Sales out of office email holiday message in English

out-of-office-holiday-email-wording

It is important that Sales and others in customer facing roles consider their use of an out of office reply as a sales or communication tool.

We covered in another post the common mistakes and how to avoid them by writing a good out of office email reply (originally written in 2008 and updated in 2017).

In case you do not want to read the post, they include:

  • Date Confusion – I will be out of the office starting 09/08/2017 and will not return until 23/08/2017 – ask yourself about the date and are you an American or not?
  • Mixing Language – Thank you for your message. Sorry I’m not in the Office until 20th of Mai and I have no access to my Emails.

Usually we suggest a simple and correct form:

Acceptable out of office email example

Thank you for your e-mail.

I am out of the office till Thursday, 27th of April 2017 and your email will not be forwarded.

Should the matter be important, please contact XXXX XXX ( email address) in my absence.

Best regards

Your Name

So how can sales use this simple email reply to their best advantage?

In another example we could use the following:

Dear Mail Sender,

Thank you for your mail. I will be out of office from today and will be back on Thursday, May 27th. I will have limited access to my e-mail during this period.

In my absence, please feel free to contact XX XX on +41 44 319 3338 or e-mail XXX@thebostonschool.com.

Thank you for your understanding.

Best regards,

Your Name

PS In my absence I thought you may be interested in learning about our new product x / company video on xxx . I would be keen to know your thoughts after I get back

Signature block with links to Linkedin or Xing Company Page, other Social media

Do you see what you have just done? 

As an English School not all our learning is from books and for someone in sales, the door is now open to speak to someone specifically about a product or service.

All whilst they were on holiday

For more insight and clever use of English, please do not hesitate to follow The Boston School on Facebook or Linkedin or contact us to discuss your training needs in English.

English delivered to your inbox leaving you to enjoy your holiday!

English Out of Office Email Reply – Exercise & Examples

kostenloses Business Englisch

What you may want to learn

The Boston School helps French and German speaking employees of Swiss company offices and others online to improve their internal communications, using tools such as these good out of office email replies in English.

Learning English on holiday

It is important to remember just who will receive your out of office e-mail response and how will they react if it is poorly worded?

Listed below are some real examples of error messages and an explanation of why they are wrong. 

Common out of office email mistakes (all real examples)

Date Confusion

I will be out of the office starting 09/08/2019 and will not return until 23/08/2019.

In Europe and many other places in the world, 09/08/2019 means August 9th, 2019. In the US, the month comes before the day so would be understood as the 8th of September, possibly causing some confusion.

Mixing Language

Thank you for your message. Sorry I’m not in the Office until 20th of Mai and I have no access to my Emails.

In urgent cases please contact XXXX. (Phone +41 …. Email: xxxx)

Freundliche Grüsse

Kind regards

XXX XXX

Use of Slang / Informal

*** BIZ trip until 12. Sept 2018 ***

*** please contact XX XXX ***

*** for urgent calls: +41 xx xxx xxx ***

The use of asterisks, biz instead of business project an informal relationship which may not be in line with your corporate standards. 

Acceptable out of office email examples include:

Example 1 – Simple out of office email

Thank you for your e-mail.

I am out of the office till Thursday, 27th of April 2017 and your email will not be forwarded.

Should the matter be important, please contact XXXX XXX ( first name second name and their email address) in my absence.

Best regards

Your  Name

 

Example 2 (refer to a colleague whilst you are away)

Dear Mail Sender,

Thank you for your mail. I will be out of office from today and will be back on Thursday, May 27th. I will have limited access to my e-mail during this period.

In my absence, please feel free to contact XX XX on +41 44 310 3038 or e-mail info@thebostonschool.com.

Thank you for your understanding.

Best regards,

Your  Name

 

Example 3 Date and colleague reference out of office email 

I will be out of the office till October 24th 2018. I will respond to your e-mail as soon as possible on my return.

Please note, that your mail will not be forwarded. For any urgent matters, please contact XX XX at  XX@thebostonschool.com.

Thank you for your understanding.

Best regards,

Your  Name

 

Example 4 (voted most popular !)

Thank you for your email. I am out of the office from [DAY, DATE] to [DAY, DATE] and unable to respond at this time.

I will review your message following my return on [DAY, DATE]. If you need immediate assistance, contact [Name, phone number and email address].

Thank you for your understanding.

Best regards,

Your  Name

 

Out of office email best practice

German - French - English out of office email example

It is important to recognise your company standards and practices when creating an out of office email reply. Too often it is the last thing we do before we leave for our holidays, so mistakes are common.

It is important to provide a point of reference, a colleague as an alternative contact and that they know you have elected them to cover for you whilst you are away.

Swiss Style Out of Office Email Example From 2019

Guten Tag,

Vielen Dank für Ihre E-Mail. Bin abwesend bis 13.08.2019 und kann Ihre E-Mail nicht beantworten. Ihre E-Mail wird jedoch weitergeleitet und bearbeitet.

Bonjour,

Je vous remercie pour votre e-mail. Je suis absent jusqu’ au 13.08.2019, et ne peux pas répondre à votre e-mail. Par contre, votre courriel est transmis et traité.

