Business Email Holiday Auto-reply Perceptions

As I do each year, I cover autoresponders and away messages due to the Holidays, primarily because so many folks use them this time of year. However, these tips can be applied year-round when engaging in automated email messages.

A site visitor ran into an issue regarding away messages that I thought I would share with you.

Arrogant Holiday Auto Replies?

To me, this site visitor is overreacting just a bit. Why do I say that? Disgust is a pretty strong reaction to a pretty standard and benign auto-reply.

Based on the text provided, that seems a bit dramatic to me. Next, note that they indicate the “emphasis is mine.”

If you’ve been reading my blog, you know I’ve pointed out how difficult it is to control levels of emphasis and read into something that isn’t there.

Controlling Emphasis

So this person is reading into the auto-reply emotion that just isn’t there. There is an emphasis that was not indicated but could be perceived.

To those who complain, I “harp on the issue of perception ad nauseam,” here is a perfect example of how the words you choose and how you choose to use them can be perceived differently by different folks.

I think this message was meant to inform, not insult. But enough wiggle room was left for interpretation.

Here’s how I would reword that auto-reply:

Thank you for emailing me! Due to (insert specific reason here: the holidays, my surgery, my vacation, I’m out of the office, death in the family, etc. ) it might take some time before I can answer your email. Due to this situation, I am not going to be able to respond as promptly as I usually do. My apologies.

I will be checking my email on a regular basis though, and doing my best to try to get back to you as soon as I can. Thank you for your understanding and patience.

Use Your Tools Effectively

Of course, auto-replies are not for daily use. However, using an away message to let contacts know there may be a delay in response is a good idea, especially when you are genuinely unable to respond promptly.

As I did above, do your best to ensure you don’t leave an opening for the recipient to feel neglected. Indeed, you don’t want them to think they must go through your vetting process and wonder if they will ever hear from you.

Here’s my article that prompted this visitor’s request so you can make sure you have all the bases covered: Business Away Message Etiquette. And remember, if you ever have questions on the topics I cover, don’t hesitate to reach out.

With that, I’m off for the holidays to take a needed break from these screens. I’ll see you in two weeks. Merry Christmas and Happy Holidays!