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Holiday notification email
August 21, 2019 1st Anniversary Wishes 2 comments

[Below briefly describe Sample holiday notification format for issuing office holiday notice to employees. You can also follow these Holiday Notification leave .

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Seven Examples of Professional Out of Office Autoresponder Email Messages

When you need to step away from the office and won’t be in touch with your email correspondents, or if you are going on vacation and don’t plan on checking your email messages very often, you’ll probably want to create an out-of-office/email autoresponser email message to let your colleagues, friends, clients, and family know that you are currently unavailable but will be back soon. Out of office messages are especially important if you have put a lot of effort into building an email list and possibly a drip campaign. Such users would expect you to be prompt with communications, so whenever you’re not in the office, make sure you keep your subscribers in the loop

This is the polite and the professional thing to do. Not only that, but it becomes essential if you are engaged in an email marketing campaign, where the personal touch and ready response are paramount. An auto-response is so commonplace nowadays that most people take them for granted, and expect them.

Senga Engineering, a machine shop specialized in CNC precision machining, is an expert in sending professional out of office autoresponder email messages. In this article, you will learn how to do the same.

What are autoresponder email messages?

There are some basic things that a professional and informative auto-response email message should contain; otherwise they are just confusing dither that waste your time and time of your correspondents. A good auto-response should always include:

The length of time you will be gone, unless it’s for less than 24 hours.

Provide a contact person, in case those trying to reach you have urgent business they need to transact immediately.

When you will be back. This is something many people always forget to include — it makes it hard for others to reach you, or for you to reach them, in a timely manner.

An auto-response message is normally not an excuse for too much humor or sarcasm. That is because it is automatic (a little like when you buy instagram likes) — it will not only go to your intimate friends, who might appreciate a gross joke, but to clients and professionals, who neither understand nor appreciate scatalogical or insulting references. Since you’re not there to respond to the inquiring party, the least you can do is be concise and courteous in your autoreply,” says Igor Kholkin, founder of Los Angeles SEO agency Avidon Marketing Group. So make sure your auto-response email messages are always phrased in the highest professional manner, giving brief but full information on who to contact while you’re gone and when exactly you’ll be back in touch. 

The Kind of Messages You Shouldn’t Send:

Business communications—even when you are away from the office should be professional. Here is what you shouldn’t send….

“I am currently out of the office and probably out-of-my-mind drunk.   Enjoy your workweek”

—-> Yikes!

The individual that created this out of office email message clearly needs some email etiquette training or read books on effective business communication.

7 Professional Out of Office Autoresponder Email Messages

If you can’t seem to write one yourself, here are seven free templates to choose from, originally produced at this source:

Example 1:  

[Your Greeting] Thank you for your email. Your message is important  to (Us/Me) and (I/We) will respond as soon as possible.

Thanks!
[Your Name]

Example 2:

[Your Greeting]

I will be out of the office from (Starting date) until (End date).
If you need immediate assistance please contact (Contact Person).

Respectful Regards,
[Your Name]

Example 3:

[Your Greeting]

I will be out of the office starting (Starting Date) through (End Date) returning(Date of Return).

If you need immediate assistance during my absence, please contact (Contacts Name) at (Contacts Email Address). Otherwise I will respond to your emails as soon as possible upon my return.

Kindest Regards,
[Your Name]

Example 4:

[Your Greeting]

I will be away from (Date) until (Return Date). For urgent matters, you can contact (Contact Person).

With Regards,
[Your Name]

Example 5:

[Your Greeting] I will be out of the office this week. If you need immediate assistance while I’m away, please email (Contact Email Address).

Respectfully,
[Your Name]

Example 6:

[Your Greeting] Thank you for your message. I am currently out of the office, with no email access. I will be returning on (Date of Return).

If you need immediate assistance before then, you may reach me at my mobile – (Mobile Number).

Sincerely,
[Your Name]

Example 7:

[Your Greeting] Thanks for the email!. I’m currently out of my office and will be back at (Date of Return). I will have very limited or no access to my email.

For immediate assistance please contact me on my cell phone at (your cell phone number).

Kind Regards,
[Your Name]

Instructions for Setting up Autoresponder Email Messages using 4 of the Most Popular Email Clients

  • Microsoft Outlook –  “Out of Office” notification instructions
  • Gmail  – instructions for setting up an autoresponder with Gmail
  • Yahoo Mail  – instructions for setting up an autoresponder with Yahoo Mail
  • Outlook.com – instructions for setting up their autoresponder  with Outlook.com

Dressing up Your Email Communications..While You’re Away

While you’re away on vacation, you don’t have to use the standard and boring out of office templates.

One of the best small business resources that you can use to dress up your out of office communications is Wisestamp for Business….and in a matter of minutes.

WithWisestamp, you can easily turn your out out of office emails into a marketing asset.

Here’s what you will need to do: 

1.   Create your email signature with Wisestamp .  Here is a step by step guide that you can use to do so.

2.   After you have created your email signature, Hit Control + A to copy it.

3.   Head over to your vacation message template, and Hit Control + C to paste your signature into your out of office notification.  

