How to Write the Perfect Out-of-Office Message
Experts reveal key dos and don'ts for writing an automated out-of-office reply, including etiquette rules and the hidden risks of office jokes.
Stock photo for illustration only, not from the actual event
- Keep automated replies polite, concise, and state exact return dates.
- Avoid oversharing holiday details or boasting about expensive hobbies.
- Jokes and sarcasm in email replies can seriously damage professional deals.
- Employees have a legal right to uninterrupted annual leave in the UK.
Many professionals are familiar with the delicate balance of deciding how much information to include in an out-of-office message, how available they should appear, and whether injecting personality or risking a joke is appropriate.
Experts emphasize that clear rules govern out-of-office (OOO) replies, and getting it wrong can lead to more severe consequences than expected. Debretts, an etiquette consultancy, notes that a proper automated response should remain polite and concise, specify a clear return date, and offer an alternative point of contact when necessary.
At the same time, senders should avoid oversharing specific holiday itineraries or boasting about secondary properties and expensive hobbies. According to Debretts representatives, a successful OOO serves two straightforward functions: sharing dates and directing inquirers to a backup contact person.
Stock photo for illustration only, not from the actual event
While personal touches might thrive within informal company cultures, humour rarely translates effectively over email channels. Sarcastic or overly glib phrasing can land employees in trouble, regardless of comedic intent, according to Paul Fitzsimmons, head of sales and marketing at law firm Wilford Smith.
Adam Murfet, a 41-year-old senior sales executive, shared an instance where a former colleague lost a business deal after a poorly received joke in an OOO angered a client. Nonetheless, he believes that calculated humour helps professionals stand out amidst increasingly AI-driven corporate communications.
"Always ask, would you put the same thing in an email? Anything you send will be read and people will judge you on it."
Adam Murfet
Murfet suggests a practical rule of thumb is asking whether one would include the exact same phrasing in a standard email, reminding senders that everything transmitted will be scrutinized and judged by recipients. Furthermore, commentators frequently criticize phrases claiming "limited access to email" during holidays, as it inadvertently encourages senders to keep treating recipients as if they were still on duty.
The ongoing discussion around OOO messages highlights the evolving boundaries of modern workplace culture and digital communication etiquette. As legal frameworks increasingly recognize the right to disconnect, managing expectations through automated replies serves as a vital tool for preserving personal time and preventing workplace burnout during annual leaves.
Additional best practices include verifying all backup contact details, clearly managing availability expectations, enabling the message for both internal and external contacts in systems like Outlook, and remembering to turn off the OOO feature immediately upon return to avoid appearing disorganized.
Source: BBC Business
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