Summer vacation is in full swing – and that means the out of office period is also in full swing.
With that in mind, LinkedIn career expert Charlotte Davies shared some simple dos and don’ts for your away 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 switch off completely, it’s worth thinking a little more about your out of office message after writing your transfer so that it’s as helpful as possible to anyone who gets in touch. My advice would be not to overload yourself with information, don’t offer a colleague’s help without going through it first, and always check for typos.’ Read on for more…
Be specific with dates
Summer vacation is in full swing – and that means the out of office period is also in full swing. With that in mind, LinkedIn career expert Charlotte Davies has shared some simple dos and don’ts for your out of office messages.
Charlotte says, ‘Always set a clear time frame for your vacation.
“Your colleagues, bosses, and anyone outside your organization will want to know when they hear from you. Clarity about the dates when you are not available will help them make a decision about waiting for your response, or, in more urgent cases, meeting with one of your colleagues to speed things up a bit.”
do not: I am on vacation and will contact you when I return.
Doing: I am on holiday from Thursday 10 to Thursday 17 August. I will reply you as soon as possible on my return.
Keep it professional
Charlotte says, “The rise of hybrid and remote work has made instant messaging apps normalize casual language, but that doesn’t necessarily apply to your absence.
“Remember, potential clients or senior leaders from within your company may contact you while you’re away, so it’s best to keep your language professional.
“While there’s nothing wrong with personalizing your message, joking around can backfire and won’t necessarily impress your boss, let alone suppliers or potential clients.”
do not: I’m lying on the beach and I don’t care about your email. Maybe I’ll come back to you when I’m back at my desk, or maybe not.
Doing: Thanks for your email. I am on vacation from August 10 to August 17. If you need to answer anything before then, please contact my colleagues, who can be reached at the details below.
Say to whom projects have been transferred
Charlotte says: ‘The emergence of hybrid work and remote work has meant that instant messaging apps have normalized casual language, but that shouldn’t necessarily extend to your absence’
Charlotte says, “If you leave for a vacation midway through a project, consider listing the relevant contacts who will pick up again in your absence, 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 important colleagues’ details are in order and that you have handed over the tasks and relevant details to them so that they can keep things running and you are not left with a backlog of tasks when you return.’
You don’t have to put your mobile number on an out of office message to show that you are committed to your job
LinkedIn career expert Charlotte Davies
do not: I am away and other colleagues are working on this project in my absence.
Doing: Thanks for your email. I am on vacation from August 10th to August 17th. If your email is related to sales, please email my colleague Dave who can be reached at the number and email address below. Otherwise I will reply on my return.
No mobile phones allowed
Charlotte says, “Once projects are properly handed over, consider yourself on vacation 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 outlook and renewed energy, so don’t feel guilty.
“You don’t have to put your mobile number on an out-of-office message to show you’re dedicated to your job. Be sure to speak to all your co-workers in advance and book one-on-one transfers with key people before logging out. Then you don’t have to be texted or called when you’re gone.’
do not: If you want to reach me during my vacation, my number is…
Doing: If you need to reach one of my colleagues please see contact details below, otherwise I will respond upon return.
Stick to one auto reply
Charlotte says, “Most email providers let you 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 your company has emailed you, and then no more automatic replies when they email again, to avoid cluttering your inbox.
“If you follow all of these tips, you should be able to relax and enjoy your break, get back to work without the post-holiday panic or worry that your OOO prank failed.”
LinkedIn has free courses available that provide further advice and support, such as Foundations of communicationand there are tips on the platform from other LinkedIn members.