Emails

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Out of office messages: 'We're all going on a summer holiday ...'
Professionelle Abwesenheitsmeldungen

The temperatures are soaring outside and the beach is beckoning. You have worked hard all year and can't wait to pack your swimming costume and head off to sunnier climes - but wait! Don't forget that when you come back, you could be faced with a daunting inbox of nanswered mail. What about your customers? They could well be dependent on your interaction with current projects and might be wondering why their e-mails are going unanswered.

The simple solution is to give regular clients plenty of warning of your forthcoming absence and then set up an Out of Office message for those who are less frequently in touch. This is an important point, because if you DON'T warn an important customer or close associate of your forthcoming absence and simply have them receive an automatic response, it could damage your business relations. If a colleague is going to cover for you while you are away, you can forward him/her your e-mails just in case there is an urgent matter to be dealt with. Add his/her phone contact number to the automatic response e-mail too.

Holiday might not be the only reason for a prolonged absence. Business trips, maternity or paternity leave, as well as illness, could all lead to a long time away from the office. In these cases, your out of office response will be formulated slightly differently. For sample messages to fit all occasions, see the following page.

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Out of office messages