{"id":"sales-out-of-office-auto-reply-with-backup","audience":"sales","category":"sales-work","technique":"format","track":"sales","level":"beginner","title":"Write an out-of-office auto-reply with a backup contact","free":false,"task":"Write an out-of-office auto-reply in plain text with exactly this shape: Line 1 exactly \"Subject: Out of office until Nov 16\"; then \"Hi,\"; then three short lines starting \"I'm out:\", \"Urgent:\", \"Back:\". Under 55 words. Urgent names the backup and their email from the notes; don't give a phone number or the reason for the absence.","materialLabel":"Absence details (attached to your prompt automatically)","material":"Rep: Priya Nair, account executive at Ledgerline. Out of office from Tue Nov 10 through Fri Nov 13 (vacation). Back at work Monday Nov 16 2026.\n\nBackup for urgent requests: Gabe Ortiz, gabe.ortiz@ledgerline.example (replies within 1 business day).\nNot to include: the reason (family trip), Priya's mobile number, deal names, or any promise to check email while away.\nPriya's email policy: auto-replies list one backup, one return date, and no personal details.\nFor non-urgent: Priya will reply after returning.\n\nContext: Priya covers mid-market accounts in the Midwest. Auto-replies go to anyone who emails her work address while she is away, including customers and vendors, so they must not reveal travel plans, customer names or anything about the accounts she manages. Gabe has agreed to cover urgent requests while she is out and has access to her accounts.","rules":[{"type":"maxWords","max":55},{"type":"plainText"}],"mistakes":[{"title":"Sharing personal details","why":"The AI mentions the family trip or a mobile number.","fix":"Add: \"No reason, phone number or deal names.\"","checks":["r2"]},{"title":"Promising to check email","why":"The AI says 'I'll check email occasionally'.","fix":"Add: \"No promise to check email.\"","checks":["r2"]},{"title":"Wrong shape","why":"The AI writes a free paragraph.","fix":"Add: \"Exact subject, Hi, then lines starting I'm out:, Urgent:, Back:.\"","checks":["r0"]},{"title":"Too long","why":"The AI writes a long auto-reply.","fix":"Add: \"Plain text under 55 words.\"","checks":["r1","maxWords","plainText"]}],"promptHints":[{"label":"Sets the subject","patterns":["subject: out of office until nov 16"]},{"label":"Uses the three labels","patterns":["i.m out","urgent:","back:"]},{"label":"Names the backup","patterns":["gabe ortiz","email"]},{"label":"Bans personal info","patterns":["no phone","reason","deal names"]},{"label":"Limits length","patterns":["under 55"]}],"hint":"Give the exact subject, the three labels and what personal details to leave out.","rubricLabels":["Line 1 is exactly \"Subject: Out of office until Nov 16\", followed by \"Hi,\" and three lines starting I'm out:, Urgent: and Back:","I'm out gives Tue Nov 10 through Fri Nov 13, Urgent names Gabe Ortiz with gabe.ortiz@ledgerline.example, and Back gives Monday Nov 16","Contains no phone number, no reason for the absence, no deal names and no promise to check email"]}