This way, when someone contacts you while you’re on vacay, they can still:

  • Check out your social media profiles and networks
  • Check out a recent blog post that you have written
  • Download a freebie or incentive that you are giving away (granted that you add a link to your email signature in Wisestamp)

Here’s an example of one that I created in Gmail:

Branded Out Of Office Notification Example

If you enjoyed this blog post, I would love for you to share it with your friends on Facebook andTwitter. Cheers!

Alas! The holiday break is near! But wait. There's one final thing you must take care of before you leave the office: Your out-of-office email.

XM Company News

holiday notification email

The start of the holiday season does not mean letting your inbox enjoy the same degree of leisure and festivities as you do. Despite being busy with all the buzz and planning, you can hardly lock your business’ door before taking care of what happens with your inbox.

This entails informing your loyal customers about the holiday closure of your business in a clear, informative and (optionally) festive manner. Knowing that holidays can be a busy time of the year, we provide you with several pre-drafted email templates that you can use for announcing the holiday closure for your business.

Don’t Act like Scrooge

Picking the right words for you holiday out-of-office emails can seem like a proper “task”, particularly if you want to be both clear and polite with your message, while sprinkling it with usual phrases about the spirit of holidays. Yet, leaving your customers without this type of message is a big no-no, as it presents you as an unprofessional & sloppy equivalent of the notorious Ebenezer Scrooge. Thus, you need to fire up your email client and announce your absence with style by sticking to the following templates and tips.

The Essentials

Whatever style you may ultimately decide to adopt, each of these emails should feature these essential elements:

  • Precise reference to the period in which you will be away, as the receiver will want to know when they can reach you again. Inform your correspondent about the date by which they can expect to receive a response to the email they send you during the holiday season.
  • Indication that your will reply to the email when they return.

Check Out these examples:

We hope you that this holiday season finds you enjoying every single minute of it. We are aware that this is the time of the year everyone is looking forward to and we are no different from you in that regard.  Since we hope to spend some quality time with our families and friends, holiday closure period is ahead of us. We hope that you will enjoy the holidays just as much as we will.

We will be closed for [X] days from 21.08.2019 to 21.08.2019 due to the holidays.

Please note that all queries and orders posted at least [X] days before [starting date of the holidays] or during holidays will be processed immediately once we are back at the store.

Please accept our apology for the inconvenience this may cause. We are thankful for your understanding.

We wish you all the best!

Happy holidays!

Thank you.

Yours Sincerely,

[The Sender’s Signature]
Sender’s Name

*using a professional email marketing solution you can personalize your emails by using your customers’ first name as well as other personalized tokens containing info you have about your customers

Providing optional information

Depending on your idea of holidays as no-business time of the year, you may decide to leave at least one communication channel open, or provide additional information in case of urgent inquiries. In any case, you can add the following information to the mix:

  • You can provide your mobile number, while noting that it can be used only in exceptional situations
  • You can leave contact information of a person that will handle correspondence in your absence
  • You can inform your customers that you will only check emails with “URGENT” in their subject

Let’s check the examples with these optional elements included.

Leaving your mobile phone number:

Hello!

Thank you for your message. I am currently out of the store on holidays, with no access to email. I will be returning on (insert date).

If you need my assistance before then, you can reach me at my mobile – (Mobile Number).

Thanks!

Additionally, you can reference a person in charge of your business while you are way:

Hello,

Thank you for your email. I’m currently out of the store on holidays. I will be returning on [return date].

I greatly value your email and I will read it as soon as I return to my desk. Still, if you require immediate assistance, please get in touch with[Alternate Name] at [alternate email].

All the best to you and your most beloved ones,

[Your Name]

Including even a passing reference stating that your customer’s email is important to you shows your appreciation for the message that you are currently unable to respond to.

Finally, if leaving a private mobile phone feels like revealing too much, you can instruct your customers to contact you via email with the “URGENT” referenced in its subject:

Hi (Name),

I am currently out of the store on holidays.We will get back to work on (insert date). If there is something urgent, you can inform me by sending me an email me with the “URGENT” reference in its title and I’ll get back to you as soon as I can.

I wish you and your family the happiest holidays!

Best,

[Your Name]


Image Credit: Pixabay

Happy holiday maker

Going beyond being formal and functional with your messages, you can also add a note of festive mood to your email if you feel like being creative. To this purpose, you can adopt a lighter tone, while referencing the holiday in question.

Look at the following example:

Happy Holidays!!

It’s time for yet another everyone’s favorite period of the year! For me, it means eating as many cookies as possible while gulping down as much mulled wine as possible. Yes, this also means trying to remember every line of dialogue from  [your favorite holiday movie] as my favorite holiday flick

I’ll be back at my desk on [date] and will respond to your message immediately. In case you need urgent assistance, please forward an email to [contact name] at [contact email] so that Santa’s little helpers at our shop may look into it.

Happy holidays!
[Your Name]

Depending on the type of holiday, you can create specific templates for various holidays such as Christmas Thanksgiving, New Year etc.:

Hi (specify the name),

Our store will be closed until the end of the week for [Thanksgiving/Christmas/New Year]. We are happy to inform you that all of your emails will be answered once we are back on [date].

