Tips for Writing a Good Out of Office Message

Taking a break in your work life is always necessary, but how you manage communication during this time is also quite important. Preparing an out of office message is a critical step in maintaining the flow of communication at work. However, knowing what to pay attention to while creating this message ensures a smoother process.

Experts emphasize some important points to consider in your out of office message. First of all, it is worth noting that your message should be polite and concise. You should clearly state the date of your return and, if necessary, provide an alternative contact point. However, it is recommended to avoid sharing details of your vacation plans; such information carries the risk of leaving a negative impression on those reading the message.

Additionally, you should avoid stating "how important it is to take a vacation." Such expressions can be perceived as annoying by other employees. Simply stating "I am not in the office" can create uncertainty as you are not sharing your return time and communication alternatives. This uncertainty may lead the other party to send unnecessary follow-up emails.

While there may be situations where using humor in your message can be effective, it is a risky strategy. If your corporate culture is informal, adding a personal touch may be appropriate; however, humorous expressions are likely to be misunderstood via email. Therefore, you should always carefully evaluate the tone and content of the message you write.

Finally, avoid using phrases like "I will have limited access." If you will not be checking your emails, it is best to state this clearly. A good out of office message facilitates the communication process for both you and the person receiving the message and allows you to enjoy your vacation.

Source: BBC Business