“At this time, I will have limited access to email”: the art of the out-of-office reply
20 July 2022
We’re approaching August, so get ready for a sunburnt slew of out-of-office email replies. Most of them will say something like: During this time, I will have limited access to email.
I’ve got problems with this particular wording. Not just because I see it so often (a quick inbox search returned well over 100 messages), but because it’s vague. Are you reading messages, or not?
(I think it’s also weirdly formal, in that not many people would say “I will have limited access to email” out loud).
If you can be anything in this world, be clear
Other out-of-office replies waffle on apologetically, as though the person writing it is embarrassed about taking some deserved time off.
I am sorry for any inconvenience, they say, plaintively. But you can call me on my mobile if your query is urgent, and here are the details of another person you can contact instead, if needed.
This kind of message reminds me of when I took Russian language lessons, with a fearsome Russian babushka called Tamara. Once, we role-played going to a shop, with me as the customer and she the shopkeeper.
Being the polite person I am, I started the conversation with: “Hello, how are you? It’s a nice day today!”
Tamara instantly banged her hand down onto the table in front of us, making me jump. “You English and your terrible chatter,” she shouted, spittle flying in every direction. “Tell me what you want to buy!”
As with shopping in Russia (apparently), simple clarity is the best approach for out-of-office replies. All we really need to know is that you’re away, and that you’ll reply when you’re back.
We’ll cope in the meantime, promise.
Out-of-office replies offer the chance to connect… on a ‘real person’ level
My favourite out-of-office reply came when I was arranging a job interview back in 2012. I’d emailed my interviewer to confirm the time, and I got the following message back:
I am on holiday today (09/08/12) watching the 470 class medal races in Weymouth. If GBR win gold, I shall respond to your email on Friday.
Job interviews are always a bit nerve-wracking. Especially when it’s the first one you’ve had in years, as it was in my case. So, that message reassured me. It told me I was about to meet a real person; one with a sense of humour to boot. Helpfully, it also offered an instant conversation-opener.
(I got the job, by the way).
The idea of spending precious time writing a good out-of-office reply might seem mad to some. But it’s a great way to give people a sense of who you are, which does the job of making you more memorable.
And being memorable can come in handy if, say, you get an enquiry from a potential customer while you’re away.
Oh, and if you can add some detail about where you are, so much the better. Not only can it spark friendly conversations when you’re back, but people will be less likely to disturb you if they know you’ll be stretched out on an exotic beach, cocktail in hand.
Well, you can dream.
One last thing: if you’re worried about over-sharing, or taking your out-of-office reply that little bit too far, this fun article is well worth a read.
I’ll be away from 1st – 8th August, because it’s my birthday that week and I want to commiser… sorry, celebrate in style. The older, wiser me will respond to any messages when I’m back.