I am used to seeing these automated email responses. This time of year I get more then my fair share and I am glad that we as sales people can actually take time off during the holiday’s as everyone should. But has anyone ever explained how to properly write an auto response? Just yesterday I saw one that said the person would return on 10/11/2009. Hmmm really, it must be quite a trip. And another that just said “On vacation will be back shortly”. If they are anything like the first person ‘shortly’ is quite a long time. Yet another explained that they needed this long deserved vacation and to contact their assistant NOT them. Too much information, not sure I would want this person as my Agent.
Writing a proper automated response is just as important as any other communication you send. You can come off sounding harsh, stressed, uncaring and more if not properly worded. I would suggest that if you haven’t done so recently that you look to see what your out of office reply says. It should be pleasant, short and specific. When I say specific, I am not talking about the above where the person is obviously stressed and NEEDS a vacation. TMI!
A simple greeting, short sentence if applicable of where you might be and the date of your return. It is appropriate to include contact information for anyone that is assisting your clients while you are away.
And I would hope that before you leave, personally call, text or email current clients to let them know BEFORE you leave that you will be away for a bit. Nothing like scaring away a Buyer because they think you abandon them in the middle of their home search. Or a seller gets nervous because they think you aren’t available to accept an offer that might come in while you are away.
Explain how long you will be away and if you are unavailable, who would be assisting them. This simple step could be the difference between losing a deal and worse losing a client or a referral.
Automated responses are a useful tool to communicate with people when you aren’t readily available but can be harmful if not used properly. So next time you are writing your ‘out of office” email take a moment to really think about what you are writing. Oh and include a link to your listings or any other useful information to keep them engaged until you can return to them personally.
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