To joke or not to joke?: How to write a good out-of-office message

When planning your absence, crafting a well-crafted out-of-office reply is essential. Many individuals grapple with the delicate balance of sharing enough information to manage expectations while avoiding oversharing personal details. Experts provide clear guidance on how to compose an effective OOO message. According to Debretts, a reputable etiquette consultancy, a good OOO should be polite and concise, specify the return date, and provide an alternative contact if necessary.

However, it's crucial to avoid sharing unnecessary details, such as holiday plans or boasting about expensive hobbies. Overly sharing personal information can come across as smug or like you're trying too hard, potentially alienating those who are working hard during your absence. While it may seem tempting to virtue signal about your quality time with family, it's best to keep the message professional and focused on providing the necessary information.

On the other hand, a vague OOO that simply states "I'm out of office" without offering details about a return date or backup contacts can lead to unnecessary follow-ups, as people are left uncertain about when they can expect a response or who else might be able to assist them. Career expert Charlotte Davies from LinkedIn emphasizes that a good OOO serves two primary purposes: sharing the dates of your absence and directing people to an alternative contact.

Additionally, briefing the person covering for you about any important matters before you leave can help protect both your break and the efficiency of the team. While personalizing the message might be acceptable in a more informal team culture, using humor can be risky, especially when communicating via email. Even if a joke seems funny, it might not land well in writing and could potentially lead to unintended consequences.

Examples provided by Paul Fitzsimmons, head of sales and marketing at Wilford Smith law firm, highlight the potential pitfalls of humor in an OOO. Claims like "I'm currently out of the office pretending this company doesn't exist" or "Emails received while I'm away will be deleted unread" can damage professional relationships and even result in lost business.

When crafting your own OOO, consider the tone and content carefully. Always ask yourself, "Would I send this same message in an email?" If the answer is no, it's best to err on the side of professionalism. Many individuals mistakenly believe that they are entitled to limited access to email while on vacation, leading to claims of "limited availability" in their OOO messages.

However, this approach can invite continued contact from concerned colleagues, undermining the very purpose of an out-of-office reply. It's better to manage expectations by stating, "I will be periodically checking emails" to strike a balance between staying connected and enjoying your break. Moreover, being clear about your availability is crucial.

While it might be tempting to promise instant replies upon your return, it's more realistic to set expectations by stating, "I will respond to emails within a few days." This allows recipients to plan accordingly and reduces the likelihood of unnecessary follow-ups. Lastly, don't forget to switch off your out-of-office notice when you return.

A stale OOO message can look unprofessional and may give the impression that you didn't take your own break seriously.