| Auto-responder emails are the automatic emails that | | | | but I can’t read any of them right now. Call Jenn |
| you receive when someone is “out of the | | | | for accounting, but if she is out, call Lizbeth before |
| office” or on auto reply. It is the same as getting | | | | 4:00pm.” |
| an automatic message on voicemail – it is meant | | | | Auto-responders can also be used for customers |
| to tell the person requesting information, “no, | | | | who are making general inquiries to your website. In |
| I’m not in, but I did get your request. I’ll be | | | | that case, they can direct them to the answers they |
| back in contact with you soon,” but the | | | | are looking for, or to the customer service support |
| messages are usually not that eloquent. | | | | that they need. It can also be used as an advertising |
| When would you want to use an auto-responders? If | | | | tool, but a word of caution here because of spam |
| you have a website with people who are continually | | | | issues. |
| asking routine questions, or if you are interested in | | | | The way to set up your auto-responder is to |
| screening resumes for a job, and just want to | | | | contact your web host. There is usually a procedure |
| contact the most qualified applicants, they are a | | | | that allows initiating auto-responder on the control |
| handy way to answer, but not personally answer a | | | | panel of the web host. This may also include the |
| person sending a general email to you. If you go on | | | | ability to schedule responses and to be able to |
| vacation, are at a conference or in training and | | | | program that different messages be sent. There are |
| unavailable, this is an appropriate email to send in the | | | | many internet companies that provide this service for |
| business situation. It is also important to put in a | | | | reasonable fees or even for free. Many offer |
| short message on who to contact as a substitute, or | | | | personalized messages and an unlimited number of |
| who to email for information instead, to allow | | | | messages to many recipients. |
| business to go on in your absence as smoothly as | | | | Many people responding to your initial email will not |
| possible. | | | | appreciate getting an auto-response for a reply. |
| Remember, auto-responders are meant to be a | | | | Imagine that you are trying to fill a job opening, and |
| shorter version answer to a general question, often | | | | are not available to receive the responses from the |
| without the respondent having seen the question | | | | candidates who respond to your advertisement. |
| specifically first. They should be short, give | | | | They will not want to get an auto-response from |
| information on who to email for answers and should | | | | you, no matter how well intended, if they were |
| explain when you will be available next. For example | | | | expecting you to take the time to answer your initial |
| in the office scenario, an appropriate one to use while | | | | requests for resumes or descriptions of qualifications. |
| you will be away from your office would be: | | | | So, when sending auto-responses, consider what it |
| “Thank you for your email. I am out of the | | | | would be like to get your own auto-response back |
| office until x date. I will review and answer all emails | | | | after an email sent to someone in earnest. Would |
| when I return at that time.” An inappropriate | | | | you want to be the person on the other end of your |
| response would be: “I know you are emailing me, | | | | own auto-responder? |
