An auto reply message is an automated response set up to acknowledge incoming emails and let the sender know you have received their message while you are away or unable to respond immediately. Setting up an auto reply is useful for avoiding delays in responding to emails and signaling to the sender that you will get back to them as soon as you can. When creating an auto reply message, you want to strike the right tone and include the key details the sender needs. Here are some tips for writing an effective auto reply message.
Keep it Short and Friendly
The message should be brief and polite. Get straight to the point in 2-3 sentences. Thank the sender for their email and let them know you have received it and will get back to them as soon as possible. You can use a friendly tone and include your name to add a personal touch. Avoid extra details that will make the auto reply too long.
Example auto reply:
Hello, this is John Smith. Thank you for your email. I’m currently out of the office, but I have received your message and will respond as soon as I return.
Provide Timeframe Details
Give the sender an idea of when they can expect a full response. Include details like when you will be checking emails again or the date you will be back in the office. However, avoid listing specific vacation dates for security reasons.
Example auto reply with timeframe details:
Thank you for your email. I will be out of the office on a business trip until Monday, October 10 and will respond to your message as soon as I return. I will have limited access to email while away.
Share Alternative Contact
If available, provide the contact information of someone else the sender can reach out to if they need more immediate assistance while you are away. Make sure you notify the alternative contact and only share their details if they have agreed.
Example auto reply with alternative contact:
Thank you for your message. I will be out of the office until October 15 and will respond when I return. In my absence, please contact Jane Doe at [email protected] or 123-456-7890 if you need immediate assistance.
Set Proper Expectations
Be clear about when you will resume normal email communication so the sender knows when to expect your reply. If you will be completely unreachable or slower to respond during your time away, set those expectations upfront.
Example auto reply setting expectations:
Thank you for your email. I will be traveling for work until October 20 and will have limited access to email. I will respond upon my return to the office on October 25 when I can give your message the attention it deserves. Please reach out to me again if you do not hear back by then.
Offer to Follow Up
Give the option to resend or forward the message when you are back and able to respond fully. This shows extra care and consideration for the sender’s needs.
Example auto reply offering follow up:
Thank you for contacting me. I’m currently on vacation and away from the office. Please feel free to resend your email when I’m back in the office on Monday, October 3rd if you still need assistance and I will follow up then.
Use a Professional Email Signature
Close your auto reply with your professional email signature, including your name, title, company details and contact information. This gives the message a polished finish.
Test Extensively Beforehand
Before activating your auto reply, test it extensively by sending test emails to yourself and others. Check the spelling, grammar, formatting, and timeframes. Verify the auto reply works as intended and the alternative contacts are reachable.
Set a Start and End Date
Specify the exact date range when the auto reply will be active in your out of office message. Only turn it on right before you leave and turn it off as soon as you return.
Update the Message If Plans Change
If your return date changes or contact details need updating while you are away, log back in and modify the auto reply to avoid confusion. Keep the message current.
Use Auto Reply Thoughtfully
Only use auto reply when you are completely unavailable for an extended period to avoid overuse. And avoid automated replies when you can since personalized responses are best.
Examples of Good Auto Reply Messages
Here are some full auto reply examples encompassing the best practices:
Out of Office Example 1:
Thank you for your email. I will be out of the office from October 5-15 and will not have access to email. I will respond promptly upon my return on Monday, October 17. Please feel free to contact Jane Doe at [email protected] if you need more immediate assistance. I appreciate your patience and look forward to catching up on emails when I am back in the office next week.
Best regards,
John Smith
Out of Office Example 2:
Hello, this is Joan Smith. Thank you for your message. I will be traveling for a conference October 4-8 and my response will be delayed. Upon my return on Monday, October 10, please resend your email if you still need my assistance and I will make responding a priority. In the meantime, Joe Green at [email protected] would be happy to help! I appreciate your understanding and look forward to being back in touch next week.
Regards,
Joan Smith
Title: Marketing Director
Customizing Your Auto Reply
While those examples cover the key components of a good auto reply, you may want to customize your message depending on your situation and preferences. Here are some additional tips:
– Adjust the tone and formality to suit your relationships with senders – more formal for colleagues/clients or casual for friends.
– If traveling, you can optionally mention the destination but avoid specifics. For example “While traveling abroad…”
– If you will really be entirely offline, state that upfront clearly to avoid any expectations of response.
– For shorter absences, include the specific date of return to the office. For extended absences, give a general timeframe.
– If business travel, mention any relevant details about the purpose of the trip.
– Offer to follow up with the sender directly by phone upon your return if it’s a key client or time sensitive matter.
– For recipients in different time zones, indicate when you will be back in the office with time zone details.
– If your schedule is fluid, indicate “expected” dates of absence and return to give yourself flexibility.
The important things are setting expectations, offering alternative contacts, and reassuring the sender you will respond. Customize the specifics based on your situation.
Conclusion
An auto reply message allows you to temporarily manage your emails while focused elsewhere and reassure senders you’ll get back to them soon. A thoughtful auto reply demonstrates professionalism and care for your contacts. Keep your auto reply friendly, concise and informative, provide alternative contacts, set proper expectations on response time, and only use auto responses when completely necessary. With some personalization and best practices, auto replies can be an effective email management tool.