What’s worse than getting a work-related email while far away from your desk enjoying your PTO? Incessantly receiving emails because your out-of-office (OOO) message is inefficient and doesn’t share enough of the essential details.
Sure, we say we aren’t going to worry about work while OOO, but unless you’re already on your Midsommar retreat in Hårga, chances are you’re going to check your email while on vacation. Yes, that was me pandering to the people that’ve seen Ari Aster’s newest film Midsommar. But that doesn’t mean you have to let everyone know you can’t be separated from your email, because they will absolutely take advantage of that.
So, how can you make it easier to actually unplug on your much-needed getaway? By writing an effective OOO message and warning your coworkers ahead of time.
A successful OOO message should include this pertinent information:
- How?
- Who?
- When?
The “How?” should tell people how long you’ll be unavailable or unresponsive. The “Who?” tells people who to contact in your absence–just make sure you’ve made that person or people aware that they’re your backup. And “When?” tells people when you plan on returning to work and returning their emails. Without this information, it’s likely your vacation will be sidetracked by frantic clients or coworkers.
Here’s a basic example of an OOO message:
Hi there!
Thank you for your email. I will be out of the office from (date) to (date) and will have very limited access to email. If this is urgent, please contact (name) at (email) or (phone number). I will be back in the office on (date) and will respond promptly to your email.
Thanks for reaching out!
Like I said, super basic, but it relays all of the important information and gets the job done. But did you know you could be using your OOO message to generate leads?
Here’s an example of a lead generating OOO message:
Hi there!
Thank you for your email. I’m currently out of the office with very limited access to email and will return on (date). If this is urgent, please contact (name) at (email) or (phone number).
Once I return on (date), I will respond promptly to your email.
While you wait, did you know we have a weekly/monthly newsletter? That’s right! Get your dose of (company) content sent directly to your inbox. Don’t miss out on the good stuff, sign up here (link)!
Have a great day!
Whatever your company has to offer–newsletters, webinars, online courses, or other downloads–your OOO message is a great place to share that information.
And why stop there? You can also use your OOO to promote your company’s content.
Here’s an example of a content promoting OOO message:
Hi there!
Thank you for your email. I’m currently out of the office with very limited access to email and will return on (date). If this is urgent, please contact (name) at (email) or (phone number).
Once I return on (date), I will respond promptly to your email.
Fortunately for you, we have some amazing content for you to check out while you wait! Check out our latest blog/ebook/infographic/etc here.
Have a great day!
Don’t just make your OOO effective in terms of getting people to leave you alone, use it to promote your company at the same time! It’s like you’re working without actually working–and isn’t that what we all want?
Whether you’re looking to increase social media engagement, network with others, or just show people how funny you are, your out-of-office message is the perfect place to do so. Be unique, be funny, be professional, but most importantly, be in the moment when you’re on vacation and leave work behind–just for a couple of days at least.
What’s your favorite OOO message? Let us know below!