HOW TO WRITE A GOOD AUTOMATIC EMAIL RESPONSE FOR WHEN YOU’RE AWAY
We all need some time to turn off to recharge our batteries, don’t we? Disconnecting from social networks and e-mails makes us significantly less stressed and more productive. Sometimes however, at this moment we forget to employ a correct automatic email response.
Sounds trivial, but it’s not! This message establishes limits between our friends, customers and our free time. It’s common to think we’re losing potential business or isolating ourselves from the world, while at the same time it’s the only way we can truly rest.
If you think your unavailability can negatively influence your image or success, take a chair before reading this: automatic messages can be an incredible tool to boost your success.
Using an automatic email reply, whether you’re on holiday, a conference or it’s a personal issue, can create a rapport amongst your clients, colleagues, customers, and suppliers.
But how does an automatic email response increase your success?
Sharing information about your personal life or product/service, however insignificant, deepens the business relationship and connection a customer feels for your company.
The social connection which adds meaning and depth to our relationships, is the greatest predictor of long-term happiness levels and can be an important factor contributing to our performance at work.
When people feel positively connected to us, they are more likely to want to do business and are more likely to want to resolve problems together. This connection comes from feeling that you really know someone. And the best way to do that is to be open to people getting to know you.
However, most people opt for a generic message, which alerts the sender that you will be out of the office until a certain date. This type of automatic email response corresponds to approximately 98% of automated messages.
If this approach does not seem perfect for you, maybe there is something we can learn from the remaining 2%. Sometimes just adding an extra line to the standard message makes it more suitable and conducive to doing good business!
1. Share relevant information
Sharing meaningful information can provoke conversation the next time you talk to someone. For example, why are you taking a few days out of the office? What are you learning at a conference that can help you better serve your clients? Where are you going on vacation and what do you want to do when you get there?
Here are two examples of emails that really convey the meaning of why you are away:
Example 1: Hi, how are you? I’m celebrating 5 years of marriage and enjoying the summer vacation with our 4 year old and 6 month old children. To honor such an important holiday, I will not be checking my email until [date]. If you urgently need anything, please contact my assistant Maria at [email].
Example 2: Hi, what’s up? I’m attending a conference with health account managers in New York this week with the goal of bringing tools that make business even better for my clients. I will have limited access to my email during this busy period. So if you need immediate assistance before Monday, please contact [colleague].
This type of automatic email response is great for starting conversation. Since when you return, people from your work will probably ask about your vacation or your conference. This way, you will be personalizing your relationships. You are no longer just a coworker but an individual.
2. Offer some features
Another option is to share some message that engages your audience. In this situation, consider sending it to the people who send you the most emails.
Example 1: Hi! I hope you’re having a great new year. It’s time for my annual vacation! I look forward to answering your email when I return on [date].
However, for our customers, I’d like to share this article with some tricks that can help you get better results with our CRM system. Using one of these hacks can save hours of your time!
And if you need immediate assistance…
Example 2: Hello! Our latest study found that holidays are good for the mind and can increase performance at work. This requires some more research! So I’ll be out of the office with limited email access until [date]. If you need immediate assistance, please contact [person responsible ].
Enjoy your vacation!
3. Customize your message
Some email platforms allow the sender to write a personalized message to people in the office and another to people outside. Gmail allows you to send an automatic reply only to those who are saved in your contacts, which gives you more flexibility.
For example, if you want to share more personal information with your colleagues and less with your external correspondents, you can set it up that way:
External message: I just had my second child! So I’ll be on maternity leave until [date]. Please contact [colleague] if you need more help in my absence. I look forward to contacting you when I get back.
Internal message: Our little girl started to make faces these last few days [date], and John and I couldn’t be happier! I will be on maternity leave until [date]. In my absence, please contact [colleague] for any marketing needs and [colleague] for PR related requests. And please enjoy the photo of little Katie with her brother Peter below. I look forward to celebrating with you all when I return!
It is important to remember that because they are messages that contain more personal content, you need to try out which one will work best for you. This depends on your professional profile, your clients and your company. But be assured that by exchanging the automatic response for a personalized one, you’ll have great conversations with contacts and clients.
Plus, you’ll be able to enjoy your time away from the office with less weight on your mind for not attending to your clients. So enjoy your free time and look forward to connecting more with people when you get back!
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