Auto reply
Autoresponders can be a useful feature to manage your emails, and phone calls, when you are away from your office or during a vacation. It is an automatic message sent to those who send you emails, informing them that you are absent and when you are expected to return. This helps you avoid missing important messages and reduces the stress that can arise when you have tons of emails to deal with when you return.
There are several ways to write an autoresponder and the most important thing is that the message is clear and professional. Keep in mind that no question marks should remain after the recipient has read your autoresponder.
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Components of an effective autoresponder
1. Greeting phrase Start with a friendly greeting and thank the sender for their message. It makes a good first impression and sets the tone for the rest of the message.
2. Reason for absence Briefly inform about the reason for your absence, such as vacation or conference. This provides context without being too detailed.
3. timeframe Specify the period you are unavailable and when you are expected back. Clarity around timeframes is crucial to manage expectations.
4. alternative contact If possible, include the contact details of a colleague or other person who can help with urgent matters during your absence.
5. Closing Round off with a friendly greeting and your signature. This shows professionalism and gives a complete impression.
Examples of autoresponders
Formal example of autoresponder;
Hi,
Thank you for your message. I am currently on vacation and will return on January 15. During this period I have limited access to email.
For urgent matters, please contact my colleague Anna Svensson at anna.svensson@example.com.
Yours sincerely,
Name First name
Company
Informal example of autoresponder;
Hello!
I will be out of the office until January 15th and will reply to your email as soon as I am back. If it is urgent, please contact Anna Svensson at anna.svensson@example.com.
Have a nice day!
/Erik
Tips to optimize your autoresponder
- Keep it simple: avoid unnecessarily long texts and focus on the essentials.
- Adapt the language: adjust the tone to the expectations of the recipient – formal for customers, informal for colleagues.
- Check accuracy: Double-check that contact details and dates are correct.
- Remember to update: Disable or adjust your autoresponder when your absence is over.
A good autoresponder is more than just a message – it’s part of your personal brand. By investing some time in crafting a professional and clear message, you can ensure that communication flows smoothly, even when you are not on site. Need help developing your communication strategy? Contact us at Unik Resurs – we are here for you!
