Writing an Effective Out-of-Office Alert Message
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Sept. 23, 2022, 4 p.m.
Writing an Effective Out-of-Office Alert Message
An out-of-office alert (OOO alert) is an automatic response email that informs people of your absence from work for any given period of time. They are useful for informing coworkers when they can expect a response or whom to contact in your absence in cases requiring urgency. OOO alerts are considered proper office etiquette but there are a few things to consider before writing one.
When to Employ an Out-of-Office Alert Message
OOO alerts are often used for sick leaves, vacations, and other lengthy absences from work. Whenever you are unable to respond to emails during regular business hours, you will want to set-up an alert. OOO alerts can also be used for short absences like personal days, doctor’s appointments, and days needing to leave early. For all coworkers and external colleagues, an out-of-office alert is useful for providing an automatic explanation for why your response may be delayed.
How to Write an Out-of-Office Alert Message
There are only two pieces of information you will want to include in your OOO alert:
- The dates you’ll be gone
- A point of contact for urgent matters
Some people also include a concise reason for their absence, but it is not required. Use the ‘less is more’ rule when crafting your automatic response email.
Examples of Effective Out-of-Office Alert Emails
Hello,
I am currently out-of-office with limited access to internet. I will be replying to all emails upon my return on [return date].
For urgent matters, please contact [co-worker’s name] at [co-worker’s email].
Sincerely,
[Your name]
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