Set up an auto-reply when you are away

Whether you are working or looking for a job, you have all the right to take a summer vacation. The question is: should you stay connected 24/7 to check for your mails?

Here at Jobijoba, we think you have the right to disconnect yourself from the rest of the world at least for a few days. The modern technology offers a lot of solutions that can help you to be connected to the rest of the world, but without being glued to your computer or smartphone. So, the most  simple and professional way to stay in contact with people when on vacation is to set up an auto-reply message! Or several messages. Let's check for the options you have.

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Customize your auto-reply messages.

One message to one person! When setting up your autoresponder, some mailing services offer a possibility to create customized messages for different categories of people: work, customers, family and friends. With Outlook or Yahoo email services, you can tailor your message for all types of recipients you have, to ensure that your boss and your office colleagues, for example, do not receive the same automatic response as your customers or your loved sister.

Send yourself a test message.

Even if have written an auto-reply message by yourself, it's better to test it before sending it to others. Send yourself a test message, read it through, check for spelling mistakes and verify the date format. Your auto-reply have to be simple, efficient and easy to understand.

When you create an automatic response for your superiors or customers, use the formal language and refer to people who could help them while you are absent.

Your auto-reply message may sound something like that:

Example 1.

"Thank you for your e-mail.

I am out of the office till Monday, 27th of August 2014. I will have limited access to my e-mail during this period.  

For any urgent matters, you can contact me on +41 44 310 30338 or e-mail me at XXX@jobijoba.com.

Best regards,

Your  Name "

To avoid a risk of being bothered by your office mates, you can give your colleague's email, especially if it is destinated to your customers.

Example 2.

Dear Customer,

I will be out of the office till August 27th 2014. I will respond to your e-mail as soon as possible on my return.

For any urgent matters, please contact XX XX at  XX@jobijoba.com.

Thank you for your understanding.

Kind regards,

Your Name

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Once you are back from your vacation, all you have to do is to sort your mails by their importance and urgency.

Example 3.

Let's imagine your colleagues are your friends! Leaving a fun auto-reply message can make them smile whilst you're away. Just verify your filters to be sure that this funny message doesn't land in your customers inbox. Here are some examples of funny auto-replies, you can modify and send for your colleagues:

“Thank you for your message, which has been added to a queuing system. You are currently in 352nd place, and can expect to receive a reply in approximately 19 weeks.”

“Thank you for your email. Your credit card has been charged $5.99 for the first ten words and $1.99 for each additional word in your message. “

“I am currently out at a job interview and will reply to you if I fail to get the position.” :)

The very last advice: don't forget to remove the automatic reply once you're back from vacation! As your clients, superiors and colleagues know your return date to the office, they can be confused if you continue sending them auto-replies.