Here is an analysis of ‘out of office’ replies we’ve received over the summer. 

The rationale? To explore the patter and to give us all with some options for what to do.

There was a wide range of styles, largely varying in regard to 7 factors:

– any greeting at start
– any named sign off at end
– statement of which days they are not around
– whether they will be checking in the interim (does the BB rule ?)
– explanation of why not able to answer
– whether any contact person is given
– the number of ways to contact them.

Here are some examples. Which do you like and which do you loathe?  What do others need from these messages? What does your personality favour?

 

The fully factual: no pre-amble, no grateful ending (though all use please !)

This is the dominant style – guided by the default wording in Outlook. It would be great to know the Myers Briggs type of these folk.  We guess I (not E)

I am currently out of the office with limited access to my e-mails. I will be back on Tuesday, July 15, 2010. In my absence, please contact….

I am away from 11th August to 6th September. For anything important please contact…

I will be out of the office starting 11/08/2010 and will not return until 13/08/2010.   I have no access to my emails and will reply to your message on my return. For urgent assistance please call one of my colleagues on …

I will be back in the office on Tuesday 12 Aug to deal with your enquiry.  Please call xxx for urgent enquiries.

I am now out of the office on annual leave until Tuesday 31 August 2010.  If your email is urgent, please contact …

 

The getting-grateful: no pre-amble, bit of appreciation in the ending

I will be out of the office starting  12/08/2010 and will not return until 13/08/2010.If this is urgent, please contact my PA… Thank you.

I am currently on holiday and will return to the office on Monday 23 August. If your message is urgent, please contact … I will reply to you as soon as I can.  This message has not been forwarded. Kind regards

FYI. I am now out of the office until Wed so will be in touch then. Many thanks!

 

The getting personal: the start of the name

I am now away from the office until Monday 9 August and will not be picking up e-mails. If your message is urgent, please contact …, otherwise I will respond when I return. Kind regards R

Thank you for your email.  I am currently on leave until Tuesday, 3rd August 2010. If your email is urgent, please contact ….  kind regards  E

 I will be out of the office starting  29/07/2010 and will not return until 30/07/2010.  If your enquiry is urgent please contact … for workforce information issues,  or alternatively I will respond on my return. Thanks J

 

The higher rapport: person based start and end, and with a bit of explanation

Hello.  I am on leave until 9 August – please contact … in the meantime.  With thanks P

 

The no-other-contact: no details of others

Thanks for your message. I am taking a break so only checking email intermittently. Best P

 

The third person

M is away until Monday 9th August 2010.  If your message is urgent please contact …. Thank you  For the latest news and commentary from … follow us on Twitter

 

The full: including names, numbers and emails

Thank you for your e-mail. I am out of the office  until Monday 2nd August and will not be able to access emails or phone messages. If you require an urgent response, please contact… Otherwise, I will respond to your query at the earliest opportunity.  Best wishes B

 

The wow!

I am away from 14th July to 7th August on fieldwork in East Greenland.  For anything important please contact xxx

Tags: communication, personality