Robert Half International : How to Craft an Effective Out-of-Office Message

You crossed everything off your to-do list and cleared out your inbox. There's one last thing for you to do: Write and activate the out-of-office message on your email.

It may seem like a simple thing, but if your out-of-office message is unclear or incomplete, it can cause problems while you're out and when you return.

For example, if you don't clearly state the dates you'll be gone, your office coworkers and clients might send you multiple emails, clogging your inbox and making it difficult for you to catch up when you're back. And if you don't include the name and contact information in your outgoing message for the coworkers who can help in your absence, your well-earned vacation time might get in the way of ongoing projects in the company.

Here are some do's and don'ts for crafting an effective outgoing message, along with some out-of-office message examples, below:

A good out-of-office email reply incorporates the following elements:

• The exact dates of your time off - If you are simply re-activating the message you used during your last time away, make sure you change the dates, and double-check to ensure they're right.
• The reason for your absence - Colleagues might still attempt to get in touch with you if they think you'll be checking in. They'll be less likely to try to contact you if they know you're taking personal or vacation time.
• The people who can help while you're out - Provide their names, phone numbers and email addresses. If you handle multiple areas, specify each person's area of expertise so colleagues and clients know exactly where to go for assistance.