'Out of Office Assistant' Policy

With much of our communication being conducted over our email system, it is important to keep our clients and other employees informed when we are out of the office or on leave.

'Out of Office Assistant' that allows your computer to generate a reply to the sender of any emails when you are away from your computer for any length of time.

It is important that you activate this out of office tool when you are going to be away from the office or unable to access your email.

The following details must always be included in any out of office automated response:

·         Acknowledgement of receipt of email

·         Beginning and end date of absence from office

·         Your contact number in case it is urgent (if you do not wish to disclose your personal contact number on email please leave it with the alternate contact listed in the email)

·         An alternative contact in the office and their details

·         A positive and professional tone (i.e. do not use a statement such as "If you have a problem with… etc")

 

Please copy and paste one of the following automatic responses into your out of office tool and retain as a standard response that you can switch on when necessary.  Each time you are away from the office you only need change the relevant dates.

 

Template 1:

Thank you for your email, your message is important to me. I am out of the office from [date] to [date] and unable to respond to your email during this time. If your enquiry is urgent, please call me on my mobile [mobile number] or alternatively call [contact name and title] on [contact telephone number].

Regards,

[Footer including full name, title, name of department, company name, address and contact details]

 

Template 2:

 

Thank you for your email, your message is important to me. I am out of the office from [date] to [date] but can be contacted on my mobile [mobile number] for urgent matters.

Alternatively please contact [contact name] regarding [product or service name] on [phone number] or [contact name] regarding [product or service name] on [phone number].

 

Regards,

[Footer including full name, title, name of department, company name, address and contact details]

Template 3:

Thank you for your email, your message is important to me. It is a public holiday in [country] on [date]. Our office will reopen on [date] at which time we will respond to your email. If your enquiry is urgent, please call me on my mobile [mobile number] or alternatively call [contact name and title] on [contact telephone number].

Regards,

[Footer including full name, title, name of department, company name, address and contact details]

 

 

How to do it :

.com users : go in to settings

.in users : Please follow these steps

 

Step1: Login on webmail.cogdigital.in

 

Step2: Click on your email id in the Top right corner

 

Step3: Click Autoresponders

 

Step4: Click Add Autoresponders

 

Step5: Fill this form