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How to improve your out of office reply

It's Christmas time so everyone except me is on holidays….yes feeling a little sorry for myself. Most of the emails I'm sending are resulting in an out of office reply that looks something like this:

"I am out of the office until this date.

Kind regards

John Smith"

As a marketer I see this as a missed opportunity to show good customer service.  Depending on the situation you should at least consider forwarding your emails to someone who can service your customers.  If this is really out of the question then I would right something that gives people a little more to work with such as:

"Thank you for your email. I'm out of the office from this date until this date. I will respond to your emails when I return, however, if you'd like to talk to someone now please contact Jane Smith on this number and this email.

Many of your questions may also be answered by our website (link to your website FAQ's or similar).

Kind regards

John Smith"

The key difference is that you're giving someone a second place to go if they really need help. Some people aren't able to wait until you return.

Also letting them know you'll respond to them is very important. When you get a standard out of office reply message you're not sure if you've been thrown in the trash never to be seen again, or whether your recipient will respond to you eventually.

As with all marketing messages just apply the Who, What, When, Where, Why and How principles.


About Robyn Fae McCormack

Robyn is a marketing consultant with over 8 years sales and marketing experience in the Sporting Clubs and Software markets with additional sales experience in Finance. She is one of those unique gems that have the ability to do both Sales and Marketing and enjoys sharing her knowledge through the KentMcCormack blog.

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