Let’s be honest – out-of-office auto replies are often the last thing we think about before heading out the door to go on leave. It’s usually a quick copy-paste from the last holiday, or something you remember to set about three days after you’ve already left.

But according to communications expert Monica Lunin, your out-of-office message is actually a powerful piece of communication, and one that deserves a little more thought. 

“More people are going to read your out-of-office message than your CV,” Monica pointed out. “And yet we often forget about it, rush it, or just re-use old ones without thinking about who’s receiving it or what it’s saying.”

The Hidden Message Behind the Message

Monica has seen it all, from professional to downright puzzling. She’s even come up with a few “archetypes” that often show up in auto replies:

1. The Passive-Aggressive Gatekeeper

This one makes you feel just a little bit guilty for emailing. You know the type: “This is my first break in 18 months… it’s this or burnout.” It’s less a message, more a cry for sympathy.

2. The Over-Sharer

From family updates to wild weekends, some people share way too much. Monica recalls one particularly memorable message:

“Celebrating my divorce and heading away with the boys for a wild weekend.”

Yikes.

3. The Martyr

These are the folks who can’t switch off. Their auto reply says they’re out of the office… but they’ll be checking emails “morning, noon, and night.” Just in case.

4. The Comedian

A funny out-of-office message can be memorable, but it can also backfire. Monica shared a real example:

“Your guess is as good as mine… Am I: A) in court? B) eloping? C) getting plastic surgery? D) just don’t feel like working?”

While it might raise a smile with friends, humour can fall flat or come across as unprofessional, especially in business-to-business settings.

So What Should You Say?

Monica offers a few practical tips for crafting a helpful and human auto reply:

Know Your Audience

Think beyond your colleagues – anyone could be receiving your message, including clients or potential partners. Avoid inside jokes or overly casual tone unless you’re certain it’s appropriate.

Check Your Company’s Guidelines

Larger organisations may have rules or templates for out-of-office replies. It’s a good idea to find out what’s expected—then add your personal touch.

Be Clear and Succinct

“If someone needs help, make sure they know where to get it—quickly. Don’t bury contact details under three paragraphs of fluff,” Monica advises.

Use Internal/external Options Wisely

If your email system allows for separate messages for internal and external audiences, use that to provide extra detail for colleagues and a more general tone for clients.

Read it Out Loud Before Saving

One of Monica’s top tips? Make sure it sounds like something you would actually say. Avoid corporate jargon like:

“I’m exploring personal time to enhance my future effectiveness.” (Yes, that was a real example. And no, it doesn’t make sense.)

At the end of the day, your out-of-office message is a small but mighty part of your communication. Done well, it can be informative, warm, and even a little bit fun.

“You don’t have to sound like a robot,” Monica says. “Talk like a human—and make sure you’re representing yourself and your organisation in the best way possible.”

Article supplied with thanks to Sonshine.

Feature image: Canva