etiquette helps ensure your contacts can reach you or get needed assistance:

Always use “Out of Office” subject line for email – This allows recipients to identify it at a glance.
Include dates you’ll be out – So people know when to expect you to return.
Provide alternate contacts – Give the names and contact info of others who can help while you’re away.

Share who is covering for you – State who will handle urgent matters in your absence.
Redirect non-urgent emails – Advise people to resend anything not pressing when you return.
Set auto-reply on voicemail too – Record a voicemail message with your out of office details.

Keeping your OOO message concise yet actionable will help ensure needs are met while you unplug.

Sample Out of Office Messages

Basic:

I will be out of the office from December 20 to December 30 and will not have access to email. If you need immediate assistance, please contact Jane Doe at [email protected]. For anything else, I will respond when I return to the office on January 2. Happy holidays!

With alternate contacts:

I’m out of the office until Monday, July 10 and have limited email access. For urgent needs, please contact:

Billing questions – Sue Smith [email protected]
Project status – Tom Jones [email protected]
New sales inquiries – Sales Team [email protected]

I’ll respond to any non-urgent messages upon my return. Thanks!

On vacation:

Greetings, I will be on vacation out of state from August 1 to 15th with no email or voicemail access. For anything urgent, please reach out to my colleague Lisa Chen at [email protected]. Otherwise, I will follow up with you when I return to work on August 16.

Enjoy your summer!

Conclusion

Leaving effective messages with colleagues when you or they are out of office just takes some forethought and planning. By choosing the right method for the situation, offering the necessary details, and following up as needed, you can ensure communication flows seamlessly despite an absence. With both parties exercising proper OOO etiquette, work can carry on apace until everyone is back on deck.