How to Write the Perfect Out-of-Office Message Before Your Holiday Break

The auto-reply is often the last thing workers think about before logging off for a break. Yet those few automated lines can leave a lasting impression on clients, colleagues, and bosses alike.

As the holiday season draws near, many are gearing up for some well-earned time away from the office. Among the to-dos on that list is the seemingly minor task of setting up an out-of-office message.

But while drafting the note may seem straightforward enough, experts warn there's plenty of room for avoidable mistakes. As a result, most suggest keeping things as simple as possible.

"Verbosity is a problem," said Judith Humphrey, a Toronto-based professional communications coach. "I don't need to know where you're going, I don't need to be told that you hope I'm well, you don't want to introduce any extraneous information."

In fact, sharing too many details about vacation plans and contact information in an out-of-office (OOO) message could even pose a security risk.

According to Humphrey, the only elements worth including are a brief thank-you for the email, a sentence letting the recipient know you're away and for how long, and the contact details of someone who can handle any urgent matters in the meantime.

That said, here's what you should avoid when crafting yours:

• Cracking jokes or showing off — Humor can easily be misread and miss the mark with the wrong reader, like your boss. It's also best not to suggest you're delighted to be away or boast about an exciting trip while your coworkers are still at their desks. It may not be thrilling, but a message that's clear, simple, and professional is your safest bet.
• Promising a coworker's instant assistance — There's no telling how quickly your colleagues will be able to reply while you're gone, so don't guarantee immediate help on their behalf. Before listing their contact details, check that they're on board, as they may have too much on their plate to cover for you.
• Guaranteeing a reply the moment you're back — Your first day back will likely be spent wading through a pile of work, so steer clear of committing to a set response time. There's no sense in making a promise you may not be able to keep.

Ultimately, a good out-of-office message doesn't need to be clever or detailed; it just needs to do its job. Keeping it short, polite, and professional means you can switch off for the holidays knowing your inbox is in good hands.