The Productivity Blog

Professional Out-of-Office Autoresponder Email Messages

operations Dec 24, 2022
airport travel
If you’re like most business owners this time of the year, you are most probably planning your Christmas vacation. December, after all, is the month of feasts, right?
 
Let’s be honest, it’s not just about December, but every month has got to have its urgent out-of-office duties, which piles up our unread emails and calls from clients and partners. Luckily, you don’t have to worry about that with the help of auto email responding programs taking the role of your third hand!
 
Therefore, whether you’re out on your annual vacation, on a conference, a business trip, or personal travel to recharge your energy, make sure you prepare an out-of-office autoresponder email template.
 
 Here are the most effective “out of office” email templates that you will definitely adopt. 
 
But first, what are autoresponder email messages?
Well, it is an email message that replies to your customers or colleagues to notify them you are not available at the moment for various reasons, including:
  • A meeting
  • A vacation
  • Personal delay, leave, or commitment
  • Maternity leave
  • Urgent appointment
Or others.
 
It is very crucial for your business since it assists customers in need while you’re away, and assures them that your lack of response temporarily is not bad customer/client service.
What does it include?
  • Professional greeting
  • Notification that you’ll be away, the reason and how long
  • When would you reply
  • Who to contact in case of an emergency
  • Other instructions
Check out this sample:
Hey there,
“I am busy at the moment as I’m enjoying my Christmas vacation in Paris! Will get back to you asap!”
Now that’s an example of a bad autoresponder email sample.
 
Samples of a good one? Here you go:
 
[Dear Mr./Mrs., ]
Greeting from [your company name]
Thank you for your email. However, I’m unavailable currently as I’m [reason for leaving], and will be back by [Date]. 
In case of urgency, kindly contact [phone number, email, colleague email address]
Best Regards,
[Your Name]
 
OR
 
Hello,
Greeting from [your company name]
Thank you for your email! I am currently out of the office [reason]. I will be returning to the office on [date] and will be sure to respond to your message as quickly as possible.
If you need assistance in the meantime, please feel free to reach out to my manager, [contact details]
Warm Regards,
[Your Name]
 
OR
 
Hello,
Thank you for your email.
I am out of the country until [date] on my annual leave. During this time I will not have access to this email account.
If you have something urgent, please contact my assistant, [name], at [email address].
Warm regards,
 [Your Name] 
 
 
 
 
Need someone to hold the fort while you’re away? Why not hire a virtual assistant?
Sbeih Virtual Assistance is a growing leading company in the Arab world for virtual assistance! 
 
Check out our various services and packages on our website www.sva.agency. If you find this content useful then you’ll love our Instagram account @sva_agency where we share tips, advice, and some motivation to get you through the work week.
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