Version 1.0
Prepared by: @Lorraine Sebata
Approved by: @Samia Thompson
Reviewed date: 2025-10-06
Next review date: 2026-09-07
This guideline provides employees with clear instructions and a standard template for setting up professional and effective Out-of-Office (OOO) auto-replies. The goal is to manage client expectations, ensure continuity of urgent service, and maintain a consistent, professional brand image for Easy Payday.
This guideline applies to all employees who communicate with external clients, partners, or vendors via company email and who plan to be away from the office for one full business day or longer.
An effective OOO message must contain three key components:
Transparency: Clearly state the absence and return date.
Service Continuity: Provide a named, accessible alternative contact for urgent matters.
Client Convenience (Call to Action): Offer easy access to core services (e.g., loan application link).
Employees should copy and paste the following template, filling in the bracketed information:
Subject: Out of Office
Greetings from Easy Payday,
Thank you for your email! I am currently out of the office and will not be available until
[ReturnDate]. I will respond to your email as soon as possible upon my return.
For urgent matters that require immediate assistance, please reach out to our Help Desk at help@easypayday.loans, and a member of our team will be happy to assist you.
Want to apply for a loan? Apply online now at easypayday.online.
Thank you,
Your Name
Your Title
This guideline will be reviewed annually by the Operations teams to ensure the alternative contact information and the application link remain accurate.