Here are some tips for replying to an email when someone is out of office urgently:
Don’t panic, take a breath
• An out of office reply means someone isn’t able to respond right away – no need to freak out or assume the worst. Take a breath and remember emails aren’t instant messages. Give them time to return.
Check if anyone else was cc’d
• Scan the email chain to see if other teammates or managers were copied. Reply all that you have an urgent request and ask if anyone else can assist in the meantime.
Send a polite nudge or forward
• Send another polite email after a few hours, saying you’re following up on an urgent request. Or, forward the original email to a coworker, asking them to help if they can.
Pick up the phone
• As a last resort, try giving them a quick phone call. Leave a voicemail briefly explaining you have an urgent email and need assistance when they’re back. Provide your number for them to call you back ASAP.
Use an auto-reply tool like superReply
• Take the stress out of urgent emails with a free Chrome extension like superReply. It will automatically let the sender know you’re OOO and notify a coworker to assist with urgent requests.
The key is communicating politely, following up with others, and not assuming no reply means you’re being ignored. A tool like superReply takes the workload off your shoulders so you can focus on what matters!
