The festivities are knocking on the doors. If you have planned your vacation (or probably planning to do a staycation) already, the first thing to do before you head off with your family is to automate out-of-office emails.
Before you leave the office, handing over your duties and writing out-of-office emails to your colleagues and clients are of utmost priority. Whether it's a staycation, a long weekend getaway, or a full-blown tour, you can't derail the projects or cause inconvenience to your clients.
Sending an out-of-office email to the concerned is always a good option to maintain a smooth workflow. So, how do you write an engaging out-of-office email template?
Let's learn how to write out-of-office email templates. Here we present you a sample template, best practices, deliverability score, and the dos and don'ts for you.
Subject: Out of Office
Dear {recipient name},
I'm out of the office till {date} for vacation and will be checking my email once a day.
Please reach out to {contact name} in the following days if you need anything urgent. {contact name} is available: {days and times}.
Best,
{sender name}
Template Rating on a few factors:
· Number of words (48)
· Social proof (8/10)
· Introduction (9/10)
· Fluff (1.5/10)
· Large paragraphs (1/10)
· Single CTA (9/10)
· Potential to convert (8.5/10)
· Spam word use (0/10)
· Complex sentence use (0)
1. Clarify the exact dates of your absence, including when you will get unavailable and return to work again. It will give your client/colleagues a clear idea of when to reach out to you again.
2. Always mention why you are absent from the office in those emails. Mentioning a vacation always results in fewer callbacks or emails.
3. Do not mention a substitute contact if the person hasn't agreed upon it. Also, writing a funny or interesting email to your clients is tempting, but refrain from bragging about your vacation in your out-of-office email template.
Out-of-office emails are automated responders specifically created by employees/service providers for people who try to reach you when you are out of the office.
Setting up automated out-of-office emails is easy:
1. Go to your email settings and click on the file option.
2. Click on the automated replies from the dialogue box.
3. You must write the auto-response out of the office email, click OK, and save it.
The simple answer is yes. If you are a responsible worker or a service provider, you should always set up out-of-office emails for anyone who tries to reach you. It is polite and helps the recipients reach out to the substitute contact in your absence.
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