Out of office

While you're away, leaving an effective out of office message on your phone and in your e-mail system will simplify your life. People trying to contact you will be able to redirect their enquiries or postpone what they need from you. And you can relax, knowing that your inbox will not be overflowing when you return.

What makes a good out of office voicemail message? Here's a case study:

You want to contact Angus Brady, a translator, to discuss a book project. You'd like to meet him as soon as possible. When you call, you find that he has left a message in his mailbox. Take notes: When will he be available? Who can help you arrange a meeting? How can you get more information?

Press the arrow to hear the message. Then type your notes in the window below.

That was a rather effective message, wasn't it? Now let's look at the language of out of office voicemail and e-mail.

Anne Hodgson