How to create the absence message that is perfect?


You may carry on vacation or be from the office for a few days. In order not to make your contacts wait too long, it is recommended to set an absence email up delivered immediately to them. The lack message must be short and include the most information that is important since the period of lack, the reason why for the absence additionally the e-mail target of a colleague who is able to process your contact’s request.


To create the absence message, it is necessary to generate a filter that is new Roundcube provided in your individual email hosting.

Exactly how to configure an absence email on Roundcube?

If you have Roundcube on your colocation hosting, you can create an absence email by logging into your mailbox and clicking on “Settings” at the top right.

Absence email Click on the “Filters” tab and then on the “+” switch in the “Filters” section.

Absence email enter a filter name, check the messages that are“All box then select the “Reply with message” action.

Absence email Indicate your body associated with absence message, the main topic of the message also the frequency of sending the message then click on the “Save” button.

Lack email Move the “Vacation” filter above the “Spam-default” filter so that the latter is taken into account.

The displacement is completed by easy drop and drag.

How exactly to create an absence message?

As it’s good to recall, a good communication within a company also passes by the message of absence. Although the latter is automatic, the latter must be clear and precise. How do you create your lack message?

Item associated with message it is important to define an interest on your message. Indeed, this may let your contact to understand what are at stake. The object most frequently used is “out of this office”.

Type of appeal your lack e-mail must contain a courtesy declaration. The way that is best is to first thank your contact for their message such as “Thank you very much for your message” or “Hello and thank you for your email”. Availability date as indicated at the beginning of the article, it is important to communicate the most relevant information. This is the reason why, if you are away from your office, it is necessary to indicate the date when you will be back at the office.

Although it is not an obligation, you can also indicate in the email, the reason for your absence, for example: I am currently on leave. I will be available again from  March 10, 2020 monday.

Unable to redirect in some full cases, it is possible for you, in addition to sending the absence message, to forward the email to one of your colleagues. However, there may be some  reasons why this does not take place. It might probably be good to offer the  reason why your contact e-mail will perhaps not be forwarded to one of your colleagues.

Referent while you are away, a few of your files and clients may be handled by one of your peers. In this full case, it may be interesting to let people know. You can for example, put as a sentence, this: In an emergency, you can contact Mr. X whose email address is the that is following.

Conclusion formula it is possible to put up on your own absence email, a statement that is polite conclusion such as “Yours” or “Best regards”.

Personalize your absence email:

In many professions, you can be more relaxed, which allows you to personalize your absence message a little more to be less formal. This is particularly the case when the emails are mainly internal notes.

For instance, in your absence message, you’ll only indicate you are on a break, without putting a return date.

Here is an overview of the designs you need to use for your lack messages: Relaxed I am presently on leave. It will be feasible to become listed on me again from March 10, 2020 Special occasion pleased year that is new! On break for Christmas holidays, I will be back very soon, fresh like a roach

Humorous (mainly between colleagues) When hiking, i shall be there again on March 10, 2020 it should be noted that there are certain formulas to avoid such as the formulas “Finally on vacation!” if I find my way However,, “I would not link your e-mails during my holiday breaks!”.

Example of absence message hey and many thanks for your message, I am currently on leave and will be for your use again on March 10, 2020. For reasons of privacy, your message will not be transmitted. But, in the event of an emergency, you can reach my colleague at Best regards your signature

Exactly what are the risks of an absence e-mail?

It is very common to create an absence message up when you are away from the office for a certain period. However, it is imperative to pay particular attention to the details that your message will transmit before saving it.

Indeed, it is unfortuitously not unusual for criminals to just take this  information to utilize it, for example to rob you.

Conclusion on absence messages

You are now able to set up an absence email, it only remains to test this during your next vacation. Also, you know what must necessarily contain your message. Indeed, it is important to highlight the good reason behind your absence along with the date of return. Note that the polite formulas are required and it is imperative maybe not to be too familiar in the latter. And above all, don’t forget to deactivate the filter as soon as you get back.

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