Setting up an automatic reply message for emails can be a great way to let senders know you are out of the office or unavailable while still providing them with relevant information. However, crafting an effective auto-reply takes some thought and planning. Here are some tips for writing a good automatic reply message:
Be Clear About Your Availability
First and foremost, your auto-reply should clearly communicate when you are out of the office or unavailable to respond immediately. Simply stating “I am out of the office and unable to respond to emails at this time” gives the sender crucial context right away. You may also want to include specific dates such as “I am out of the office from July 15 through July 30.” Being transparent about your availability helps set expectations for when a reply can be expected.
Provide Alternate Contacts
If possible, include information about who the sender can contact for immediate assistance while you are out. For example, “While I am out of the office, please contact Jane Doe at [email protected] for any urgent requests.” Providing an alternate contact reassures the sender that their email will still be handled in a timely manner.
Share Your Return Date
Let the sender know when you will be back and able to respond to emails again. For example, “I will be returning to the office and responding to emails on Monday, August 5.” Giving a specific return date allows the sender to have an idea of when they can expect a reply from you directly.
Automatically Send New Emails
Configure your auto-reply to send a new message to each new email that comes in while you are away, rather than a single response per sender. This ensures your auto-reply and out-of-office details are included in each new email thread.
Keep it Brief
Aim to keep your auto-reply message concise and limited to vital information. Long blocks of text are less likely to be thoroughly read. Try to stick to 3-5 sentences that cover just the key points the sender needs to know.
Customize for Internal vs. External
You may want to create two separate auto-reply messages – one for internal colleagues and one for external contacts such as clients or vendors. The internal message can include company-specific details like who to contact in your absence, while the external message can be more general.
Set an End Date
Be sure to set an end date and time for your auto-reply to turn off and avoid accidentally leaving it on too long. You don’t want auto-replies going out long after you’ve returned from vacation or time off.
Test Thoroughly
Before fully activating your auto-reply, send yourself some test emails from different accounts to ensure the auto-reply message kicks in as expected. Check the wording, formatting, alternate contact details, and end date.
Avoid Confidential Info
Do not disclose any confidential or sensitive information in your auto-reply, even for internal colleagues. Emails can sometimes be misdirected or forwarded unintentionally.
Adjust Frequency for Long Absences
If you will be out of the office for an extended time, consider adjusting your auto-reply to only send once every few days per sender rather than in response to every single email. This prevents your contacts from getting bombarded with out-of-office messages.
Allow Time for Mail Delivery Delays
Activate your auto-reply at least 24 hours before you plan to be out of the office to account for any lags in mail delivery. You want to make sure senders get your out-of-office notification before emailing you.
Proofread Carefully
Before setting your auto-reply live, proofread the message closely to fix any typos or grammatical errors. An auto-reply filled with mistakes reflects poorly on you.
Stay Positive in Tone
Even when out of office, your auto-reply represents your brand. Maintain a polite, professional tone rather than sounding irritated to be away.
Avoid Too Much Detail
It’s usually best not to get too specific about why you are out of the office, whether for vacation, illness, or other personal reasons. A simple “I am out of the office and will respond upon my return” is fine in most cases.
Examples of Good Automatic Reply Messages
To summarize the tips above, here are some examples of effective automatic reply messages:
| Auto-Reply Example | Analysis |
|---|---|
| I will be out of the office on vacation until Monday, August 5 and will not have access to email. Upon my return, I will respond to your message as soon as possible. For immediate assistance, please contact Jane Doe at [email protected]. | Provides return date, alternate contact, and reassurance of response time |
| I will be traveling for work from Wednesday 7/10 through Friday 7/19 with limited access to email. I will respond promptly upon my return on Monday 7/22. For urgent requests during my absence, please call 123-456-7890 to be directed to the best alternative resource. | Includes exact travel dates, return date, and phone number for urgent needs |
| I am currently out of the office on medical leave. I plan to return by Tuesday, September 3rd. In my absence, please contact Mark Jones ([email protected]) for any requests related to upcoming marketing campaigns. | Explains general reason for absence and provides relevant alternate contact |
Conclusion
A good automatic reply clearly communicates your availability, provides alternate contacts, shares your return date, and maintains a professional tone. Keeping the message concise, customize for internal/external contacts, thoroughly test it, and proofread before sending. With these tips in mind, you can craft auto-replies that set you up for prompt email responses upon your return.