One important item that should never be forgotten while planning time out of the office (for vacation, holiday closures, business trips, etc.) is the “out of office email reply” for those contacting you.
It is important to make sure you let people know when you will knowingly be away from the office for an extended length of time. Why? Because the reality is, people contacting you are awaiting a response within 24 hours of contacting you (if not sooner).
A great out of the office auto-response will let others know:
- How long the person you are contacting is unavailable (dates, etc.)
- Who to contact in their absence
- The person’s return date
* You can find an out of office reply option in your email settings.
Did you know that you can also use your auto respond email to generate sales and followers? Yes, you can! However, we know that sometimes, trying to figure out what to write in these emails can leave you feeling a little stumped. That’s why today we are sharing 7 professional out of office email replies – including a few lead and sales generating templates to help you drum up new business while you are away! Just cut, paste and edit/fill in the blanks!
Out of the office – basic professional response
(Your Greeting),
Thank you for your email. I will be out of the office from (MM/DD) to (MM/DD) and I will have limited access to email / will not have access to email. If this matter is urgent, please contact (NAME) at (EMAIL) or (PHONE). I will do my best to respond promptly to your email when I return on (MM/DD)
Best,
(Your Name)
Out of office – reach me on mobile
(Your Greeting),
Thank you for your message. I am currently out of the office, with no email access. I will be returning on (Date of Return).
If you need immediate assistance before then, you may reach me on my mobile – (Mobile Number).
Best,
(Your Name)
Out of Office – Maternity / Paternity / Sick Leave
*It is important to make sure employees let people know they will not have any access to their emails if they are going on any type of medical leave, as laws do not allow employees to “work” while on medical leave. You must make sure that you appoint someone whom you can forward the emails to so they may respond, however, an auto response is still necessary as some clients prefer to speak to certain people in the office if possible.
(Your Greeting),
Thank you for your email! I have gone on maternity/paternity/medical leave. I will not have access to my email from (MM/DD) to (MM/DD). During my absence please contact (NAME) at (EMAIL) or (PHONE).
Best,
(Your Name)
Out of office + Lead Generation
**Use this opportunity to encourage webinar attendance, course sign-ups, downloads, or any other lead generation tactic your sales and marketing team implements.
(Your Greeting),
Thank you for your email. I’m currently out of the office from (MM/DD) to (MM/DD) and will have limited access to email / will not have access to email. If this matter is urgent, please contact (NAME) at (EMAIL) or (PHONE).
In the meantime, did you know we have a weekly/monthly newsletter? Yes, that’s right! Get (Enter type of content: updates, content and coupon codes) sent right to your inbox every week/month. To ensure you don’t miss out on all the good stuff, sign up for our newsletter here. (Enter a hyperlink to your newsletter sign up page!)
I’ll be sure to get back to you when I return on (MM/DD).
Thanks,
Best,
(Your Name)
Out of the office – Follow us on social
*53% of those who follow brands on social media are more loyal to those brands. People are more likely to follow you if asked or presented with the opportunity and you can do this in your vacation responder!
(Your Greeting),
Thank you for your email. I’m out of the office from (MM/DD) to (MM/DD) and will be responding to my emails when I return on (MM/DD).
To keep up with all the latest happenings at (COMPANY), follow us on Facebook / Twitter / LinkedIn / Instagram / Pinterest / Etc. (**Add links to the platform titles)
If you need immediate assistance during my absence, please contact (Contacts Name) at (Contacts Email Address). Otherwise, I will respond to your emails as soon as possible upon my return.
Best,
(Your Name)
Out of the office – Networking (event/conference etc.)
(Your Greeting),
Thanks for your email. I’m out of the office, attending the (Name of conference/event) from(MM/DD) to (MM/DD). Will you be there too? I’d love to connect! Our company will be exhibiting at booth ###. Please, feel free to stop by! (NAME), our (TITLE), will be speaking about (subject) on(DAY) at (TIME) in (LOCATION). (he/She) will be offering tons of valuable information and you won’t want to miss it!
Can’t be there? Follow and tweet me @Twitter_Handle for updates and a behind-the-scenes look at the conference. I look forward to hearing from you!
If you need immediate assistance during my absence, please contact (Contacts Name) at (Contacts Email Address). Otherwise, I will respond to your emails as soon as possible upon my return.
Best,
(Your Name)
Out of the office – Information about possible inquiry/ Info on service
*This email is great for promoting a service or product the person *might* be emailing you about. This is also a great way to get those contacting you to learn about a new product or service by sharing reviews, links, media or informational content.
(Your Greeting),
Thanks for reaching out. Unfortunately, I’m out of the office from (MM/DD) to (MM/DD) with limited / no access to email. If your question can wait, I’ll be responding to the emails I missed when I return on (MM/DD). If not, please contact (Contacts Name) at (Contacts Email Address) for further assistance.
Did you email me about (Product/Service)? Great! Read what our customers are saying about how great their experience has been. (Link to customer testimonials) You can also get a (enter Promo deal i.e” 20% off, BOGO etc) by clicking here! (place a hyperlink on “clicking here”)
I’ll get back to you as soon as I can.
Best,
(Your Name)
Don’t Forget…
Do not forget to also update your office voicemail and your cell phone voicemail (if you have a company cell phone or if any clients reach you directly on your mobile device).
You can sign off on your emails with any variety of closings, like “Thanks, Sincerely, Happy Holidays, Kind Regards” etc.
Also, don’t be afraid to use a little humor in your emails! Everyone loves receiving funny, crafty and creative responses. Just make sure the humor cannot be construed in any way that may offend someone. If you do this, let a few people review it and let you know if it is OK. Also – make sure to clear it with the boss if you are not the owner!
Do you have an auto-respond email that has helped you generate more business or social media followers? Please share it with us in the comments below!