How to write your automatic out-of-office messages?
5 May 2014
Read by 3496 persons
It's a long time ago that we waited ten days or more for an answer to a letter. Today, we are in the "everything, right away" era, at all levels and even more so for professional communication. We expect to have an answer within the hour, within the day, at the latest.
Those who are absent for a few days know this well and create their different automatic out-of-office messages (voicemail and email).
Here are some basic rules to follow to maintain some professional credibility:
1. Be courteous, clear, concise and simple.
An automatic out-of-office message should contain a greeting, should specify that you are out of the office, should possibly indicate the reasons, should obviously indicate your return date.
It is always well received to provide, if possible, the name and contact details of the person replacing you, to contact in case of real necessity.
2. Find and mention a "resource" person
If you are able to mention a "liaison person", remember to warn them beforehand and briefly explain the two or three major files in question so that they are not caught off guard, neither in form nor in substance. This will be wise for everyone.
3. Do not provide unnecessary details
There is no point - quite the contrary - in indicating that you are scuba diving in the transparent waters of the end of the world or that you are getting married in the Seychelles!
Only provide details if they are perfectly professional: business trip, absence for continuing education…
4. Avoid humor
There is a time for everything and your written and/or voice messages are absolutely not the place to show off your budding or seasoned comedic talents. Explaining that you are in the sun, a fruity cocktail in hand, while your interlocutor is in front of their computer, will not make your client smile much and, even if you had sharp humor, the person contacting you expects other skills from you. To be avoided in all cases, therefore.
The ReKrute.com Team
Those who are absent for a few days know this well and create their different automatic out-of-office messages (voicemail and email).
Here are some basic rules to follow to maintain some professional credibility:
1. Be courteous, clear, concise and simple.
An automatic out-of-office message should contain a greeting, should specify that you are out of the office, should possibly indicate the reasons, should obviously indicate your return date.
It is always well received to provide, if possible, the name and contact details of the person replacing you, to contact in case of real necessity.
2. Find and mention a "resource" person
If you are able to mention a "liaison person", remember to warn them beforehand and briefly explain the two or three major files in question so that they are not caught off guard, neither in form nor in substance. This will be wise for everyone.
3. Do not provide unnecessary details
There is no point - quite the contrary - in indicating that you are scuba diving in the transparent waters of the end of the world or that you are getting married in the Seychelles!
Only provide details if they are perfectly professional: business trip, absence for continuing education…
4. Avoid humor
There is a time for everything and your written and/or voice messages are absolutely not the place to show off your budding or seasoned comedic talents. Explaining that you are in the sun, a fruity cocktail in hand, while your interlocutor is in front of their computer, will not make your client smile much and, even if you had sharp humor, the person contacting you expects other skills from you. To be avoided in all cases, therefore.
The ReKrute.com Team
