This pandemic has taken a significant toll on mental health, and because of this, everyone should prioritize taking vacation time to recharge. Even when on the clock, employees should make it a point to take a few minutes out of their day to clear their minds. Whether it’s a quick workout or meditation, employees need these mini-breaks to keep on top of their mental wellness.
For these times you are away, creating an autoresponder out-of-office (OOO) email message lets your clients and colleagues know your reason for any delayed responses. Whether you are on vacation or temporarily stepping out of the office, be sure to set up an OOO.
Your OOO message should be brief but also include the following key factors:
The time you will be away – Provide the exact date you are gone and your return to office date.
Reason for absence – This doesn’t have to be overly detailed, but a brief reason such as vacation or parental leave is sufficient.
Alternative contact information – Provide a name, email or phone number for any colleagues who can be of assistance while you are gone. Be sure to get the consent of these colleagues before creating your OOO.
Along with vacation, OOOs can and should be used for a variety of other reasons.
Template 1: Vacation
Hello,
From July 7 to July 14, I will be taking my vacation. When I am back in the office, I will be returning emails and calls as soon as I can. If you require immediate assistance, please email Janice Brown at janicebrown@companyname.com.
Thank you so much for being so patient,
Brian Anderson
Computer Technician
Template 2: Work Conference
Hello,
Thank you for your message. Unfortunately, I will be unable to access my email from September 10 to September 12 as I will be at the SecTor conference. If you are in the area, feel free to connect. I will try and return emails promptly at my return. If you need immediate assistance, please get in touch with Justin Park at JPark@companyname.org.
Best,
Riley Cook
System Analyst
Template 3: Parental Leave
Hello,
I will be away on parental leave from March 18 to June 24. While I am away, our new and talented Cyber Security Analyst Kim Green will be taking over for me. You can contact her at KGreen@companyname.ca for all your needs.
Thanks for your understanding,
Tim Pierce
Cyber Security Analyst
Template 4: Short-term Breaks
While this is not a reason people often think an OOO is needed, it can be helpful to have one. You might use this if you are at an appointment or just taking a break to ease your mind
However, we live in a world where people want quick responses and solutions, and an OOO is a great way to help minimize this frustration.
Hi,
I will be away from my desk from 10 am to 1 pm today, July 10. I will not be able to access my email during this time. For any urgent matters, Maya Robinson can assist you. Please email her at MayaRobinson@companyname.ca or by phone (416)-xxx-xxxx.
Sincerely,
Luke Young
Network Administrator
Template 5: Internal Message
Hello,
Thank you for your message. I will be out of the office from May 10 to May 19. I will be able to answer any questions on my return. If you need immediate assistance, please email Keri.
Thanks,
Cecilia
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