Creating the Perfect 'Away From Workplace' Email
Yes, should we even be calling it the ‘out of office’ email anymore? Maybe “Away from Workplace” is too much of a mouthful but clearly we are ‘out’ of the office far more often now than we used to be a few years ago. Regardless of the name, what really matters is how you craft these messages for different situations. It’s all about setting the right expectations, ensuring your colleagues know your status, and managing your time effectively.
Be Concise and Clear
Your message should always be concise and to the point. Mention the dates of your absence, the reason (if you’re comfortable sharing), and a point of contact for urgent matters. Nobody wants to read a lengthy novel while you’re away, so keep it brief.
Set Expectations
Clearly state how often you’ll be checking your email while away. If you plan to check it sporadically and to reply to urgent requests, let your colleagues know. If you won't be checking it at all, that’s perfectly fine too—just communicate that. The key is to manage expectations so people aren’t left wondering when they’ll hear from you.
Don’t Promise Immediate Responses
One common mistake is telling people you’ll get back to them as soon as you return. While it may seem like a polite gesture, it can set unrealistic expectations. You aren’t going to have time to deal with all your emails on the very first day you’re back. Instead, express your commitment to address their message as soon as possible after you’re back, without specifying a timeline.
Customise for Emergency Situations
In the rare event of a genuine emergency, you might want to make sure your message provides clear instructions on how to reach you. For example, “send me a message marked URGENT” or “call me on ….”. In Outlook, you can actually specify two versions of the auto-reply message, one for people within your organisation, and for external senders. You might want to give colleagues your mobile number for a genuine work emergency, if appropriate, but not to the random salesperson trying to sell you video editing tools…
The Holiday Mode: Disconnect to Reconnect
When you’re finally off for that well-deserved break, the message should reflect just that. Start by conveying your appreciation for the message, then share the dates you’re unavailable and assure them that their message hasn’t gone into a digital black hole. Mention an alternative contact for urgent matters. Remember, the goal here is to make it clear you’re not working. If you must, include a polite line about checking your emails once a day for emergencies but stress that you’ll be mostly offline.
Sick Days: The Health Comes First Approach
If you’re feeling under the weather, don’t leave people wondering. Explain the situation briefly (a good approach is to say you are ‘recovering’ from a cold/flu). Mention your expected return date if you know it, or just say you expect to be back ‘next week’ or whatever is appropriate for the situation. Politely inform them that you might not be able to respond promptly, and it’s best to contact a specific colleague if they need a faster response.
Business Trips: The Explorer
When you’re on the road/plane/train for work, let your colleagues know that you’re travelling and that you’re in a different time zone, for example. Provide the dates of your trip and your expected response time, but keep in mind you’ll probably have meetings and engagements to attend. Will you really have time to deal with emails as well? Encourage people to connect with a designated colleague if their matter is urgent.
Conferences: Learning and Networking Mode
For these occasions, it might actually be a good tip to have your message specify the event you’re attending. Use it for a bit of extra promotion! Or simply state that you’re participating in a conference and will have limited email access. Give a contact person for urgent issues.
Remember the Chat Apps
In addition to your email, don’t forget to update your status on collaboration tools like Teams, Slack, or whatever chat app your company uses. This ensures your colleagues know you’re away without having to send an email. It’s a handy way to keep everyone in the loop.
…and to Turn It Off!
As your return date approaches, don't forget to disable your out-of-office email and update your status back to ‘Available.’ It’s a simple step but often forgotten, and people end up getting auto-replies even when you’re back at work. With Outlook and most email apps, you can set the auto-reply to automatically turn off on a certain date anyway.