Posted by: episystechpubs | December 4, 2013

Editor’s Corner: A little email etiquette

Good morning! As the Hanukah and Kwanza candles are lit and the Christmas lights and Festivus poles go up, it is that time of year when many people take vacation. One of our astute readers brought up the “Out of Office” messages we set and the importance of the words we choose.

As most of us know, it is good to include the following information:

· Date (or dates) you will be out

· Whether you will have access to email

· Approximately when you will respond

· Alternative steps for sender to take if they need immediate assistance

The following message is close, but requires a bit of fine-tuning:

I am out of the office today and will have no access to email. I will respond to your email at my earliest convenience; however, should you need immediate assistance, please contact Joe Baldocky at jbaldocky.

First, “I am out of the office today” would be clearer with an actual date. Second, the phrase “will have no access” is awkward. Some alternative phrasing is “…and will not have access…” or “…and do not have access to email.” Third, “I will respond at my earliest convenience” may be true, but it sends the message that the sender is of secondary concern—a message you definitely do not want to impart to clients. You want to let clients know that you will get back to them as soon as possible. Honestly, chances are that a customer with an urgent matter is not going to care what is convenient for you. Instead, how about “I will respond to your email as soon as possible after I return”?

Here’s a revised version of the message:

I am out of the office today (Wednesday, December 04, 2013) and do not have access to email. I will respond to your email as soon as possible after I return; however, should you need immediate assistance, please contact Joe Baldocky at jbaldocky.

Now go forth and enjoy your holidays!

Kara Church

Senior Technical Editor

619-542-6773 | Ext: 766773

www.symitar.com

NOTICE: This electronic mail message and any files transmitted with it are intended
exclusively for the individual or entity to which it is addressed. The message,
together with any attachment, may contain confidential and/or privileged information.
Any unauthorized review, use, printing, saving, copying, disclosure or distribution
is strictly prohibited. If you have received this message in error, please
immediately advise the sender by reply email and delete all copies.


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