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 in automated email messages.

I thought I would share a site visitor’s issue regarding a Holiday away message to show how people don’t think things through when it comes to Holiday auto messages—from both sides.

Arrogant Holiday Auto Replies?

I didn’t perceive the same tone as the site visitor, but it did seem a bit one-sided. Disgust, however, is a pretty strong reaction to a pretty standard and benign auto-reply. (It makes me wonder if there is some other reason or history here.)

Based on the text alone, the reaction seems a bit dramatic. Next, note that the site visitor indicates the “emphasis is mine.” So are they putting the emphasis where the sender indicated none?

If you’ve been reading my blog, you know I’ve pointed out how difficult it is to control emphasis levels and how easy it is to read into something that isn’t there. There are things you can do to avoid any misunderstandings.

Controlling Emphasis

This is a perfect example of how you don’t want to leave that level of emphasis or emotion to the other side. You can only do so much to control that, but you must try. You always want to do your best to ensure your message is clear.

I’ve received feedback that I “harp on the issue of perception ad nauseam,” but here is an illustration of how the words you choose and how you choose to use them can be perceived differently by different folks.

For those with a “history,” that’s a tricky balance when emotions run wild. However, perception in email is a thing. A big thing.

The message above was probably meant to inform, not insult, but there appears to have been enough wiggle room 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. 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.