For some, the workday is no longer the stereotypical 9-5, and the concept of flexible work hours is now more common and accepted. How and when we work is evolving. Non-represented employees and employees who may work off site are moving into a new phase of professional life with increasingly more virtual/online interaction. Some of us may work early or late hours that differ from the typical workday. Many factors, such as unpredictable work schedules, children, personal obligations, working with people across times zones, and others, create a need for professional flexibility, and the ability to work from our phones and laptops means many of us are sending emails outside of traditional work hours. There are ways to let colleagues know that just because you may be working off-hours does not mean you expect a response outside of their working hours.
We also acknowledge that not all have the privilege to work outside of normal business hours or work off site.
Incorporating an email signature also reminds others of the diverse work hours across our department, and that there is no pressure to read or respond to an email from you immediately.
Consider using one of the following statements in your email signature to let others within our department, the greater UCSF community, and outside the University know you understand and respect their work/life balance and acknowledge that everyone has a different workday.
In addition to the statements below, consider including a line that acknowledges the land that UCSF sits upon.
San Francisco: UCSF sits upon the traditional unceded lands of the Ramaytush Ohlone peoples.
Oakland: UCSF sits upon the traditional unceded lands of the Muwekma Ohlone peoples.
Sample Email Signatures
My workday may look different from your workday. Please do not feel obligated to respond outside of your typical working hours.
I work flexibly and may send emails outside traditional office hours. No need to respond to my emails outside yours.
I often work at irregular times, so if this email arrives in your inbox out of hours, I don’t expect you to read or reply to it outside of your working hours.
I do not expect you to respond to my email outside your working hours. I respect your working pattern and look forward to your response when you are next at work and able to reply.
I work on a flexible schedule and across several time zones so I’m sending this message now because it works for me. Feel free to read, act on, or respond at a time that works for you.
I don’t expect you to respond to my email outside your work hours.
I value and respect flexible work arrangements so please respond when you are working.
Although I have sent this at a time that is convenient for me, it is not my expectation that you read, respond, or follow up on this email outside your working hours.
If you have received an email from me outside of your normal business hours, I do not expect a response.
Due to my new family/work life schedule crossover, you may receive emails from me outside of typical work hours. Please do not feel any pressure to respond outside of your own work schedule.
I sometimes send emails out of hours; I do not expect others to do so.
I do not respond to emails on weekends. If this is an emergency, please <<insert directions of who to contact>>.
Please note that my working hours might vary from yours. Please do not feel any pressure or obligation to respond to messages on my schedule.
Please note I do not expect a response to my emails on nights, weekends, or holidays.
For specific email access times: I check email twice a day between 9–11 a.m. PT and between 3:00–5:00 p.m. PT.
For part-time workers: Please note my workdays are <<insert days>>.
For hybrid workers: Please note I am on site on <<insert days>> and I work from home on <<insert days>>.