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

With the summer holiday season now at its peak, millions of workers across the world are setting up their out-of-office email replies before heading off on leave. The BBC has examined the dos and don'ts of writing one effectively.

An out-of-office reply is an automated response sent whenever someone emails a person who is temporarily unavailable. Typically, it informs the sender of the worker's absence, states a return date, and sometimes offers an alternative point of contact for urgent matters.

According to the BBC's report, the most effective messages are concise, informative and clear about timing, helping senders know exactly when to expect a reply. Providing details of a colleague who can help in the meantime is also considered good practice.

Some employees choose to inject humour into their replies, such as the playful line 'I'm in Barbados', referenced in the report's headline. Such messages can add personality and make routine correspondence feel less impersonal.

However, the BBC warns that there are pitfalls to avoid. Overly casual tones, excessive personal detail, or jokes that might not translate well across different audiences - including clients, senior managers or people from other cultures - can come across as unprofessional or even confusing.

Striking the right balance between friendliness and professionalism appears to be the key takeaway from the piece. A well-crafted message reflects positively on both the individual and their organisation, while a poorly judged one risks creating a bad impression during someone's absence.

As summer remains one of the most common times for staff to take extended leave, out-of-office replies have become a small but noticeable part of workplace communication. The BBC's advice suggests that, while brief and often overlooked, these automated messages can say more about professional etiquette than many people might expect.