The Dos and Don'ts of Writing an Out-of-Office Reply

As summer reaches its busiest point for holidays, many workers are switching on their out-of-office email replies before they leave. The BBC has shared advice on how to write one well.

An out-of-office reply is an automatic message sent to anyone who emails a person while they are away. It usually explains that the worker is not available and gives details about when they will return.

According to the BBC, a good message should be short, clear, and useful. It should tell people exactly when the person will be back at work. It can also name another colleague to contact in case of urgent problems.

Some workers like to add humour to their message, such as writing something playful like 'I'm in Barbados'. This can make the reply more personal and fun to read.

However, the BBC notes that there are limits. A message that is too casual or shares too much personal information might seem unprofessional, especially if clients or senior colleagues read it.

Experts suggest keeping a balance between friendliness and professionalism. A clear tone, correct information, and a short length are usually the safest choice.

Because so many people take time off in summer, out-of-office messages are very common at this time of year. Writing a clear one helps keep communication smooth while someone is away, and can also make a good impression on people who receive it.