Before you rush to type out that out-of-office message, take a moment to pause. Chances are, you’ve been writing them all wrong. Whether you’re oversharing, making promises you can’t keep, or being too vague, your OOO messages might not be hitting the mark. Don’t worry—LinkedIn career expert Zara Easton is here to guide you in crafting the perfect out-of-office reply, one that keeps communication smooth and helps you stay professional.
Zara emphasizes that an OOO message is more than just a checkbox before you log off; it’s a crucial part of workplace communication. A well-crafted message ensures colleagues, clients, and other stakeholders know when you’ll be available and where to direct urgent matters in your absence. This clarity is key to helping everyone plan accordingly. Here are Zara’s top tips to help you get it right.
First, be clear and concise. The best OOO messages get straight to the point: when you’re away, when you’ll return, and who to contact in your absence. A simple, structured message makes it easier for the recipient to get what they need quickly. Zara also suggests including an alternative contact, like a colleague or team inbox, for urgent matters. This keeps workflows running smoothly and prevents people from feeling stranded. Setting expectations is equally important. If you’re not checking emails at all, say so. If you’ll be dipping in occasionally, make that clear too. This avoids confusion and stops people from second-guessing whether they should follow up.
On the flip side, there are things you should avoid doing. Oversharing with external recipients is a common mistake. While you might want to share details like “I’m off to sunny Spain for two weeks of sangria and siestas” in an internal OOO, keep it professional for external ones. Making promises you can’t keep is another pitfall. Saying “I’ll respond immediately upon my return” might not be realistic, especially if you’re facing a backlog of emails. Instead, set a more flexible expectation, like “I will get back to you as soon as I can upon my return.” Finally, don’t forget to turn off your OOO message once you’re back. Zara cautions that receiving an out-of-date OOO from someone who’s been back for a week is odd and could make you look disorganized. Pre-scheduling your OOO message for specific dates can help you avoid this.
Crafting a useful OOO message isn’t just about checking boxes; it’s about being thoughtful. In a rush to clock off, people often draft quick messages that are too vague. A simple “I’m out of office” without details on when you’ll return or who to contact leaves the sender in limbo. On the other hand, being overly detailed—like listing your entire itinerary or giving a lengthy explanation—can clutter your message and make it unhelpful. Zara also points out that humor can be a landmine. While it might seem harmless, jokes can get misconstrued in a work context. To stay safe, keep your tone professional but friendly. You don’t want to create post-holiday panic with an OOO joke that falls flat.
For inspiration, Zara suggests a simple yet effective template: “Thanks for your email. I’m currently out of the office from [date] to [date] and will respond as soon as possible upon my return. For urgent matters, please contact [colleague’s name] at [colleague’s email]. Thanks for your patience!” This strikes the right balance of clarity and professionalism. On the other hand, a poorly crafted OOO can have the opposite effect. Zara recently came across an entertaining but ill-advised message: “On holiday. Do I have access to the Internet? Yes. Am I going to use it to respond to your email? No.” While it might sound funny, it’s not the kind of message you want to send to professional contacts.
In the end, taking a moment to craft a thoughtful OOO message is worth the effort. It’s not just about communication—it’s about respect for your colleagues, clients, and stakeholders. By being clear, concise, and professional, you can ensure that your absence doesn’t disrupt workflows and that you return to a more manageable inbox. So next time you’re about to dash off an OOO, take a deep breath and put in the effort to get it right. Your colleagues—and your reputation—will thank you.
