It’s finally that time of the year – you are going on a much-needed vacation and it’s time to sort out your work before you go. One of the most important things to do when leaving office is to create an auto-responder email and let your business associates and colleagues know how and when they can reach you again.
Out-of-office emails are a must, especially if you have long-lasting relationships with customers that need a prompt response. It would be very unprofessional to just leave without explaining why you aren’t answering.
You also don’t want to be stuck in the office on your last day before vacation trying to figure out how to set and write an out-of-office email.
This is why we decided to help you by providing 7 examples of best out-of-office emails.
Before we get down to that, let’s go back one step behind, and mention that other business people will be on vacation too, which means that you should prepare for that dreaded summer slump.
Fear not as we thought about that too, and used our experience to come up with some pretty useful tricks on how to keep your business afloat during the summer.
OK, now we can go back to your main topic.
What Should an Autoresponder Email Look Like?
As you probably received a number of these emails, you might be familiar with the type of information out-of-office emails provide.
For example, each out-of-office email should state how long you are going to be unavailable, when the return date is, and whom to contact in your absence.
Emails can range from strictly formal to funny, depending on the occasion and intent. They can be composed in a way that drives traffic to your website or can serve as an instrument to form a better bond with your customers.
This is especially useful since a lot of your out-of-office emails will go to people you communicate with regularly. By writing something about yourself, a funny note or a joke, it gives them an opportunity to develop a more personal relationship with you.
The Classic Out-of-Office Email Template
In case you want to keep things short and don’t have enough time to compose a creative email, go with the always popular formal option.
Also, if you work in an industry where humor would be perceived as unprofessional, stick to the classic autoresponder emails.
Thank you for your email. Unfortunately, I will be out of the office from [Date] to [Date] and will have limited access to email.
In my absence, please contact [Name] at [Email]. I will respond promptly to your email once I return on [Date].
I will be out of the office this week. If you need assistance while I’m away, please contact [Name] at [Email].
Your message is important to me and I will respond as soon as possible. In case of an urgent matter, feel free to call me at [Phone Number]
Lead Generation Out-of-Office Emails
Just because you are away, it doesn’t mean you can’t inspire others to take action. Use the end of your message for a call to action, whether you want your recipients to sign up for a course, read your latest blog, promote a demo, get involved in your business community…
This type of email can be perfect for driving sales, promoting your content and escaping the typical out-of-office email form.
I have very limited access to my email and will be back in the office on [Date].
For assistance please contact my colleague [Name] at [Email].
In case you want to learn more about our new [Service/Product]…
…check out our customer reviews and comments [Link to customer testimonials or case studies].
…visit our website and sign up for a free demo [Link to demo sign up]
…read our FAQ page and get some answers [Link to FAQ page]
This message is automated since I won’t be in the office until [Date]. I will get back to you as soon as I come back.
Luckily, our resources are always there so in the meanwhile you can get familiar with our newest article on [Name and link of the article]. I bet you will find it useful and inspiring.
Speak to you soon,
Out-of-Office Emails With Gifts
People love free things. Once they receive a cold automatic out-of-office email it would be nice to surprise them by adding a little something unexpected. It can be anything from a free ebook, download of your latest case study, or a code for a trial version of your product.
Your customers will feel less frustrated with the fact they can’t reach you at the moment and you will get an opportunity to share and promote your work.
Thank you for your email. Unfortunately, I will be out of the office from [Date] to [Date] with no access to email.
While I am gone, feel free to contact [Name] at [Email]. I will respond promptly to your email once I return on [Date].
Fortunately for you, I have included a free ebook/case study/download code that you will enjoy.
Event Promotion Out-of-Office Email
In case you are visiting a conference or a business event and that is the reason for your absence, just say it. You can use the opportunity to promote the event with people of the same industry or let them know you are a speaker as well, thus engaging in a bit of self-marketing.
Unfortunately, I am out of the office until [Date]. I will be speaking at [Event Name and Location].
In case that is close to you, feel free to drop by and connect. I will be sharing some pretty interesting thoughts on [Topic].
Humorous Out-of-Office Examples
Funny emails are getting popular and people are using a variety of methods to turn the robotic automatic email into the one that makes you giggle.
You can get creative and figure it out by yourself or use some of these examples and get inspired right away.
So, what can you do? Add a GIF or a meme, some interesting facts, a short and amusing story from your trip. Check out our top picks below.
It’s a good place to mention that Autoklose comes with a number of different email sequence templates that you can adjust and personalize to your own needs. Check them out and maybe you can find some creative ideas to implement in your out-of-office emails.
Also, we can offer you additional resources for crafting any email message template that you need; check out our blog post and find useful examples that you can easily implement within your email strategy.