1. Purpose & Objectives

This policy ensures seamless communication and operational efficiency when a Manager or Assistant Manager is absent for more than two days or on an extended vacation. By setting up proper out-of-office notifications, we:
✅ Maintain professional and timely communication with customers and vendors.
✅ Provide an alternative contact for assistance during the absence.
✅ Prevent disruptions in daily operations.

2. Email Notification Requirements

📌 When to Activate:

• If a Manager or Assistant Manager is out of the office for more than two days or on vacation.

📌 What to Include in the Out-of-Office Email:
✔ Acknowledgment of Absence – Clearly state the dates of unavailability.
✔ Alternative Contact Information – Provide the name, title, email, and phone number of the designated contact person.
✔ Reason for Absence – Briefly mention the reason (e.g., vacation, training, personal leave).

Example:
"Thank you for your email. I am currently out of the office from [Start Date] to [End Date] and will not have regular access to emails. For immediate assistance, please contact [Alternative Contact Name, Title] at [Email] or [Phone Number]. I will respond to messages upon my return."

3. Voicemail Notification Requirements

📌 When to Activate:

• Managers and Assistant Managers must also set up an out-of-office voicemail greeting on their office phone.

📌 What to Include in the Voicemail Message:
✔ Acknowledgment of Absence – Mention the dates of unavailability.
✔ Alternative Contact Information – Provide the name, title, and extension number of the designated contact.
✔ Message Instructions – Ask the caller to leave a detailed message or contact the alternative contact for urgent matters.

Example:
"You have reached [Your Name] at [Store Name]. I am currently out of the office from [Start Date] to [End Date]. If you require immediate assistance, please contact [Alternative Contact Name, Title] at extension [Number]. Otherwise, please leave a message, and I will return your call upon my return. Thank you."

4. Responsibility & Compliance

📌 Manager & Assistant Manager Responsibility:
✔ Ensure that both email and voicemail out-of-office notifications are set up accurately and promptly before an extended absence.

📌 Alternative Contact:
✔ The designated point of contact should be a knowledgeable team member who can:

• Provide assistance.
• Answer customer and vendor inquiries.
• Address urgent matters efficiently.

📌 Policy Enforcement:
❌ Failure to comply may disrupt business operations and affect customer/vendor relationships.
❌ Non-compliance may result in corrective actions as determined by the company.

5. Summary: Key Takeaways

✔ Activate both email and voicemail out-of-office notifications for absences exceeding two days.
✔ Provide an alternative contact with full details.
✔ Ensure messages are clear, professional, and informative.
✔ Non-compliance may result in corrective action.

By following this policy, Westside Market ensures consistent communication and uninterrupted service even in the absence of key personnel. 🚀