A business trip is a common occurrence for many professionals in upper management, but that time away from the office means your workplace responsibilities and communications are either slowed, deferred or altogether halted. Setting up an out-of-office message, also referred to as an OOO message, is essential for keeping your business flowing almost as seamlessly as it does while you are present.
But what makes a good out-of-office message for a business traveller? In this article, we’ll look at some examples and best practices for writing effective out-of-office messages while you’re away on a business trip, ensuring your company or department functions as optimally as possible in your absence.
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Why You Need An Out-Of-Office Message
Being away from the office doesn’t mean the company grinds to a halt. While it’s likely that you may have zero or limited access to email, there are many reasons why you absolutely must set an auto response up before leaving, as would be expected of many professionals:
- Inform contacts – Business partners, internal teams, clients, external contacts and more may know you, and only you, as their point of contact for their specific business reasons. Letting them know you are away from the office informs them that said business will be slowed, deferred or otherwise.
- Listed alternative contacts – In situations where immediate assistance is required, your automatic replies can inform the sender of the alternate contact details of the person you’re deferring responsibility to.
- Reduces email build up – If nobody knows that you’re out of office, or when you’re coming back, you’ll come back to an overflowing inbox – likely of frustrated messages following up with you repeatedly.
- Expected timeframes – Giving an expected response time when out of office tends to put at ease those needing non-urgent contact and will inform people and manage expectations when you are going to be away on business for an extended period.
- Professionalism – It’s expected to leave an auto response message, because of all the reasons listed above. It’s not unfair to say that leaving an out of office message are one of many realistic expectations of being in an important position, especially if you are on frequent business travel.
Essential Elements Of An Out Of Office Message
To craft a useful auto reply or out-of-office email message, it’s best to follow a template that is open to variables, such as the following:
- Basic information – No need to apologise for being out of office, but it’s best to thank the person for sending the email. State that you’re out of office, and have limited access to emails at this point and time.
- Reason of absence – Give a brief explanation for your absence – i.e. attending industry conferences, on a business trip, client meetings – or even something vague. Don’t provide too many personal details.
- Dates affected – State the exact dates you’ll be unavailable and out of regular contact.
- Alternative contacts – Provide names, emails and phone numbers for an alternate contact or colleagues assigned to assist while you are travelling.
- Thank them for understanding – Closing with a simple “Thanks for your patience while I’m away” sets a nice tone.
For additional tips:
- Keep it concise: Keep your message brief and to the point. Aim for a maximum of 100-150 words. Bloated responses tend to be ignored or cause further frustration.
- Use a clear subject line: Use a clear and descriptive subject line that indicates your absence.
- Provide alternative contact information: Always provide alternative contact information especially for those requiring urgent assistance. This ensures that important issues can still be addressed in your absence.
- Set clear expectations: Set clear expectations for response times and when you will return to the office. This helps manage the sender’s expectations and reduces the likelihood of frustration due to delayed responses.
- Use a professional tone: Maintain a professional or formal tone in your message. This reflects well on your professional image and ensures that the message is taken seriously.
- Test your message: Test your message before sending it to ensure that it is accurate and effective. Double-check all details, including contact information and return dates, to avoid any errors.
By following these best practices, you can create an effective out-of-office message that informs senders of your absence and provides them with essential information to manage their expectations.
Professional Out-Of-Office Examples
Here are some examples of out of office response messages for different business travel scenarios:
Attending Conferences
Thank you for your email. As of [start date] to [end date] I will be out of office attending a conference event. For any urgent requests, please contact [name and contact info] who will be covering for me. I will respond to all other messages upon my return to the office on [date]. Thanks for your understanding, and I look forward to being back in touch soon.
International Business Trip
Thank you for your email. This is an out of office reply as I will be travelling to our [location] office for client meetings from [start date] through [end date]. For anything urgent during this period, please reach out to X at Y. I will respond to all emails when I am back in the office on [return date].
Multi-City Domestic Travel
I will be travelling to our [city 1] and [city 2] offices for internal meetings from [start date] until [end date]. Should anything urgent come up, please contact [name] at [email] for assistance. I will follow up on any outstanding items when I return to the [usual city location] office on [return date]. Thank you for your patience whilst I am away from the office.
Handling Emails Upon Return
Once you’re back from your travels, there are some best practices for catching up on emails:
- Erase message settings – Ensure the out of office message is no longer active.
- Check with your alternate contact – The person covering for you will know what to prioritise based on the communications they have picked up on your behalf.
- Check messages – Check through the messages, and get rid of all the unimportant emails.
- Categorise – In an effort to decide what requires an immediate response, categories your remaining emails.
- Schedule responses – Schedule time to respond to emails systematically.
- Acknowledge absence – Acknowledge the slow response and apologise for the inconvenience.
- Summarise – Summarise the context to show you’re just as capable as you were before leaving the office.
Tools To Automate Out-Of-Office Messages
Automating your messages can save you time and ensure that no sender is left without a professional out of office response. Here are some tips for automation:
- Email Client Features: Most email clients have built-in features for setting up out-of-office replies. This ensures your out-of-office message is activated and deactivated at the right times without manual intervention.
- Craft Multiple Versions for Different Audiences: Consider creating different messages for different groups of contacts. By telling the automation tool which groups to respond to differently, you save yourself a world of extra work.
- Schedule Reminders to Update Your Message: Use your digital calendar or task management tool to alert you to check and adjust your OOO messages as necessary.
- Test Your Setup: Send yourself a test email to see how your out-of-office message appears to others to catch mistakes early.
- Assign Email Rules:You can use email rules to forward important emails to a colleague, mark messages for follow-up, or even sort incoming emails into specific folders.
Conclusion
Members of certain industries, or certain upper management professionals within a company will likely need to go on a business trip at some time. In the end, RealBusiness recommends that you always ensure you master the use of your emails, including auto reply messages settings, to maximise efficiency. Failing to remember to set an out of office message can result in delays, disruption and discontentment.
FAQ: What to Avoid in Out-of-Office Messages
When crafting an out-of-office message, there are several things to avoid to ensure it remains effective and professional:
- Too much information: Keep your message concise and to the point. Avoid sharing unnecessary details about your absence or personal life. Stick to the essential information that the sender needs to know.
- Unclear or vague language: Use clear and specific language to convey your message that all clients can simultaneously understand. Avoid jargon or technical terms that may confuse readers.
- Unprofessional tone: Maintain a professional tone in your message to reflect your professional image, and furthermore, ensure that you do not use slang or overly conversational manners to avoid frustrating readers further.
- Inaccurate or outdated information: Ensure that your message is accurate and up-to-date. Avoid providing incorrect contact information or return dates. Double-check all details before setting your out-of-office message.
- Lack of alternative contact information: Always provide alternative contact information for urgent matters. This can include a colleague’s email address, phone number, or a dedicated support email. This ensures that important issues can still be addressed in your absence.
By avoiding these common pitfalls, you can create a clear, professional, and effective out-of-office message that serves its purpose well.
