Setting an out of office auto-reply is a common part of using e-mail. Most people consider it a trivial task, they, however, often don't realize how many people read these automated messages and what impression the messages give. The Management Today website, therefore, published ten tips on what to be careful of when setting up automatic replies so that your professional reputation remains unsullied.
1. Don't forget to turn the message on
If you know in advance that you will not be in your office for a certain time, invest five minutes in letting other people now it as well.
2. Include the date of your return
If you know it, always include the date when you will be available again in the message.
3. Make sure to mention correct dates
Take care to provide correct dates. The recipient of your automatic message should not read that you had returned sooner than you went away, or that you will be absent several years later.
4. Refrain from too much detail
There is no need to describe in detail where you are and why you are not in the office.
5. Remain polite
Thank senders for their messages and politely ask them to contact you later. Write clearly and in the standard language.
6. Beware of too much familiarity
Maintain professionalism. Even if you communicate with your close friends using your work e-mail, your clients certainly don't expect you to call them "darlings", etc.
7. Don't forget to mention contacts
Specify who to contact during your absence.
8. Don't forget to tell the contacts that you will mention their names in the message
They should not be surprised when your clients and colleagues suddenly start to contact them.
9. Omit humor
Not everyone would understand your joke. Stick to the rule of brevity and politeness.
10. Remember to turn the message off
After returning to the office, you can leave the message turned on for one day longer so that you can read through the messages you received. However, when communicating with someone by e-mail, he/she should not receive messages that you are gone.
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