How to write an ‘out-of-office’ email
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What happens to your incoming emails when you are away for a few days or a few weeks? You probably use the automatic ‘out-of-office’ function in outlook or
whatever email system you use. This sends automatic replies to any emails you receive in your absence, telling people how long you will be away for and what will be happening to their mail. Often, people will be upset that they can’t communicate with you directly – all the more reason to make sure your out-of-office email is friendly, profesional and absolutely clear.
This is how you write a perfect out-of-office email in English.
Your out-of-office email should include
1 a clear subject line
2 a friendly greeting
3 an apology for your absence
4 the date you will be back in the office
5 information about what will happen with the email in the meantime
6 the contact details of whoever is standing in for you
7 a friendly closing salutation
8 your email signature
The subject line
Think carefully about the subject line. This is the first thing the recipients will read. Obviously, the subject line cannot be personal, because everyone who sends you an email will receive it, but it should be friendly and not just ‘AutoReply’, which is included in your email programme.
- I am on holiday / vacation until 15 September.
- I will be back in the office on September 15.
- Mary Jane is standing in for me during my parental leave.
A friendly greeting
This is directed at everyone who sends you an email so it has to be general. But this does not mean it has to be impersonal.
- Hello and thank you for your email
- Hello and thank you very much for your message
An apology for your absence
For whatever reason you are away, it is polite to apologise. In some cases – parental leave, a lengthy period working in another branch – you should say why you are away. In other cases, there is no need to give the reason for your absence, especially if it was stated in the subject line.
- I am on parental leave.
- I am working in our Paris office until the end of the year.
The date you will be back in the office
No-one wants to know how long your annual vacation lasts. Writing down ‘I am away on holiday for three weeks’ will only sound as if you are trying to make people envious! So restrict the information to the date you will be back.
- I will be back in the office on Wednesday, October 24.
- I am out of the office until Monday, September 24.
Information about what will happen to the email and contact details. The email may be automatically forwarded to a co-worker, or you may want to give the contact details of whoever is standing in for you.
- Your email will not be forwarded, but you are welcome to contact Bettina Mertens(bmertens@gistranetz.com), who is covering for me.
- Your email will be forwarded to Sandra Schwertfeger who is standing in for me.
A friendly closing salutation
Like the opening salutation, this has to be general but friendly.
- Kind regards
- Best regards
Your email signature
Your email signature, which is sometimes called ‘email signature block’, is your name, email address, telephone number and whatever information you choose to provide. It is generated automatically at the bottom of every email you write.
- Jean Lennox
Let’s talk Business English
www.secretary-today.de
Here are some suggestions for out-of-office mails:
If you are on holiday
To
From: Jean Lennox
Subject: Jean Lennox is out of the office
Hello and thank you for your email.
I am sorry that I am not able to answer your mail personally as I am out of the office.
I will be back on Wednesday, 15 October, whenI will promptly deal with your message.
In the meantime, you can contact John Woods
at:
Email: woods@jeanlennox.com
Phone: 0228 265.......
Your email will not be passed on to him.
I apologise for any inconvenience caused by my absence.
Kind regards
Jean Lennox
email signature
If you are off sick and don’t know when you will be back
To
From: Jean Lennox
Subject: Jean Lennox is out of the office
Hello and thank you for your email.
As I am unable to deal with it personally at the moment, it has been redirected to
John Woods:
Email: woods@jeanlennox.com
Phone: 0228 265.......
John is fully aware of my current projects.
I apologise for any inconvenience caused by my absence.
Kind regards
Jean Lennox
email signature
If you are on parental leave
Hello and thank you for your email.
I am on parental leave until the end of March 2008.
During my absence please address any inquiries to Ms Katrin Schneider, Telephone 089332-363, or email katrin.schneider@jeanlennox.com. Ms Schneider will be pleased to help you.
Your email will be automatically forwarded to her.
Kind regards
Claudia Beyer
email signature