Does it even matter what it says in a few lines of your vacation notice? Yes - if you don't want to cause frustration in others. The most important information must be in the second line.
Haigerloch - It is often the last act at work * before working people go on vacation: setting the out-of-office notice. One regularly tinkers with the correct formulation. What is to be considered?
"The out-of-office notice is a short text that conveys the most important things : in which period you will not be available, when your contacts can expect an answer from you again, optionally the reason for the absence and, if necessary, a personal note", explains Kristin Koschani-Bongers.
The etiquette and communication trainer also finds a reference to another e-mail address or phone number of a colleague to be useful. Her advice: "Always use positive words."
Formulating the out-of-office notice: the most important information in the second line
What belongs in the text of an out-of-office notice is always context-dependent. For the subject, simply “Out of Office Message” is sufficient. The text should begin with the greeting of the day, possibly a salutation and thanks ("Hello and thank you very much for your message").
"In the second line you write the most important information: When you can be reached again and optionally the reason for your absence," explains Koschani-Bongers. The information about when you can be reached again always makes a better impression than the indication of the time of absence ("I'm currently on vacation. You are welcome to contact me again from Monday, DD / MM / YY, hh: mm").
Clearly communicate substitution rules in an out-of-office response
Also important: You should inform the recipient if e-mails are not automatically forwarded or can be viewed by colleagues ("Please understand that your e-mail cannot be forwarded.").
"If you are represented by a colleague, inform your contact of their email address and, if necessary, the telephone number," the expert continues. The request to use this option only in urgent cases could help to filter out minor concerns ("In urgent cases, please contact colleague: kollege@beispiel.de").
If you like, add a closing formula ("With best regards, Name"). Don't forget your own signature.
Formulate an out-of-office notice: communicate in a relaxed and cordial manner within the team
According to Koschani-Bongers, an out-of-office notice does not have to be formal. In many fields, depending on the context and personal relationship, it can also be more relaxed and cordial. It is crucial that the tone matches the corporate culture . If only colleagues read the message, you can put it more casually: "I'll be gone and from DD / MM / YY back there for you - with fresh energy and zest for action!"
"But always remember that your superiors can also see them," warns Koschani-Bongers. Formulations such as “In urgent cases, please contact my potted plant!” Should, in the best of cases, reconsider employees. (dpa) * Merkur.de is part of the nationwide Ippen digital editorial network.
