Composing the perfect out-of-office (OOO) reply before leaving for a holiday can be more crucial than many might assume, according to etiquette specialists and career experts. A well-crafted message can not only prevent misunderstandings but also ensure smooth communication while you are away.
Crafting a Professional Message
Debretts, a consultancy on etiquette, advises that a successful automatic reply should be polite, concise, and include your specific return date. It is beneficial to provide an alternative contact if necessary, thereby helping colleagues and clients find assistance in your absence. However, the message should avoid too much personal detail, such as where you are spending your holiday, or any ostentatious remarks about wealth or activities.
Avoidance of “virtue signalling”—for instance, overly expressing the importance of family time—can be crucial. Rupert Wesson, Debretts’ director, points out that such details might come across as smug, especially to those who are contacting you while they continue working.
The Importance of Clarity
Career expert Charlotte Davies from LinkedIn warns against the risk of too little information, which she terms “under-communication”. Not indicating your return date or providing an alternative contact can lead to needless follow-up emails. She suggests briefing a colleague who will cover for you to ensure they are prepared for any important queries.
Adding Humour – A Risky Move
While some office cultures might encourage humour in emails, using jokes in an OOO can backfire. Paul Fitzsimmons of Wilford Smith highlights that jokes may be misinterpreted, which could harm professional relationships. A personal anecdote from Adam Murfet describes how a joke in an OOO cost a colleague a deal, although he notes that humour could make a message more memorable if used wisely. His advice: consider whether the same joke would be suitable in a standard email.
Setting Realistic Expectations
It’s common for people to mention they have “limited access to email,” yet experts suggest that this can invite more communication than desired. Instead, if checking emails on holiday is essential, it’s better to specify that you will do so periodically. Davies emphasises that clearly stating you will not check emails can reinforce the expectation of an uninterrupted break, aligning with UK laws on annual leave.
Key Recommendations for Your OOO
- Be polite: Begin with a courteous greeting, such as “Thank you for your email”.
- Include return date and backup contact: Ensure the accuracy of all contact information.
- Clarify your availability: Clearly manage expectations about when and if you will respond.
- Avoid promising immediate responses: Mention that replies will follow “within a few days” after return.
- Set for both internal and external recipients: Particularly in systems like Outlook.
- Turn off your OOO upon return: An outdated message can appear disorganised.
Reporting based on coverage first published by bbc.co.uk.