How do you write an out of office message for the holidays?
From “Be specific, professional, and personable” to “Clearly state when you’ll be back at work!”, here are the 11 answers to the question, “How do you write a holiday out of office message?”
- Be Specific, Professional, and Personable
- Let Your Colleagues and Clients Know How to Reach You
- Keep It Casual but Not Too Casual
- Best Holiday Out of Office Message
- Set Expectations
- Be Direct and Succinct
- Always Provide a Point of Contact
- Make It Short and Straightforward
- Keep It Simple and Communicate Necessary Information
- Clearly State When You’ll Be Back at Work!
Be Specific, Professional, and Personable
Writing a holiday out of office message is an important step to take when leaving for vacation. A good out of office message should include the dates you are away, who the recipient should contact in your absence, and any other relevant information such as when you will return or how to reach you in case of an emergency. It is also important to keep the message brief and professional. Additionally, you should include a friendly closing remark such as wishing them a pleasant holiday season or thanking them for their patience.
Let Your Colleagues and Clients Know How to Reach You
When you’re away from the office on vacation, it’s important to let your colleagues and clients know how to reach you in case of an emergency. A well-written out-of-office message can set everyone’s expectations and give them peace of mind while you’re away. There are a few key points to keep in mind when writing your out-of-office message. First, be sure to include your name and contact information. This will ensure that everyone knows how to reach you if they need to. Next, give a brief explanation of your situation. For example, if you’re out of the office for a week, let people know when they can expect you back. Finally, provide alternative contact information for someone who can help in your absence. Following these tips, you can write an effective out-of-office message to keep your colleagues and clients informed while you’re away.
Keep It Casual but Not Too Casual
The best way to write a holiday out of the office message is to be honest and specific. For example, you might say: “I will be out of the office from December 23-January 1. I will check my email sporadically, but I won’t be able to respond to them until I return on January 2.”If you are feeling festive, add a cute gif of an animal in a holiday setting. My general tip is to keep it casual but not too casual. You want to sound like you’re still in control and tuned in, even though you’re not at your desk.
Best Holiday Out of Office Message
This Christmas season, I feel the perfect out-of-office message would be:Hello,Thank you so much for your email. I’m now offline till [date] in order to spend the holiday with my loved ones without having my phone in front of my face.I’ll be sure to respond to your message when I return and go through my inbox. Please send an email to [Contact Name] at [contact email] if your communication is time-sensitive.Best wishes for a joyful holiday season,[Your Surname]
I believe it’s important to set an out of office message that provides a reply letting others know what they can expect. For example, my out of office message typically reads as follows:Thank you for your email. I am currently out of the office, spending time with family and friends. I will return to the office on Monday, January 02, 2023. As I am taking this time to rest and recharge, I will not be checking email. If you need something urgently, please contact XXX at firstname.lastname@example.org. I hope you have a wonderful holiday and look forward to working with you in the new year! This sets the expectation that recipients will not have their email answered before January 2, but it also provides them information on reaching someone in an urgent situation. Hopefully, it also inspires others to take a much needed break and disconnect from work during the holiday season.
Be Direct and Succinct
Holiday messages should be direct and succinct. We begin with a generic greeting as we work with individuals from all over the world of many different faiths and beliefs. This is an example of a message we might encourage our employees to use: “Season’s Greetings! Our offices are closed December 24 & 25 to allow our employees to spend their holiday with family and friends. We look forward to answering your emails and calls when we return on December 26th.” This provides our customers with the information they need, i.e., what days we are closed and when we will return to the office to respond to their requests. This type of message has worked well for us.
Always Provide a Point of Contact
Always provide a point of contact while you’re OOO. In case of an emergency, the sender needs to know who they can go to for a last-minute request. This may be your manager or another colleague that’s available and willing to cover for you while you’re on holiday. Be sure to list their name and their email address in your message.
Make It Short and Straightforward
Start by indicating that you are currently out of the office and when you will return. For example: “Thank you for your email. I am currently out of the office and will return on [date].” If you’re still planning to check your emails while you are away, let the sender know that you may not be able to respond to their message immediately but will do so as soon as possible. Another scenario assumes that there will be someone who is covering for you and can perform some of your duties. If so, provide their contact information, so the sender can reach them if necessary. For example, you could say: “If you need immediate assistance, please contact [name] at [email address] or [phone number].” Finally, you can include a closing remark, such as thanking the sender for their message and wishing them a happy holiday season. Remember to customize your out-of-office message to fit your specific situation and needs. It should be professional yet friendly and informative.
Keep It Simple and Communicate Necessary Information
When writing a holiday out of office message, simpler is better. To start, you can state that you are currently absent from the office and when you will return. As an example: “Thank you very much for your email. I am currently out of the office and will respond to messages after I return on [date].”In the event of an emergency, provide an alternate point of contact. You can ask a colleague if they can cover for you while you are away or list the department or company’s general email address. For example, you can say, “if you have an urgent matter, please contact [name] at [email address].”Finally, you can help improve your connection with the person emailing you by adding well wishes for the season. Adding well wishes can be as simple as saying, “I hope you have a Merry Christmas and a Happy New Year!”
Why not add some personality to your out of office message this holiday season?Perhaps provide some specific details on how you are spending your holidays, information about the year that was, and even a hint at what’s to come in 2023! Share some stories, add some excitement through unique words, and even add personal photos (maybe of your office with holiday decorations or your staff).This time of year is a little lighter because of the season, so replicate that in your holiday out of office message!
Clearly State When You’ll Be Back at Work!
When writing a holiday out of office message, it is important to be clear and concise. You should start by stating the dates that you will be away, and of course when you’ll be returning. It’s up to you if you state reasons – but with Christmas approaching it might be fairly obvious depending on where you are based. For example here in the UK it’s very common to take at least a few days off over Christmas and the New Year.Finally it would be wise to thank your customers for their understanding and to wish them a happy holiday season, if they’re celebrating.
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