Whether you're away for vacation, business travel, or a personal leave, setting a clear and informative out-of-office message helps ensure members, volunteers, instructors, and other stakeholders know where to find assistance while you're unavailable.
A well-crafted automatic reply should set expectations, point recipients to self-service resources, and direct urgent requests to the appropriate support channels.
Out-of-Office Best Practices
1. Clearly State Your Availability
Let recipients know:
- The dates you will be away
- When you expect to return
- When they can anticipate a response
This helps reduce follow-up emails and manages expectations.
2. Direct Recipients to Chapter Resources
Whenever possible, include a link to your chapter's website or event calendar so members can quickly find information about:
- Upcoming educational programs
- Chapter meetings and events
- Registration opportunities
- General chapter information
3. Use Current Support Channels
If someone requires immediate assistance, direct them to Appraisal Institute's primary support resources:
- Appraisal Institute Customer Service: (888) 756-4624
- Start at the Support Center and find answers -OR- Submit a Request
These channels are actively monitored and can assist with a wide variety of inquiries.
4. Avoid Listing Legacy Shared Mailboxes
Older Appraisal Institute shared inboxes and department-specific email addresses should no longer be referenced in out-of-office messages.
Examples include:
- AI Service Center
- Admissions
- Continuing Education
- Education Department
- State Certification
- General Inquiries
These legacy inboxes may no longer be the most effective route for assistance and can create confusion or delays. Instead, direct users to the Support Center and the main customer service line, where requests can be properly routed and tracked.
5. Keep Your Message Short and Action-Oriented
An effective out-of-office message should:
- Thank the sender
- State your availability
- Provide helpful resources
- Explain where to seek urgent assistance
Avoid lengthy explanations or providing multiple contact options that may overwhelm recipients.
Recommended Out-of-Office Template
Thank you for your email.
I am currently out of the office from [insert dates] and will respond to your message as soon as possible upon my return on [insert date]. Thank you for your patience and understanding.
In the meantime, you can visit the [insert chapter event page] to view upcoming education offerings and events hosted by the [insert chapter name] Chapter of the Appraisal Institute.
If you require immediate assistance, visit the Support Center, Submit a Request or contact the Appraisal Institute at (888) 756-4624.
Regards,
[insert signature]