Why out-of-office messages matter
An out-of-office reply does two things: it tells the sender you got their message, and it sets clear expectations for when they'll hear back. Without one, people are left guessing. Some will follow up within hours. Others will assume you're ignoring them and move on.
What to include
- When you're away and when you're back. Be specific with dates.
- Who to contact if it's urgent. Give a name and email or phone number.
- Keep it short. Three to four sentences is enough. Nobody reads a paragraph-long auto-reply.
- Match the tone to your business. A law firm sounds different from a design agency.
Don't forget your phone
Most people set up email auto-replies but forget about phone calls. If you're away for a week, callers still expect someone to pick up. Options:
- Update your voicemail greeting with your return date
- Set up call forwarding to a colleague
- Use an AI phone assistant to handle calls while you're away, so callers actually talk to someone instead of leaving a voicemail