How to Write an Auto-Reply

Email has become such a communication lifeline that it's hard to imagine not answering it promptly. When we are away from the office for even a day or two, we want people to receive a response from us. We shudder to imagine not sending a response for an entire one- or two-week vacation.

Since it has become an essential message, here are suggestions on how to write an email automatic reply.

Depending on the type of email account you have, you may have options for controlling who receives your message and how it appears. These tips focus on only the content and etiquette of your message:

1. Include the date of your return.
2. Let people know of any other individuals they can contact for help in your absence. (Be sure those individuals will be available.)
3. If people typically contact you for a certain type of information or approval, let readers know how they can find the information or get the approval in your absence.
4. Remember that anyone who sends you an email will receive your autoreply (unless your software allows you to limit who receives it). Be sure your reply is suitable for senior executives, citizens, customers, patients, coworkers, clients, members, friends, strangers, and others.
5. Since anyone may receive your reply, avoid personal information about where you will be during your absence. Avoid sharing contact information that you do not want everyone to have.
6. Proofread your message very carefully--even though you may be rushing out the door to catch a plane. Any errors will be read by every reader, including that prestigious client, prospective employer, or huge donor.
7. During a holiday season, you may want to include a "Happy holidays!" sentiment if it will apply to everyone who receives your reply.

Example:

Thank you for your email. I am away from the office and will return on Monday, February 27. If your message requires a reply, I will respond when I return.

For immediate needs, please contact these people: 
--To reserve the conference center, please email Michael at (email address).

--With questions about a reimbursement check, email Rhonda at (email address).

--With other urgent administrative issues, please email Rishi at (email address).

Micha Stern
Human Resources

When you return to your office, be sure to turn off your auto-reply if your software doesn't allow you to set an end date. (Mark your calendar before you leave the office, since you will probably be very busy when you return.)

I based these suggestions on the automatic response messages I have received--some excellent, some embarrassing. If you have additional tips, please send them.

Lynn
___________________________________________________________
Other search spellings: emial, replys, Outlook, absense, abcense, etiquete, etiquitte

Comments

[Laura]

Thanks your website helped me a lot.

[proofreading prices]

Since I am often on trips, I found your sample auto-reply very appropriate.

I am keeping it on file to refer to and modify as needed.

[Nauman Ali Khan]

wow its great and your smile is great i love it thanks alot.

[kanchan]

thankyou so much .
you example help me a lot.

[kanchan]

r u able to giide me for letter writing?

[Business Writing Blog]

Hi, Kanchan. Read through this blog, and you will find much guidance. Also click on the links on the left. They will also help you.

If you have not already subscribed to my newsletter, "Better Writing at Work," do subscribe at http://syntaxtraining.com/signup.html. It's free.

Good luck!

Lynn

[ua]

thank you!

[ravi kant]

thank you so much...

[waheed]

thnx a lot it helped me
...:-)

[Amol]

Thank u..Lynn..It's very useful!

[Raj]

really great efforts, i was looking for more automated reply templates and yes this out of office automated reply is a good start for my requirements.

[ERTEKAZ]

Thank You Lynn for the informative post! I am always away from my office So I was searching for formal email.

[Elisa]

Thanks for keeping it straigt forward and simple. Fits exactly to what i am looking for. Thanks very much!

[Business Writing Blog]

I appreciate all these thank-yous. I am glad to have been helpful to you.

Lynn

[Doan Ngan]

I'd like to write an auto reply for any email received. Can you help me?

[Business Writing Blog]

If you write one, Doan, I will comment on it.

Lynn

[Epic Magazine]

Thanks alot lynn :D I was having no idea on creating one until i read those examples of yours. Thanks alot :D

[Qasim]

Thank you very much .. :)

[Girish V aryan]

Dear Lynn, thanks for your information. i would like to know even for resignation of the job. could help me out !!!!

[Business Writing Blog]

Hello, Girish. I believe this post will be helpful:
http://www.businesswritingblog.com/business_writing/2008/07/out-of-office-w.html

Lynn

[Desiree]

Finally, I found this! I've been wondering why I couldn't leave some sort of default message when I'm on vacation or something. I usually print out a message and put it on my office door, but now I don't need to :]

[Business Writing Blog]

Desiree, that's progress! I am glad to have been helpful.

Lynn

[Aspergiana]

Hi Lynn - I wonder if it is appropriate to not say when you will be back, i.e. if one is on 'indefinite leave'? How would you word it?

[Business Writing Blog]

Hello, Aspergiana. You might try sentences like these:

"I am away from the office for an indefinite period of time."

OR

"I do not know when I will return."

Be sure to include the names of other people who can be helpful in your absence.

Lynn

[sanaa]

hi lynn.. could you help me with a format on autoreply messages for customer queries, with a manual attatched along with it regarding the product. this is in connection with my assignment for biz comm.

[Business Writing Blog]

Hi, Sanaa. I hope you have finished your assignment by now and that you learned something good from it.

Lynn

[Safan Patel]

Hi lynn, Hope you doing well! could you please help me with a format on autoreply messages for a Quote Request from Customer???

Safan

[Business Writing Blog]

Hello, Safan. If you write a first attempt of the message, I will comment on it.

Give it a try.

Lynn

[Balasubramanian]

Thank you very much. I got exact answer what i need.

[Padma B]

Hello Ms. Lynn,
I'd like to write an auto reply for any email received. Since i resigned from the organisation, the person should understand that i'm not in this org, how to tell them that i won't be part of the organisation and the alternate contact info.
Can you help me?
i need a formal auto reply. Please help me.

[Business Writing Blog]

Hello, Padma. You can find what you need at another blog post, "'Out of Office' When You Are Out Permanently." You can find it here:

http://www.businesswritingblog.com/business_writing/2008/07/out-of-office-w.html

Lynn

[Yimian]

Thank you for your email. I am away from the office and will return on Monday, june 10. If your message requires a reply, I will respond when I return.
Bonjour ! Je suis en congés et vous répondrai dès que j'aurai lu votre message.

Yimian Kabore

[Business Writing Blog]

Hello, Yimian. Be sure to capitalize the names of the months when you are writing in English.

Lynn

[Paul Anonymous]

Thanks for this wonderful Guide!

[Prakash]

thank you for you effort

[Kristian]

Thx for some good points I will use them next time im out of the office! :)