With Fall and Winter breaks approaching, a well-crafted out-of-office (OOO) message can help you enjoy your time off while keeping your peers and stakeholders happy. Just in time for the holidays, Brenden Kendall, Communication Studies professor at Metropolitan State University of Denver, shares essential tips to make your OOO message work for you and your audience.
Why your OOO message matters
An OOO message is more than a courtesy — it’s essential for managing expectations and maintaining professionalism. “Good OOO messages anticipate the needs of those reaching out and help them adjust their behavior,” said Kendall. “The best OOO does the heavy lifting for you while you’re away.”
Kendall suggests asking four key questions to ensure that your OOO message supports business continuity, provides essential information, maintains trust and eases your return to the office:
1. Is it effective?
An effective OOO message should clearly communicate essential details. Include:
- Dates of absence and when you’ll be back.
- Point of contact for urgent matters.
Example: “Thank you for reaching out. I will be out of the office from (start date) to (return date). If you need immediate assistance, please contact (alternative contact).”
Effective means anticipating your recipients’ needs. If there are resources or information that might address common questions while you’re away, include them in your OOO message. This could be links to frequently asked questions, appointment-booking tools or relevant contact information.
2. Is it adaptable?
An adaptable OOO message adjusts to the needs of different audiences and the context in which they read it. Consider using internal and external versions tailored to who will be reading them. Kendall says adaptability ensures that your message aligns with the expectations of various recipients.
Internal example: “I’ll be out of the office with my family from (start date) to (return date) but will respond as soon as I’m back. For urgent issues, contact (name) at (email). Looking forward to catching up postbreak! Go, Roadrunners!”
External example: “I am out of the office from (start date) to (return date). For urgent matters, please reach out to (alternative contact). Thank you for your patience.”
3. Is it appropriate?
Appropriateness means matching the tone of your message to the norms of your environment. A more relaxed tone might work for certain industries, but higher ed typically requires a more formal approach. Kendall warned against trying to stand out by being overly personal or “cute.” “We’ve all seen the overly casual messages: ‘I’m off sipping piña coladas, so don’t expect a reply!’ That might be fun,” he said, “but it doesn’t fit every context.”
Tip: While it’s fine to say you’re spending time with family or away on vacation, keep it professional and avoid unnecessary personal details.
4. Is it ethical?
An OOO message must demonstrate honesty, integrity and appropriate transparency. “Misrepresenting your availability, such as claiming you’re unreachable when you’re actually checking emails, undermines trust,” Kendall said.
Example: If you’re checking emails sporadically, say, “I’ll be checking emails periodically and will respond as soon as possible after (return date).”
An effective OOO message should set expectations and show care for the recipient. “It’s about anticipating their needs and helping them develop reasonable expectations,” Kendall said. By crafting a message that meets these four criteria, you can maintain professionalism and foster trust even when you’re away.
While you’re at it, visit MSU Denver’s brand standards for email signatures and ensure that your email looks as good as it reads.
Kendall’s personal away message
Kendall’s OOO message reflects his professional style: direct, specific and respectful. It includes action-oriented guidance, prioritizing student needs while maintaining a clear structure.
Example:
Thanks for reaching out! I will be traveling with family during the holiday break, so my responses may be slower than usual. Students with urgent questions should contact me through Canvas Inbox on our course site. Alternatively, students can book office hours and advising appointments with me through this link.
Best wishes,
Brenden
