Out-of-office (OOO) emails are a staple of modern work life, signalling to colleagues, clients, and partners that you're temporarily unavailable. However, most OOO messages are dry, uninspired, and forgettable. With a little creativity, you can turn this routine communication into a memorable experience that reflects your personality, strengthens your brand, and even spread a bit of joy.
Here are some tips on how employees in organisations can make their out-of-office emails more exciting and creative.
1. Infuse Personality with Humour
An easy way to make your out-of-office message stand out is by infusing it with personality and a bit of humour. Instead of the usual formal tone, try using light-hearted language. This can make your message more memorable and bring a smile to the recipient's face:
"Thank you for your email! I’m currently out of the office, hopefully relaxing somewhere sunny (or at least trying to!). I’ll be back on [Date], but if you need assistance before then, please reach out to [Colleague’s Name], who promises not to delete any of my important emails."
This not only makes your message more enjoyable but also humanises you, reminding recipients that there’s a real person behind the email. This can be especially effective for keeping your communication friendly while maintaining professionalism.
2. Share What You’re Up To
Instead of the generic “I’m out of the office”, give your readers a glimpse into what you’re doing. Whether you're attending a conference, taking a much-needed holiday, or working on a special project, sharing a bit about your activities can make your OOO message more relatable and interesting.
"I'm currently attending the [Event Name] in [Location], where I'm learning about the latest trends in [Industry]. I’ll be back on [Date], ready to share some new insights. If you need immediate assistance, please reach out to [Colleague’s Name]."
This not only keeps your contacts in the loop but also demonstrates your engagement in professional development or your commitment to recharging.
3. Incorporate Visuals
If your organisation allows, consider adding a visual element to your OOO email. This could be a fun graphic, an inspiring quote, or even a photo of your holiday destination. Visuals can capture attention and convey your message in a more dynamic way.
"I'm currently soaking up the sun in [Destination] (see photo below!). I'll be offline until [Date], but feel free to reach out to [Colleague’s Name] for assistance in the meantime."
A well-chosen image can make your email stand out in a crowded inbox and add a personal touch.
4. Include Useful Links or Resources
An OOO message can be a great opportunity to share valuable content. Include links to interesting articles, your recent blog posts, or a curated list of resources that your contacts might find useful.
"While I'm away, you might enjoy reading this article on [Topic] that I recently found insightful: [Link]. I'll be back on [Date], but in the meantime, [Colleague’s Name] is here to help with any urgent matters."
This approach turns your OOO email into a resourceful tool rather than just a notice of absence.
5. Crafting One Message for All Audiences
Instead of crafting multiple versions of your out-of-office message for different audiences (e.g., clients, colleagues, partners), consider writing a single, versatile message that works for everyone. This approach saves time and reduces confusion while still allowing you to maintain your unique tone.
Here’s an example of a dynamic message that balances professionalism with creativity:
"Hi there! I’m out of the office, potentially enjoying some sunshine (or dodging the rain) until [Date]. For urgent matters, please contact [Colleague’s Name] at [Email]. Otherwise, I’ll respond when I’m back, hopefully recharged and ready for action!"
This kind of message is light, clear, and adaptable to all audiences, ensuring you remain approachable without sacrificing professionalism. It also reflects your brand or personality, making your out-of-office email more engaging for anyone who receives it.
6. Add a Call-to-Action (CTA)
Why not use your OOO email to engage your contacts with a simple call-to-action? Encourage them to follow you on social media, sign up for a newsletter, or explore your latest project.
"Thanks for reaching out! I’m out of the office until [Date], but in the meantime, feel free to follow me on LinkedIn [Link] for updates and insights. For immediate assistance, [Colleague’s Name] is here to help."
A CTA can turn a passive message into an opportunity for further engagement.
7. Stay True to Your Brand
Finally, make sure that your OOO message aligns with your personal or organisational brand. If your brand voice is professional and formal, keep your message in that tone. If your brand is more casual and fun, let that shine through.
"Thank you for your email! I’m out of the office and won’t be checking emails regularly. I’ll be back on [Date]. If you need assistance, please contact [Colleague’s Name]. Stay awesome!"
Consistency in tone and messaging helps reinforce your brand and ensures that your OOO email reflects who you are.
Conclusion
Out-of-office emails don’t have to be boring! By adding a bit of creativity, you can make your message stand out, bring a smile to the recipient's face, and even make a lasting impression.
Whether through humour, personalisation, or useful content, there are countless ways to turn your OOO email into something memorable. So, the next time you’re heading out of the office, take a few extra minutes to craft a message that’s not just informative but also engaging and fun!
Check out our other blogs in the series:
Supporting Small Businesses Through Change: A Practical Guide to Restructuring and Redundancy (robinsongracehr.com)
If you have any questions regarding HR or Health & Safety, please get in touch via clientservices@robinsongracehr.com or ring us on 01793 311937.
The content of our blogs is intended for general information and not to replace legal or other professional advice.
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