How to create a professional auto-responder — Stripo.email

Do your email signatures keep things running or leave your contacts in the dark? Professionalism doesn’t take a vacation. An auto-response can save or ruin the impression you make, and the signature is often the deciding factor. When crafted correctly, an out-of-office message reinforces the brand image, establishes expectations, and helps people navigate when you’re away. 

So, what are the steps to creating a practice out-of-office email signature? You’re about to find out.

What is an out-of-office email?

An out-of-office (OOO) message is an automatic reply sent to your contacts when you are unavailable. The goal? To provide a timely response with alternative contact details for urgent matters, specify start and end dates for your time away, and communicate information about important processes.

Aside from its purely informational role, the OOO email supports the brand image and demonstrates your dedication to people’s experience with the company—all while you are away.

The role of an out-of-office email signature

Before we answer this question, let’s compare two out-of-office messages. Which is better at maintaining professionalism? Here are the options:

• variant 1: The OOO message feels rather generic and blank: there are no branding colors or call-to-action buttons, and there’s no professional sign-off;

  

• variant 2: The next OOO email has a more professional look. A standard email signature with a job title, the company name, contact info, and a few call-to-action buttons gives the recipient several options for what to do next.

  

A well-crafted signature adds a human touch to an automated response and tailors plain text to the brand’s guidelines. So, what are the fundamental elements of a properly designed email signature?

Key ideas to include in an out-of-office email signature

An out-of-office email signature is a small but mighty element. But the best thing about it? It’s easy to create. Let’s take a look at some ideas you may use to make your signature effective:

• start with the name and title: Your full name and job title help establish credibility. Additionally, they give clients or colleagues a better understanding of who the auto-reply is coming from;
• add your company name and logo: A combination of the name and logo of your business makes your email instantly recognizable. This can also add a touch of professionalism and keep your communications consistent;
• insert dates: An email signature banner can fit the important details and highlight the timeframe for your absence: the start date and the end. Compared to the lengthy email text, a signature banner is short and catchy;

  

• include alternative contact information: You may include an alternative contact name, phone number, or email in the banner for immediate assistance;

  

• add social media or website links: You can continue to foster your brand image and encourage engagement while you are away. How? With social media buttons or links. Action-language wording and precision will motivate readers to click;

  

• write a personalized note: Your email account signature can perform even better if you include a note or a message to the readers. This makes automatic replies feel more authentic.

  

It’s time to give due credit to the out-of-office email signature by revealing its full potential. Aside from being a professional’s calling card, a signature can convey a message or encourage action by including banners. The question is, Are you using your signature to its fullest?

How to create an email signature with Stripo

The Stripo team takes email signatures seriously, so we created our own Email Signature Generator with four templates to choose from. Whether you prefer a vertical, horizontal, or compact sign-off, this tool can match your needs. 

Here is how you can create one:

1. Visit our Email Signature Generator.
2. Fill in the Personal information and Contact information tabs. To remove unnecessary fields, turn the dedicated toggle off.

   

3. Move to the Design tab to choose your template, theme, social style, and font style.

   

4. Preview the results and compare the signature variants using the buttons on both sides of the template.

Once the email signature is ready, enter your email address and—voila! You can download the result and use it to maintain professionalism.

Best practices for out-of-office signatures

Even with catchy designs, not all out-of-office signatures are functional and valuable to readers. We offer three recommendations to improve your sign-off.

Ensure accessibility

Do you use an out-of-office signature as a tool or an accessory? A good out-of-office signature should be visually clear and easy to read. Overly complex designs, small text, or inaccessible fonts may alienate some recipients and should be avoided. Consider the following points regarding readability:

• font: Choose accessibility over visual appeal and use fonts that work for everyone. For example, consider Verdana, Tahoma, Arial, Trebuchet, Calibri, or Open Sans;
• font-style: Avoid overusing italics and highlighting important elements in bold. In addition, try not to use capital letters for continuous phrases or sentences, as it may overwhelm the reader;
• color contrast: The required contrast ratio for email elements is 4.5, so make sure to test a signature with Accessible Colors before adding it to your email account;
• spacing: It is recommended to set the line spacing to 150%. This improves readability and makes the text easier to consume.

Consider your target audience

Are you setting up an out-of-office signature for your colleagues or clients? The answer will determine which important information should be emphasized. Here are some differences in signatures based on the target audience:

• customers: Your clients expect to see start and return dates and contact information for someone who can respond to their inquiries while you are away;
• colleagues: Your team members may need details on the people responsible for your tasks, any changes to the workflow, or your emergency contacts.

The needs of your recipients can help you develop ideas for out-of-office signatures, whether it is a banner with emergency information or support team contact details. In the end, your professional image is at stake, isn’t it?

Add branding elements

Branding may be the only thing stopping you from making an impeccable impression, and an out-of-office email signature is no exception. You can’t hit “Pause” on your business’s image; thus, it is vital to keep the style consistent. What are some key branding elements you can add? Let’s take a look:

• company logo: A logo is a shortcut to making your out-of-office notification easy to recognize;
• brand colors and fonts: Brand consistency includes using the chosen style. Why? Contacts often associate the company with a particular color scheme, so changes can make your email look unfamiliar;
• tone of voice: Whether the company uses a formal or informal tone, stick to it when creating your out-of-office signature.

A combination of these recommendations can make your out-of-office sign-off useful, consistent, and accessible to everyone.

Common mistakes to avoid in out-of-office signatures

Now that you know the DOs, how about we explore some common mistakes when it comes to out-of-office signatures? Here are the three most common issues that recipients can suffer from:

• overwhelming structure: More text or design elements do not equal a better signature. Excess scatters the reader’s focus and makes crucial buttons or links lose visibility;
• ignoring mobile optimization: In a study, 64% of 985 respondents used mobile devices to check their email. With mobile tools, an optimized out-of-office signature may appear improperly or omit important parts of the message;
• minimal or no email provider testing: If you use buttons, add image-based banners, or design messages for your out-of-office signature, consider testing the result. Email clients may render the signature differently, so without proper testing, there’s no guarantee that the email elements will look correct.

As one of the final elements of the email, out-of-office signatures should complement the message when properly designed. With these recommendations up your sleeve, you can avoid common problems and always make a good impression.

Informative email signature examples

Suppose that you are confident about overcoming common issues and know all the best practices. What’s next? The only missing element is inspiration, and this section will share three simple ideas.

Out-of-office signature with emergency contacts

This example of an out-of-office signature includes basic personal information (full name, job title), start and end dates for your absence, and the phone number of an emergency contact. A message with your key details completes the sign-off and blends in naturally, creating a professional and appealing look.

Out-of-office signature with responsibilities shift

The work never stops, even while you are away, so responsibilities must often be passed on to another person on the team. This example is perfect for those who need to specify the updated task flow beyond the standard personal information.

Out-of-office signature with help materials

How about leaving a brief mention of useful files or product-related documents? This signature example includes personal details, details on start and return dates, and a link to helpful materials. This will help your contacts find answers to their questions without having to email more people.

Wrapping up

A thoughtful, well-designed signature is a final and crucial addition to your out-of-office email. Aside from being a professional’s calling card, it can convey essential details—start and end dates, alternative contacts, emergency phone numbers, or helpful documents. What you include in your signature is entirely up to you and depends on the needs of your audience.

I hope this guide has given you some ideas for strengthening your brand image with a sign-off. Good luck!