Why Your Out of Office Emails Are Costing You Money

Learn about how to grow your revenue by customizing consumer responses in a way that is both personalized and targeted.

Have you ever received an email like this…

Thank you for your message. Unfortunately I will be out of office until Oct 4th and will not be able to respond until then. If you are emailing me about an urgent matter please forward this thread to James Smith at xyz@gmail.com.

Emails like these are par for the course, and aside from being annoying they typically do not raise any eyebrows. This is because such communications are standard practice due to business managers failing to understand what is being left on the table.

Segmentation and Personalization: The Key to Customer Satisfaction

In the ever-evolving world of business, the terms "segmentation" and "personalization" have become buzzwords, but what do they actually mean, and what purpose do they serve?

Different customers of any given product have different needs and wants. In order to best serve the customer, these needs and wants must be addressed. Segments refer to groups, whether they be demographics, psychographics, behavior, or a combination of these. Personalization takes segmentation to another level, often by leveraging data and other analytics to service as well as interact with a customer more intimately.

A study by McKinsey & Company found that companies who optimize for personalization generate 40% more revenue than those who don’t. Much of this is due to the fact that 71% of consumers expect personalized interactions and 76% get frustrated when this doesn't occur.

How Out of Office Tools Can Help You Segment and Personalize

If all consumers are different, why should they be treated the same? Moreover, why should important customers be dealt with in a way that is likely to make them frustrated?

By having a dynamic out of office response system, you will not only be able to appeal to the wants and needs of a customer, but you will also be able to meet their demand of being treated individually.

1. Targeted Information for Different Customer Segments

With a dynamic out-of-office response system, you can customize your messages to address the specific concerns and expectations of each customer segment. For example, you can provide special promotions to your VIP customers, offer helpful guides to first-time buyers, and assure regular shoppers that their orders will be processed promptly upon your return. This level of personalization enhances customer satisfaction and increases the likelihood of repeat business.

2. Individualized Responses for Important Clients

Important clients, stakeholders, or partners often expect a higher level of attention and responsiveness from your business. When they reach out to you and receive a generic out-of-office message, it can be a source of frustration. This frustration can lead to missed opportunities and potential revenue loss.

A dynamic out-of-office response system allows you to identify and prioritize messages from important clients. You can set up customized responses specifically for these individuals or organizations, assuring them that their inquiries are valued and that you will attend to them as soon as possible. This personalized approach strengthens your business relationships and fosters trust and loyalty.

3. Leveraging Data for Enhanced Personalization

Modern businesses rely heavily on data and analytics to understand their customers better. This data can include past purchase history, browsing behavior, location, and more. By integrating your out-of-office email system with your customer database, you can leverage this data to deliver highly personalized responses.

For example, if a customer has recently browsed a specific product category on your website, your out-of-office response can highlight related products or offer exclusive discounts in that category. This level of personalization not only meets customer expectations but also increases the chances of converting leads into sales.


Your out-of-office emails are not just messages of unavailability; they are valuable touchpoints for engaging with your customers. By implementing a dynamic out-of-office response system that incorporates segmentation and personalization, you can turn these moments of unavailability into opportunities for revenue growth. Don't let your out-of-office emails cost you money; instead, leverage them to enhance customer satisfaction and drive business success.

Source: https://www.mckinsey.com/capabilities/growth-marketing-and-sales/our-insights/the-value-of-getting-personalization-right-or-wrong-is-multiplying



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