Why You Should Always Set an Out-of-Office Message

When you step away from your desk — whether for a few hours or a few weeks — communication does not stop. Prospects may email you, clients might schedule meetings, and automated campaigns may continue running. That is why having an Out-of-Office (OOO) message is more than just good manners — it is an essential part of a professional communication strategy, particularly when using InvestGlass’s CRM, Email, and Marketing tools.

1. The Business Case for Out-of-Office Messages

An out-of-office reply serves three important purposes:

• Manages expectations — clients understand when you will return and who to contact in your absence.

• Maintains professionalism — silence can damage trust; a clear OOO message keeps communication consistent.

• Preserves relationships — automated replies demonstrate attentiveness and reliability, even when you are away.

In regulated industries such as finance, wealth management, and real estate — where InvestGlass clients often operate — clear communication is not optional. An OOO message helps your firm remain compliant while maintaining client confidence.

2. Using Out-of-Office Messages in InvestGlass Email Tools

InvestGlass integrates seamlessly with your email automation and CRM system, allowing you to:

• Set personalised OOO templates directly within your client communication workflows.

• Trigger alternate contact routing so that urgent messages are automatically redirected to a designated colleague.

• Track response metrics — see how many clients interacted with your OOO message.

Example:
If a relationship manager is on holiday, the OOO template can include a dynamic field such as:
“For urgent portfolio matters, please contact {{backup_advisor_name}} at {{backup_advisor_email}}.”

This ensures that no client or prospect is ever left without a response — your CRM ensures continuity and professionalism.

3. Out-of-Office Messages and Marketing Automation

Out-of-office messages are not merely reactive; they can also be integrated into your marketing strategy.
With InvestGlass’s Marketing Campaign Builder, you can:

• Segment contacts who email you while you are away and add them to an automated nurture sequence.

• Schedule a “welcome back” follow-up campaign to re-engage them upon your return.

• Sync OOO responses with your CRM timeline for a unified view of all client interactions.

This transforms an absence into an opportunity for automated engagement and sustained client communication.

4. Best Practices for Crafting a Professional Out-of-Office Message

A strong out-of-office reply should be:

• Polite – Thank the sender for getting in touch.

• Informative – Include your return date and alternative contact details.

• Personalised – Use CRM data to tailor the tone and message.

• Consistent – Reflect your organisation’s voice and branding.

Example template:

Hello,

Thank you for your message. I am currently out of the office and will return on [Date].

If your request is urgent, please contact [Colleague Name] at [Email].

Otherwise, I will respond as soon as possible upon my return.

Kind regards,
[Your Name]
InvestGlass Team

5. Turning an Out-of-Office Message into a Trust-Building Opportunity

At InvestGlass, we believe automation should feel human. Setting an out-of-office message — through email settings or marketing workflows — is not just about managing absence. It is a moment to reinforce trust. Every automated reply shows that your organisation remains responsive and transparent, even when individuals are unavailable.

Conclusion

In client-focused industries, silence can erode relationships. With InvestGlass’s integrated CRM, Email, and Marketing tools, your out-of-office messages become part of a cohesive, automated communication strategy that keeps your business running smoothly and your clients reassured.

4. Best Practices for Crafting a Professional Out-of-Office Message

A strong out-of-office reply should be:

• Polite – Thank the sender for getting in touch.

• Informative – Include your return date and alternative contact details.

• Personalised – Use CRM data to tailor the tone and message.

• Consistent – Reflect your organisation’s voice and branding.

Example template:

Hello,

Thank you for your message. I am currently out of the office and will return on [Date].

If your request is urgent, please contact [Colleague Name] at [Email].

Otherwise, I will respond as soon as possible upon my return.

Kind regards,
[Your Name]
InvestGlass Team

5. Turning an Out-of-Office Message into a Trust-Building Opportunity

At InvestGlass, we believe automation should feel human. Setting an out-of-office message — through email settings or marketing workflows — is not just about managing absence. It is a moment to reinforce trust. Every automated reply shows that your organisation remains responsive and transparent, even when individuals are unavailable.

Conclusion

In client-focused industries, silence can erode relationships. With InvestGlass’s integrated CRM, Email, and Marketing tools, your out-of-office messages become part of a cohesive, automated communication strategy that keeps your business running smoothly and your clients reassured.