With the holiday season coming up, it’s quite likely your work schedule is going to get a bit complicated. Between holiday events, vacations, and holiday closures, you may find yourself out of the office more often than you are the rest of the year—which is why you need an out-of-office message for your holiday break.
Out-of-office messages are automated email responses that let others know you’re unavailable. Beyond letting people know you’re not at your desk, out-of-office messages can also let them know when you’ll be back, who to reach out to instead, and, if necessary, how to reach you in an emergency.
Why you need a great holiday out-of-office message
During the holiday season, professional schedules go haywire. People are taking off, while cold and flu season has more people calling in sick than usual. Companies close for holiday parties and the holidays themselves, and parents may be telecommuting more or taking half days to accommodate their kids’ school schedules.
In other words, it’s easy for people to miss phone calls and emails. An out-of-office message for the holidays can prevent missed calls and communication delays.
The importance of clear communication during holidays
Preemptively answering questions and helping others find the information they need when you’re not available is part of professional etiquette. It’s a way to manage expectations, as it tells those who email you that you’re not available rather than leaving them to wonder if they’re being ignored or if their email didn’t reach you.
Common mistakes
- Oversharing. Keep your message brief. Don’t share why you’re out of the office or where you are—this is irrelevant and can be considered unprofessional.
- Giving no alternatives. Offer an alternative contact. People who email you may need to reach somebody at your company immediately, so include an appropriate colleague’s name and contact information.
Essential elements of a holiday out-of-office message
Key information to include
Include the following information in your out-of-office message:
- The specific dates you’ll be out of the office (e.g., something like “I’ll be out starting Monday, October 28, and back in the office Friday, November 1”)
- Someone to contact during your absence, including their name, email address, and phone number
- There are instances where this isn’t feasible. These instances include office-wide closures, self-employed individuals, and individuals with specialized skills whose colleagues cannot perform their duties. In cases like these, you may opt to include your personal phone number with a note that it’s only for emergencies.
That’s all you need to include. Depending on your role, company culture, and the reason for your absence, you may also choose to include the reason for your absence, such as a trip to an industry conference or a personal vacation.
Tone and style considerations
Use a professional tone in your out-of-office message—the same tone you use for all other work emails. This may be a formal tone or a bit more casual, depending on your industry, company culture, and individual personality.
Professional holiday out-of-office message examples
Standard professional message
Hello,
I’m currently out of the office and will return on Friday, November 8. I will respond to your email promptly when I return. In the meantime, if you need to reach somebody at [company] before I return, please contact Jonathan Litch at j.litch@email.com or at 555-6666 ext. 1.
Best regards,
Kelly
This straightforward message provides all the necessary information without any extra fluff.
Client-focused message
Hello,
Thank you so much for reaching out! However, I’m on vacation from December 5 through December 18 and will be back in the office on December 19. We know you need to reach somebody as soon as possible, so please email Zeniya Cole at z.cole@company.com, and she’ll be happy to help with whatever you need.
Best,
Seale
When customer communication is crucial, be sure to emphasize the next step the emailer should take (e.g., reaching out to your colleague).
Friendly and casual holiday out-of-office message examples
Friendly yet professional
Greetings,
Thank you for your email! I’m currently enjoying a vacation in Hawaii with my loved ones and will not be back in the office until October 29. In the meantime, please reach out to our marketing director, Karen Sanchez, for all inquiries. You can reach her at 555-7777, ext. 9, or at sanchez.k@business.com.
Best,
Ellis Makse
Project Manager
Casual and fun messages
Hello!
Just got your email, but I won’t be reading it or responding to it until I’m back from Disney World on November 3.
If it’s an emergency, you can reach me on my cell at 444-9999. Otherwise, hakuna matata!
Talk soon,
Tina
Creative and witty holiday out-of-office messages
Humorous holiday messages
Hello,
If you’re reading this message, I’m either tangled up in lights, trying to survive holiday shopping, or so stuffed full of cookies I can’t move. In any case, I’m not at my desk and will not return until December 30. Until then, please reach out to our security team with any emergencies. You can reach them at 555-9999.
Careful, it’s a jingle out there!
Pedro
Holiday-themed puns and humor
Season’s greetings!
In celebration of the winter holidays, our office is closed from December 20 through January 2. While we’re enjoying this time with our families, yule be in our hearts. We’ll get back to you next year … as long as you’re on the “nice” list!
That’s a wrap!
Alessandra
Check out these other funny out-of-office messages.
Long-term OOO messages for extended breaks
Extended leave messages
When you’ll be out of the office for an extended period of time, such as for parental leave or an illness, let recipients know how long you expect to be out and the reason for your absence if you feel comfortable disclosing it.
If you will be checking email periodically during your absence, mention this in your message. You may also choose to express gratitude for the recipient’s understanding.
Managing expectations for delayed responses
It’s important to manage recipients’ expectations for responses during your absence. Be clear about how often you’ll be checking email, if at all, and whether recipients should contact your personal phone.
You may also include information for new inquiries versus existing clients, directing each group to the colleague best suited to handle their needs.
Best practices for writing holiday out-of-office messages
Tailoring your message to your audience
As mentioned earlier, the ideal tone for an out-of-office message is professional. However, if you expect most or all of your inquiries from colleagues, you may choose a less formal tone, especially if your company has a relaxed culture.
Timing your auto-reply activation
Set up your auto-reply after you’ve finished your last day of work before the break. Take it down first thing when you return. Some email providers allow you to set the duration of your message ahead of time
Tips for managing email while on holiday
Setting boundaries with auto-replies
Out-of-office messages are essentially professional boundaries that set expectations for contacting you during your break. Whether you include your personal phone number is up to you. Generally, this is advised only if you’re self-employed and/or the only one capable of aiding an emailer in a work-related emergency.
Alternative contact details
Include appropriate details about your alternative contact, such as their full name, title, work number, and email address. Do not promise anything on your colleague’s behalf—simply direct the emailer to contact them.
Crafting the perfect holiday out-of-office message
As you craft the perfect out-of-office message for holiday closures and other absences, remember the following:
- Keep it concise.
- Use a professional tone, but don’t be afraid to include puns and personality if appropriate.
- Make your dates of absence and alternative contact clear.
Holiday out-of-office messages FAQs
Should you always include an alternative contact?
Yes, you should always include an alternative contact in an out-of-office message for holiday vacations and other absences. However, if your office is closed or you don’t have a colleague who can serve as an alternate contact, include your personal phone number.
How long should a holiday out-of-office message be?
A holiday out-of-office message should be brief. Generally, keep it to about a paragraph, including only necessary information.
What should my out-of-office message say if the office is closed?
If the office is closed, simply state this in your out-of-office message. Note when the office will reopen and include an emergency contact. Then, be sure to respond to all emails promptly after returning to work.
