Out of Office messages: Personalizing Responses for Different Audiences

When you return from a relaxing vacation, the last thing you need is a full inbox! Out of Office (OOO) or autoresponder OOO messages let your contacts know you will be temporarily unavailable. Depending on the content, the message will also let them know when they can expect you back and how to proceed in your absence.

But a one-size-fits-all approach will not work. Writing the message requires careful thought and consideration of your audience and work environment. A blunt message can make you sound too harsh, but a friendly tone may imply that you can be contacted. The key is to create a balance that is neither too friendly nor too rough per intended recipients.

Here are some ways you can tailor your OOO message for maximum impact and prevent misunderstanding or conflict:

For Internal Colleagues – Clear and Concise

A straightforward and simple message is best for colleagues you have worked with for a while.

Example:

Hi @Sender,

I am currently on vacation and will return on @OOOToDate. 

Please get in touch with @BackupName at @BackupEmail in my absence. 

I will get back to you as soon as I am able to.

Best Regards,
@Me

For External Clients: Polite and Professional

External clients expect professional emails from people they are doing business with. It instills confidence.

Example:

Dear @Sender,

Thank you for your email. I'm currently attending a conference until @OOOToDate and may have limited access to email. 

For urgent matters, please contact @BackupName at @BackupEmail.

I appreciate your understanding and will respond to your message promptly when I return.

Best regards,
@Me

External Partners: Concise and Clear

Business partners expect clear, courteous, and concise emails. Strive for an authentic and genuine connection within the email to encourage rapport based on mutual respect and understanding.

Example:

Dear @Sender,

Thank you for your email. 

I'm currently attending a business conference and will be out of the office until @OOOToDate. If you require immediate assistance, please contact @BackupName at @BackupEmail.

I appreciate your patience and understanding and will respond to your message shortly upon my return.

Regards,
@Me

Vendors and Suppliers: Helpful and Professional

Maintain a professional and accommodating demeanor in a OOO messages meant for vendors and suppliers.

Example:

Dear @Sender,

Thanks for getting in touch. 
        
I am on a business trip and will be unavailable until @OOOToDate. 
        
For any urgent matters, please contact @BackupName at @BackupEmail. 
        
I appreciate your cooperation and look forward to reconnecting upon my return.

Best regards,
@Me

Personal Network: Warm and Courteous

People in your personal network will appreciate an email that is warm and has an informal tone. Even if you are out of the office, the OOO message they receive should inform them of your future availability in a natural and friendly way.

Example:

Hi @Sender,

Thanks for getting in touch. I'm presently taking some family time and will be away from my inbox until @OOOToDate. 
    
If it's urgent, feel free to contact @BackupName at @BackupEmail.

Looking forward to contacting you soon!

Warm regards,
@Me

High Priority Clients – Responsive

It's important to assure high-priority clients of your continued support and responsiveness even in your OOO message. These clients depend on your expertise, so maintaining clear communication and addressing their needs promptly is crucial. By reassuring them of your commitment to their projects or engagements, you can strengthen the partnership and instil confidence.

Example:

Dear @Sender,

Thank you for reaching out. 
        
I'm presently on a business trip and will have limited access to email until @OOOToDate. Your project remains a priority, and I'll try to address any urgent matters promptly.
        
In the meantime, please contact @BackupName at @BackupEmail for immediate assistance.
        
I appreciate your understanding and patience.
        
Warm regards,
@Me

New or Prospective Clients

An out-of-office message directed at new or prospective clients should be informative, friendly, and have the info they expect from a new collaborator. It can set a positive tone for future interactions on your return:

Example:

Dear @Sender,

Thanks for the message! 
    
I'm on leave at the moment and will be out of the office until @OOOToDate. I'm excited to connect with you upon my return. 
    
In the meantime, feel free to explore our website for more information about our services/products.
    
For urgent inquiries, please contact @BackupName at @BackupEmail. Looking forward to speaking with you soon!

Best regards,
@Me

General Inquiries – Informative and Polite

An out-of-office response to general inquiries should be informative and courteous. It should address the inquiry while leaving a positive impression.

Example:

Hi @Sender,

Thanks for reaching out. I'm currently out of the office on sick leave and will be unavailable until @OOOToDate.

For any urgent matters, please contact @BackupName at @BackupEmail. 
        
Otherwise, I'll respond to your message upon my return as soon as I can.
        
Best regards,
@Me

The bottom line is that out-of-office messages shouldn’t read like templates. While you aren’t available to answer emails, the tone of this message can set the tone for your work relations. The information should be clear, concise, and relevant to intended recipients, and it should tell them how they can proceed in your absence.

When to Use Out of Office (OOO) Messages

An out-of-office message is a valuable email assistant that informs your contacts that you are unavailable and when they can expect your return. It is simple and straightforward, but how you use them can make a difference in managing expectations and remaining professional.

Here are some common scenarios where these messages are useful:

For Unexpected Emergencies

These include family emergencies or sadness illnesses or injuries that keep you out of the office for a while. An OOO message can help you manage expectations and reassure your contacts. You don’t need to go into details. A simple and short message stating the reason behind your absence and the contact details of an alternative contact can put them at ease.

For a Planned Absence

These include planned vacations, personal errands, or business conferences. Let your contacts know the reason behind the absence and set clear expectations in the message. By doing so, you can minimize work disruptions. Whether you will be out for a few days or weeks, the OOO message can reassure your contacts and let them know when you can reply.

High Workload Instances

Stringent deadlines, a large project, or intense focus on specific and critical tasks can put your email on the back burner. But your contacts will still expect an answer from you ASAP, irrespective of your schedule. A simple OOO message informing them of your unavailability for non-urgent matters can be a buffer as you prioritize tasks. Again, provide alternative contacts to ensure major issues are addressed promptly or re-planned if need be.

Scheduled Days Off

By scheduled days off, we mean weekends or non-working hours when you are unavailable. While these may not warrant an OOO message, if you expect a high volume of emails from important contacts during those hours, the message can help you prevent frustration for recipients who may be waiting for a response. If they are in different time zones, these messages can prove invaluable.

Business Travels

Business trips, whether you're traveling within the country or abroad, usually mean you'll have limited access to emails or other communication channels. That's where the handy Out of Office (OOO) message comes in. It's like leaving a digital note on your virtual door to let people know you're away and might not be able to respond right away.

During your business trip, setting up an OOO message helps you keep everyone in the loop about your temporary unavailability. You can also include alternative contacts for urgent matters in case someone needs immediate assistance while you're away.

Knowing when and how to use out-of-office (OOO) messages is a fundamental aspect of effective communication management in the professional world. Whether you're planning a vacation, dealing with unexpected emergencies, or are on a business trip, these tools can inform your contacts of your temporary unavailability and manage expectations regarding response times and availability.

Personalize your OOO responses for free! Start your free trial today!