How to write your out of office auto reply in English.
The summer holidays are fast approaching. But before you can head off to sunny places there's one last thing to do: writing your out of office auto reply!
You probably have no troubles writing an out of office auto reply in your mother tongue? But are you sure that your message is perfect in English as well? Writing such a message may seem like a simple task but if your out-of-office message is unclear or incomplete, it can cause problems while you are away or when you return.
We give you a few helpful tips for writing an out of office auto reply message in English.
1. Information to include in your out of office
Classic out of office messages often contain the same information. A good out-of-office email incorporates the following elements:
- The exact dates of your absence.
Make sure there can be no confusion about the start or end of your holiday period by mentioning the exact dates. Remember to change the dates if you reuse an earlier message.
- The reason for your absence.
You may not want to mention the reason for your absence, but it can help to ensure that people don't keep emailing (or calling) you. If they know you are taking a week's holiday, they will respect that.
- The people who follow up during your absence.
Don't forget to mention the names, phone numbers and email addresses of the colleagues who can help clients or colleagues during your absence so they know exactly where to go for assistance while you are away.
- Expressing gratitude for their understanding.
You may think that this is unnecessary, but thanking people in advance for their understanding can help people grant you your time off and wait for a little while for a response to their email.
2. Things to avoid in your out of office
Of course you want to make a professional impression with your out of office message. So stick to the basics! Some things are best avoided:
- Don't give too much information.
No need to give more details about where you are going or what you will be doing.
- Don't try to be funny.
Don't try to make jokes in your out of office. They could easily be misinterpreted and give the wrong impression.
- Don't refer to colleagues who are absent themselves.
Always check with your colleagues if they will have the time to follow up your emails. There is no greater frustration for customers to be referred to a colleague and then receive no response, or worse, a second out of office.
- Don't make promises you will have to break.
After your return you'll probably have much a lot of work to catch up on. Don't say you'll answer the day of your return if that will be impossible.
3. Useful key sentences for your out of office
When you write your message you can start with one of these sentences in English:
Key sentences to start your message
- Thank you for your email. Unfortunately I am currently out of office and will not return until (date).
- Thank you for your email. I will be out of office from today and will be back on (date).
- Thank you for your email. Currently I can not answer your message. I will come back to you after my return on (date).
- Thank you for your email. I am out of the office from ... to ... and unable to respond at this time.
Key sentences to explain you will (not/soon) answer the email
- I will have limited access to my email during this period. I will answer your email as soon as possible on my return.
- If you need immediate help during my absence, please contact my colleague(s) on (telephone number) or (email address).
- In my absence, please feel free to contact my colleague on (telephone number) or (email address).
- As your email will not be forwarded, please contact my colleague on (telephone number) or (email address).
- For any enquiries please call (telephone number) or email (email address).
- I am out of the office but picking up emails sporadically.
- Your email will be forwarded and processed/looked at/dealt with/answered.
4. Examples of good out of office auto replies
So how to combine those key sentences in one good out of office auto reply? We give you some examples you can use this summer:
Example 1
Thank you for your email.
Unfortunately I am currently out of office and will not return until Monday 25th of July.
In my absence, please feel free to contact my colleague Ann on (telephone number) or (email address).
Thank you for your understanding.
Kind regards
Example 2
Thank you for your email.
Currently I can not answer your message. I will be out of office from today and will be back on Monday 25th of July.
I will come back to you after my return.
For any enquiries please call my colleague Ann on (telephone number) or (email address).
Thank you for your understanding.
Kind regards
Example 3
Thank you for your email.
I am out of the office from Monday 18th of July to the 25th of July and unable to respond at this time. I will come back to you after my return.
In my absence, please feel free to contact my colleague on (telephone number) or (email address).
Thank you for your understanding.
Kind regards
Do you need help with writing emails in English?
If you need more tailored help with your writing skills or feedback on a specific email you've written, then you can consult one of our expert language coaches at Squidll. Together you can prepare your email, extend your vocabulary and improve your text until you're happy with the end result.
Are you ready to get started? Sign up on Squidll, find a business language coach who fits your needs and start today on Squidll.
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