Ruby's guide to vacation autoresponders.

Reading time:

Vacation season is here—time to kick back, relax, and reply to client emails from a new and exotic location. Wait—what? No! Cut the proverbial cord with your work email account during your next getaway. A thoughtful autoresponder can give you peace of mind while you’re miles from your desk! Follow these guidelines to keep your clients happy and informed when you can’t reply right away:

Make it warm. You may not be able to email your clients while you’re snorkeling or or trekking a mountain trail, but you still care about them. Show it with your tone! Use a friendly greeting and closing to ensure the tone of your auto-reply is top-notch. A general greeting like “Hello!” does the trick for starters, and a closing like “I look forward to getting in touch with you soon!“ is a nice way to wrap things up.

Let ’em know when you’ll be back. Don’t leave your clients hanging—let them know when you’ll be getting in touch with them.  If you suspect you’ll be swamped when you return to your inbox, factor in a bit of a buffer time. If you’re back Tuesday, for example, you might say you’ll be happy to get in touch Thursday. Replying a little earlier than expected is always better than keeping correspondents waiting.

Point ’em in the right direction. Is there someone who can help while you’re out? Including that person’s contact information will put your autoreply recipients at ease, even if they don’t use it. Everyone likes to know they’re taken care of! If you don’t have a back-up buddy, consider including emergency contact information, or giving those who have it the okay to use it (“If you need anything urgently, please don’t hesitate to call my cell phone.”)

Altogether, your autoresponder might look a little something like this:

Hello!

Thank you for your email. I am out of the office on vacation, and I’ll be back Wednesday, August 12. I look forward to catching up with you then! If you need anything while I’m out, feel free to email Kendra at hello@callruby.com

Best regards,

Ruby

And remember: When you’re back to business as usual, be sure your auto reply is no longer active. You may be able to create a schedule for your autoresponder ahead of time, but if not, set a reminder to turn off your autoresponder.

Now for the best part—enjoying your vacation!

Additional reads you may find interesting...

View All

Reflections on fallout

Square title card with circular-cropped head shot: The art and challenge of business services, Justin Dunham, ércule
Small Business Tips

The art and challenge of business services—with Justin Dunham of ércule

Customer Feature

Ruby customer feature: Rapid resourcefulness with Ashton Taylor

Small Business Tips

Forced changes and success with Loren Feldman

Small Business Tips

Get more clients like that one. You know the one.

Small Business Tips

Business live chat: Have your cake and eat it too.

Small Business Tips

Small business resourcefulness with Loren Feldman

Small Business Tips

Omnichannel customer experience: what it means and how to do it right

Small Business Tips

[Infographic] The #1 secret of successful law firms.

Small Business Tips

Use Ruby to schedule appointments and save time.

Small Business Tips

Automated lead capture: Why you need it and how it works.

Small Business Tips

[Infographic] Telehealth in 2021 and beyond.

About Ruby

This Women’s History Month, #ChooseToChallenge with Ruby.

Small Business Tips

PPP loans have relaunched in 2021—with an exclusive application window for small businesses.

Small Business Tips

Too many customers? Here’s how to make a spike in demand work for you.

Try Ruby Risk Free

Call to talk to a live virtual receptionist and hear why 10,000+ companies Ruby.

Call Ruby Sign Up
Sales Support

Already a Ruby customer?

Let’s get started.

Ready to turn more callers into customers?

Missed connections translate to lost revenue. With Ruby, you have a partner in gaining and retaining customers. Plus, we’re so confident you’ll love our service, we offer a 21 day money-back guarantee*.

*Ruby is delighted to offer a money-back guarantee to first time users of both our virtual receptionist service and our chat service. To cancel your service and obtain a full refund for the cancelled service (less any multi-service discount), please notify us of the service you wish to cancel either within 21 days of your purchase of that service or before your usage exceeds 500 receptionist minutes/50 billable chats, as applicable, whichever occurs sooner.