We all need a break from time to time. Whether you’re giving yourself some much-needed time off or away at an important conference, hitting the brakes when it comes to all things work and career is necessary.
When these days or weeks come along, you need to ensure you have a ready-made out-of-office message when clients call or email. The best way to enjoy your time off while not leaving your customers in the dark is by using a simple automated reply feature.
Below, you’ll find out-of-office templates you can simply copy and paste, rules for writing your unavailability message and how to set up an automated response on email or text.
Why You Need an Out of Office Message
An out-of-office message is an automatic response you send to any client or partner who emails or texts you when you take a vacation.
In this message, you could include when you’ll be back in the office or provide an alternative number to reach out to in cases of emergencies.
Setting up these automatic responses prevents upset clients who may be unaware that you’re away. In the end, these automated messages will help keep your reputation as a business and professional. Additionally, this prevents you from sifting through repeat emails and follow-ups when you come back from vacation.
The process gets even easier when you partner with us at TextMyMainNumber. Our automated texting feature allows you to customize automated reply messages when you’re out of the office. This way, you save time from sitting on your phone and replying – you can spend all the time enjoying your time off.
Out-of-Office Message Templates
There are many approaches, tones, and ways to address your customers in your out-of-office message. Below are a few examples you can copy and paste right into your automated messaging system.
Fun and Lighthearted
Hello there!
Thanks for getting in touch.
Currently, I’m enjoying one too many martinis on my vacation away. A much-needed break for me! I’ll be back by September 5th to answer any questions: business will be back as usual afterward.
In the meantime, visit my FAQ page if you have any general questions or inquiries. See you soon.
Business Casual/Professional
Hello,
I am currently out of the office at a conference in Miami. I will be back tomorrow afternoon to follow up with any emails or calls. As such, please be patient. I will get back to your messages as soon as I can.
In the meantime, you can reach out to my assistant Philip at philipllt@gmail.com for any urgent inquiries. Otherwise, visit our website for general questions.
Thank you and take care.
For Urgent Matters
Hello,
Thank you for your message.
I am currently on a two-week vacation and will return on October 27th. I apologize for any inconveniences this may have caused.
If this is an urgent matter, please reach out to my colleague Rebecca at XXX-XXX-XXXX, and she can assist you in any way that she can. In the meantime, you can also check out our website for any questions you may have.
Looking forward to responding to you all as soon as I return.
Rules for Out of Office Messages
There are ways to make your messages more effective and resonate with your clients. Below are some recommendations we have for effective out-of-office messages.
- Keep it short and sweet
You do not want to go too much into detail – your goal is to keep the message concise. For example, it’s not necessary to describe where you are and what you’ll be doing while away from the office.
People should easily skim the message and understand the situation. Make sure that your message comes off as empathetic to your clients and thank them for understanding. - Avoid making unrealistic promises
When you return, you’ll have an entire backlog of text messages and emails. You need the time to sort through the ones that are of priority and the ones that are not. As such, do not include in your message that you’ll respond to everyone within 24 hours.
It adds more pressure on yourself and you’ll more than likely fail to meet those deadlines. As seen from the templates, stating that you’ll respond to clients as soon as you can does not specify a particular deadline. - Let them know of alternatives
Sometimes people will have urgent matters. Other times, they just need answers as soon as they can. In all of your messages, make sure to include other resources or another contact number in case your clients need answers as soon as possible.
This is all in good business. In this case, customers will still feel taken care of even if you are away on vacation.
How to Create an Automated Response
Whether it’s by text message or email, we’ll show you below how to enable auto-response features.
Email: Enabling auto-response on your email depends on what server you use. On a platform like Gmail:
- Go to setting in your mailbox
- Click on the settings button on the top right corner and select Vacation Responder On.
- Set a date range in which you’ll be sending out the out-of-office message.
- Type in your message (you can easily copy and paste the templates we have above) into the text box.
- Select save changes and you’re all set!
Text: If you regularly use landline texting in your business (and you should), there is a way to enable the auto-reply feature. Most landline texting packages should already come with an auto-reply option. Here’s how to activate auto-response when you sign up with TextMyMainNumber: - Login to your TextMyMainNumber account.
- Click on the auto-reply feature.
- Set a start date for the out-of-office message
- Type and save your message.
Once you follow these steps, you’re all set when you go on vacation! If you do have any questions about creating your automated reply or how to activate it, reach out to TextMyMainNumber at 1.800.797.3167 or email us info@textmymainnumber.com. We have exceptional customer support that will walk you through any questions and concerns you may have.
Following the steps and the text message templates above will help you craft the perfect out-of-office message. This way, you can keep your customers happy while you happily enjoy your vacation away.
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