Hello

Thank you for your e-mail. I am out of office until 13.08.2019 and can’ t answer your e-mail. Your email will be forwarded and processed.

Mit freundlichen Grüssen

Meilleures salutations,

kind regards,

Urs wrote his in 3 languages and normally in Switzerland it is two:
German/English or French/English
for an out of office holiday or business email reply

Top Tip for out of office email replies

Da heutzutage praktisch jedes Unternehmen auch andere Formen der Information anbietet, also z. B. Facebook, eine Homepage, Instagram, Twitter etc., kann es unter Umständen sinnvoll sein, auch auf diese zu verweisen:

Für Informationen über unser aktuelles Produktangebot können Sie auch auf unserer Website www.a b c.com vorbeischauen.

For information on our latest product range, you can also check our website www.a b c d.ch / . a.b.c.d.com

This helps you to promote your new sales range even when you may be off work on the beach! 

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Simple English and German out of office email example

This is a simple reference example to help students to complete an exercise and to bookmark the page for their future holidays. 

Checkliste: Was gehört in die Abwesenheits-E-Mail-Antwort?

Betreff: Wählen Sie ein kurzes und informatives Thema, damit der Empfänger sofort sieht, worum es geht.

Ich danke dir: In jeder E-Mail sollte ein Gruß enthalten sein, und Sie sollten keinen ohne Dankeschön machen.

Punkt: Von wann sind Sie im Urlaub oder geschäftlich unterwegs und bis wann sind Sie nicht erreichbar?

Abwesenheit: Was passiert mit den Mails in deiner Abwesenheit?

Repräsentation: Wer vertritt Sie während Ihrer Abwesenheit oder Urlaubszeit? Wie kann man ihn erreichen?

Zurückkehren: Was passiert mit der Post nach Ihrer Rückkehr?

Vorlage Abwesenheitsnotiz Deutsch

Sehr geehrte Damen und Herren,

bis zum TT.MM.JJ befinde ich mich im Urlaub.

Meine E-Mails werden in dieser Zeit nicht weitergeleitet oder bearbeitet. In dringenden Fällen wenden Sie sich bitte an [vertretende/r Mitarbeiter/in] unter der Durchwahl XY, beispiel@unternehmen.com.

Vielen Dank für Ihr Verständnis!

Schöne Grüße
Signatur

Vorlage Abwesenheitsnotiz Englisch

Dear Sir or Madam,

Thank you for your message.

I am currently out of the office and will be back on the ( Datum) ,,, 14 February 2020.

Your email will not be forwarded. I will answer it upon my return.

For urgent matters please contact  …vertretende/r Mitarbeiter/in …  (#### @?? unternehmen.com; Tel: 044 – XXX XX XX).

Thank you for your understanding.

Best regards,

[Signatur]

 

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Business English Exercise – First Contact with a Potential Supplier

Business English Skills 5 minute read

Free E-Mail Sample:

First Contact with a Potential Supplier

5 Steps:

Here are 5 steps that creates a well formed introductory e-mail to a supplier. I’ve listed 8 standard business phrases that are used for these steps:

  1. Introduce your company (No 1-2)
  2. Explain why you are interested in their company/products (No 3-4)
  3. Explain more specifically why you would like to meet (No 5-6)
  4. Request a meeting (No 7)
  5. Close politely (No 8)

8 Useful Formal Phrases:

  1. We will be launching (name of product/service)
  2. Our concept is to…
  3. As you (may) know, …
  4. We feel we have great potential…
  5. We noticed on your website …
  6. … we would be interested in learning more about …
  7. We hope to organize this meeting…
  8. We look forward to hearing from you soon.

E-Mail Sample:

  • To:  sales@acomfy-home.com
  • From: Sun and Shade Shoppe
  • Date:  15 March 20xx

Dear Comfy Home Representative,

We will be launching Sun and Shade Shoppe on Cape Cod at several locations this June.  Our concept is to offer environmentally friendlysolutions to summer homeowners.

As you know, Cape Cod is a beach area which is a popular summer tourist attraction. We feel we have great potential in becoming successful if we can offer products that our competitors do not currently have available.

We noticed on your website that you offer several solutions for automatic blinds and awnings and would be very interested in learning more about them. Could we arrange a meeting with a Comfy Home sales representative to show us your latest technology?

We hope to organize this meeting by the end of the month so that our three shops can be fully stocked and employees trained by our launch date: 1 June 20xx.

We look forward to hearing from you soon.

Best regards,

Janice Prommer
Purchasing Manager
Sun and Shade Shoppe

Extra Notes:

The e-mail above  reflects a formal style of writing very similar to what would formerly be written in a letter.

To adapt it to a letter format, you would need to change the address, of course, but also the closing, too.  I would recommend using “Sincerely” instead of “Best regards”.

Feedback:

Feel free to submit your own version to: info@thebostonschool.com for corrections and tips.  Please put “E-Mail Sample: First Contact with a Potential Supplier” in the subject box.  I will correct the first 5 e-mails received for free.

If you’re not one of the lucky 5, corrections can be made for a fee of  USD 15.00/CHF15.00 within one week’s time.

Exercises + Inbox = English Improvement by newsletter