Etiquette consultants and career experts offer guidance on writing out-of-office replies, emphasizing clarity, conciseness, and managing expectations while advising against oversharing or inappropriate humor.
Crafting an effective out-of-office message is crucial for maintaining professional relationships, managing expectations, and ensuring business continuity while on leave. Poorly written messages can lead to misunderstandings, missed opportunities, and even professional repercussions.
Experts are providing guidance on how to write effective out-of-office (OOO) messages, emphasizing professionalism and clarity to avoid potential negative consequences.
According to Debretts, an etiquette consultancy, a well-crafted automatic reply should be polite, concise, include a specific return date, and offer an alternative point of contact if necessary. However, it advises against oversharing personal holiday plans or boasting about possessions or hobbies, as this can appear smug or insensitive to colleagues who are still working.
Rupert Wesson, a director at Debretts, noted that "virtue signalling" about time off can risk "rubbing people's noses in it." Conversely, a message that is too bare, lacking a return date or alternative contact, can create uncertainty and lead to unnecessary follow-up emails.
Charlotte Davies, a career expert at LinkedIn, highlighted the danger of under-communication, stating that uncertainty about replies or backup contacts prompts "just-in-case" follow-ups. She recommends sharing dates and directing contacts to a backup person, also suggesting briefing the cover person before leaving to protect one's break.
The use of humor in OOO messages is also a point of caution. While it might be acceptable in informal team cultures, overly glib or sarcastic jokes can cause trouble. Paul Fitzsimmons, head of sales and marketing at law firm Wilford Smith, cited examples of potentially problematic humorous messages. Adam Murfet, a senior sales executive, shared an anecdote where a former colleague lost a deal due to an offensive joke in an OOO. Murfet suggested that humor can help individuals stand out in an AI-driven communication landscape, but advised always considering if the message would be appropriate in a direct email.
Regarding availability, stating "limited access to email" can inadvertently encourage continued contact. Wesson suggests that if checking emails is necessary, it's better to state, "I will be periodically checking emails." For those wanting a complete break, Davies recommends clearly saying, "I won't be checking emails during this time," noting the legal right to uninterrupted annual leave in the UK unless otherwise specified in a contract.
Key tips for writing a good OOO reply include starting with a greeting, providing a specific return date and correct backup contact details, clearly stating availability, promising a response within a few days to manage backlog expectations, and remembering to switch off the OOO reply upon return.