What is a good auto-reply during your vacation?
22 July 2025You are about to go on vacation, what do you do with your email? Do you respond less often and quickly than usual? Or do you turn off email and only answer it once you are back?
In both cases, it is pleasant for your customers to receive a response when they email you. This can be done with an auto-reply message. But what is a good auto-reply during your vacation?
What is an auto-reply?
An auto-reply is a message that is automatically sent when an email (in your inbox) arrives. This is also called an out-of-office message. With this you can let someone know that you are not available. The person who sends you a message immediately receives a confirmation of the sent email. This is often appreciated, because then you know for sure that the message has arrived properly.
6 tips for a good auto-reply during your vacation
- Start on time!
If you turn on the auto-reply a few days in advance, you can calmly finish your work before going on vacation. - Set the right expectation (period of absence)
Tell in your message when the sender can expect a reply, because that creates clarity. When you say “I will check my email regularly”, it is not clear when you will do that and you may create the wrong expectation. Moreover, it does not give you peace when you are floating on a lilo in the sea. Better to say: “from Monday, May 8 I will be available again to handle your email”. - Indicate why you cannot answer the email (enjoying your vacation)
Instead of only saying that you are “out of office” and available again from Monday, May 8, it is friendlier to also indicate why you cannot answer the email.
You cannot answer the email because you are on a well-deserved vacation to recharge, so that from May 8 you can be 100% there for your customers again. - What happens with the sent email?
Tell the customer what happens with their message, for example: “due to privacy your email will not be forwarded to a colleague.” - Add alternative contact (colleague's contact details)
You can mention in the message that your colleague can help and include his or her email and phone number. - Make it personal, don't communicate like a computer
Even though it is an automated message, you can write the text just as you always do and it does not have to be a very “cold” message. You can add that it is an automated message. Email is marketing! Be friendly and make it fun, even if the message is automated.
An auto-reply example:
** This is an automatic message **
Hello & thank you for your message!
At the moment I am enjoying my well-deserved vacation in Greece until Monday, May 8 and unfortunately cannot personally assist you. In this email you can read who you can contact during my absence. For confidentiality reasons your email will not be forwarded.
Do you have an urgent question?
Fortunately my colleagues are there to help you. If your request is commercial, you can email my sales colleagues at sales@infracom.nl or call 088 – 200 9000. For other questions you can contact our support department at web@infracom.nl or 088 – 200 9030.
I wish you a pleasant day!
Kind regards,
Sonja van Breen
** End of message **
