Basic Tasks That Your Brain Overcomplicates: writing an “out of office” email.

Over the next six weeks, odds are you will be stepping away from work & taking some time to spend with your loved ones–or at least we hope you will! When your availability is unpredictable, it’s really important to have an out of office memo on your email & voicemail. Crafting these messages is always easier said than done, though. Here are a few tips for crafting an out of office message that keeps expectations in check & communicates clear boundaries:

Keep it simple–You don’t need to give specifics about where you are or what you are doing if you don’t want to, especially if it’s a sensitive and personal matter. It’s nobody’s business if you are taking time off to get your crack addicted sister to rehab, mmmmkay?

Be specific about dates–Letting people know what day you will leave and when you will be back IS important, though. Clients will be much less likely to get worked up about limited interaction if they know what to expect for a response timeline.

How reachable will you be?--This is totally up to you, but keep in mind that it's a vacation for a reason. You are not obligated to drop everything to answer emails and return calls. Boundaries, people. Boundaries.

Alternate contact–If you have someone covering your workload, be sure to include their contact information if clients have an urgent need.

For pete’s sake, remember to turn it off–Your system may have the option of setting a time frame for your out of office message, but if not, don’t forget to turn the damn thing off.

Still struggling? Here’s a sample script:

“Thanks for your message! Beginning December 20, I will be taking some time off to enjoy the holidays with my loved ones (and explaining to my grandmother why I’m still single). I plan to check my email periodically and will respond if urgent. For all other matters, you can expect a response when I return on January 2. Happy Holidays!”

Add your own flair–a little humor or an industry related pun would be magnificent–and you’re out the door!

Are you taking extra time off this month? How do YOU let your clients know you’ll be out of the loop? Let us know in the comments!