The summer holiday season is in full swing – and that means the ‘out of office’ message season is also in full swing.
With that in mind, LinkedIn career expert Charlotte Davies has shared some simple do’s and don’ts for your out-of-office messages – tips on what to say and, just as crucially, what not to say.
Following her advice below will help keep relationships with contacts and colleagues in good health.
Charlotte says: ‘To make sure you can fully switch off, after you’ve written your handover it’s worth giving your out-of-office message a little more thought so it’s as helpful as possible to anyone who gets in touch. My advice would be not to overload with too much information, don’t offer a colleague’s help without running it by them first, and always check for typos.’ Read on for more…
Be specific with dates
The summer holiday season is in full swing – and that means the ‘out of office’ message season is also in full swing. With that in mind, LinkedIn career expert Charlotte Davies has shared some simple do’s and don’ts for your out-of-office messages
Charlotte says: ‘Always give a clear date range for your holiday.
‘Your colleagues, bosses and anyone from outside of your organisation will want to know when they will hear back from you. Clarity on the dates you’re unavailable will help them make a decision about waiting for your reply, or in more urgent cases, picking up with one of your colleagues to get something progressed faster.’
Don’t: I’m away on holiday and will get back to you when I return.
Do: I’m away on holiday from Thursday 10th until Thursday 17th August. I will reply to you as soon as possible on my return.
Keep it professional
Charlotte says: ‘The rise in hybrid and remote working has meant instant messaging apps have normalised informal language, but that shouldn’t necessarily extend to your out of office.
‘Remember, prospective clients or senior leaders from within your company might get in touch while you’re out, so it’s best to keep your language professional.
‘While there’s nothing wrong with personalising your message, including a joke might backfire and not necessarily impress your boss, not to mention suppliers or potential clients.’
Don’t: I’m lying on the beach and don’t care about your email. I may get back to you when I’m back at my desk, or I may not.
Do: Thank you for your email. I’m away on holiday from the 10th until the 17th of August. If you need something answering before then, get in touch with my colleagues, who can be reached on the details below.
Say who projects have been handed over to
Charlotte says: ‘The rise in hybrid and remote working has meant instant messaging apps have normalised informal language, but that shouldn’t necessarily extend to your out of office’
Charlotte says: ‘If you are leaving a project midway through to go on holiday, consider listing the relevant contacts who are picking up while you’re away, with their permission of course.
‘Projects run the risk of being delayed if people aren’t pointed in the right direction when needed. Always make sure that any key colleagues’ details are listed and that you have handed over the tasks and relevant details to them, so they can keep things moving and you’re not left with a backlog of tasks when you return.’
You do not need to put your mobile number on an out-of-office message to show you are committed to your job
LinkedIn career expert Charlotte Davies
Don’t: I’m away and other colleagues are progressing this project in my absence.
Do: Thank you for your email. I’m away on holiday from 10th August until the 17th of August. If your email is in relation to sales, please email my colleague Dave, who can be reached on the number and email below. Otherwise, I will reply on my return.
No mobiles allowed
Charlotte says: ‘Once projects have been properly handed over, consider yourself on holiday and focus on things outside of work. It’s important for your mental health to take breaks and step away from your job – you’ll come back with a fresh perspective and renewed energy, so don’t feel guilty.
‘You do not need to put your mobile number on an out-of-office message to show you are committed to your job. Make sure you speak to all of your colleagues in advance and book one-to-one handovers with key people before logging off. You then won’t need to be messaged or called while you’re away.’
Don’t: If you need to reach me while I’m on holiday, my number is…
Do: If you need to reach one of my colleagues please see contact details below, otherwise I will respond upon my return.
Stick with one auto-reply
Charlotte says: ‘Most email providers allow you to choose how many auto-replies and out-of-office messages are shared with each person.
‘The best approach is to send one message when someone from inside or outside of your company has emailed you, then no further auto-replies if they happen to email again, to avoid cluttering inboxes.
‘If you follow all of these tips, you should be able to unwind and enjoy your break, returning to work without the post-holiday panic, or worrying that your OOO joke has fallen flat.’
LinkedIn has free courses available that offer further advice and support, such as Foundations of Communication, and there are tips on the platform from other LinkedIn members.
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