Kind regards,

[Your Name]

Final notes

Whatever style you may adopt, it’s still useful to know that some of the general rules apply to all instances:

  • Stay consistent with the preferred communication style, particularly if you go for more creative options
  • Double check for grammar and typos, as your template will be sent to many addresses
  • Do not overdo it in terms of using unconventional style, particularly if you are not sure that it will fall on right ears with some of your customers

Wrap-up

Forgetting to email holiday closing announcements is the best (or worst) way to get off your customer correspondence on the wrong foot. By doing it, on the other hand, you will leave solid impression of a professional who wants to stay on good terms with his/her customers, while showing respect for their role in mutually beneficial cooperation. Using templates can be of great help as a starting point for coming up with informative and stylistically consistent emails that will give you a peace of mind during the holiday season.

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Holiday Notice Format For Office

holiday notification email

Holiday Notice Format For Office

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How to Create an “Office Closed for Holiday” Message Template You'll notice a short bit of code appear in the Send to Email Address options.

Holidays from:

holiday notification email

With BizTalk360, you can set up numerous alerts. However, there may be times when you want to take the environment down for maintenance or stop the alert during holidays. One such scenario could be when you are deploying a new version of a BizTalk application or making some configuration changes to the existing environment. During these times, you do not want the system to send loads of false notification emails to the subscribers indicating a component(s) is/are down or during the holidays. BizTalk360 has an option where administrators can stop the alert notifications being sent for a specific time or during the holidays for every environment. Say, if the deployment is supposed to take 15 minutes, they can set up the "Stop alerts for maintenance" value to 15. The administrator can choose the time in minutes/hours/days. Once the time is complete, the stop alert will automatically reset, and the alerts start getting triggered. You can stop the alerts in two ways:

  • Setting up stop alerts during maintenance
  • Setting up the Business Holidays

Setting up stop alerts during maintenance

  • Log in to the BizTalk360 application
  • Click 'Settings' (gear icon) located at the top of the page
  • Click 'Monitoring and Notification' in the Menu panel on the left side of the screen
  • Click 'Stop Alerts for Maintenance'

Setting up Business Holidays

  • Environment - Select the environment for which you want to stop the alert
  • Exclude Alarm During Maintenance – Select the alarms for which you don’t want to stop alerting during holidays
  • Select Business Holiday Calendar - Select which configured business holiday calendar will be used for stopping the alert(s)

The Business Holiday tab lists out all the holidays configured in the business holiday calendar. During these days alerting will stop automatically.

Configure new Maintenance Schedule

  • Click the New Schedule Button to configure the stop alert maintenance, which will redirect to a blade which consists of the following options:

  • When do you want to stop? - Enable the Immediate switch or select the date and time from when you would like to stop the alerting
  • How much time do you need? - Select the number of minutes/hours/days you would need to perform the maintenance activity
  • What's the reason for maintenance? - You can enter the reason why the alerts are stopped during maintenance. Say, Deployment/configuration changes, and so on
  • Click Save to initiate the stop alerts during maintenance

Once the time window is complete, the stop alert resets automatically and the alerting will continue

Example: Because of short maintenance, BizTalk360 should stop monitoring on April 26, from 10:35 AM. Monitoring will be stopped for 10 minutes.

You can setup maintenance schedules in the future. Any saved schedule, is displayed in the Grid. Also, you can delete schedules in this table, by clicking on the small bin icon on the right-hand side of each of the schedules.

If you wish to see the historical maintenance schedules, you can click the Historical Alert Maintenance Schedules tab and view the results there.

When the Maintenance period is active

Once the Maintenance period is active, you will be alerted with an informational message both in the Operational dashboard as well as in the Stop Alerts screen.

Purging

A purging policy is in place, to help manage the table size of the historical maintenance schedules.

Configure Business Holidays

BizTalk360 provides the capability to stop monitoring alerts during business holidays. For configuring the business holidays,

  • Log in to the BizTalk360 application
  • Click 'Settings' (gear icon) located at the top of the page
  • Click 'Monitoring and Notification' in the Menu panel on the left side of the screen
  • Click on ‘Configure Business Holidays’.

Adding new Business holidays

• Click New button for adding a new business holiday (you can add multiple calendars based on your need)

  • A new blade will be opened for the configuration of the following options

  • Name – Name of the business holiday calendar
  • Description – Description about the business calendar
  • Status – option to Enable/Disable the business holiday

Calendar Configuration

Once you expand the Add Holiday(s), you can choose the business holidays.

Multiple days can be added by clicking the ADD button, and if you want to consider Saturday and Sunday for holidays, you can check the options too. Based on the configuration, maintenance will be stopped.

  • Once the business holiday calendar is configured, you can save the configuration by clicking the Save Configuration Button

These business holiday calendars can be selected in the stop alert maintenance window to stop the monitoring.

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The University will observe the following holidays during the calendar Email: [email protected], website: www.cug.ac.in . All Notice Board.

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