It was a small update to my health insurance plan. I forwarded my provider’s letter about the new rate to a colleague from finance. She was already out for the Christmas holidays. In her autoresponder, one sentence struck me: “Your email will not be read.”
At first, I was shocked. “Wow! What a statement. Can you do that?” It wasn’t without context, of course. Her note explained that she was on leave and would return by a certain date in the new year—after which she’d read your email and get back to you. But not before. That was the point.
The sentence itself may feel a bit blunt, but you know what? It sets clear expectations. At least, now you know you won’t get an answer until the person returns. There’s no vacuum left to fill or other colleague to follow up with—who likely lacks context and won’t be able to help you regardless.
In most companies, there’s this unspoken rule that you should never tell someone you won’t do something, especially in your autoresponder. Just offer a soothing excuse and refer them to another person to pester. Of course, in reality, we decline and ignore tasks all the time, often with good reason. And what better reason than being on holiday? After all, we also know there must be some time during which we don’t read emails. It’s healthy. So why not let the people know?
“Clear is kind,” the Brené Brown saying goes. It’s not rude to gently turn folks down, particularly if it’s only for the time being. Don’t be afraid. Go out of office. Give folks what they need in your absence. And for anything you won’t get to, just honestly tell them: “Your email will not be read.”
