All too often, out-of-office emails are left as an afterthought – something you and your team might throw together a minute before logging off for that long-awaited holiday.
But in the rush to get out the door, it’s easy to leave behind a trail of typos, mix up your dates or neglect to give senders a backup plan.
And that one embarrassing little blunder? It doesn’t just sit quietly. It travels far and wide – straight into the inboxes of hundreds of people while you’re off sipping margaritas. Eeek!
Your automated reply isn’t a mere formality. It’s a tiny but mighty representation of your personal brand – and your company’s. Get it right? You show you’re organised and professional. Get it wrong? You risk leaving the exact opposite impression.
Let’s make sure your message works for you, not against you. Here are 10 common out-of-office crimes you and your team NEED to avoid – plus the smarter alternatives that will keep you looking polished and personable.
1. Not proofreading
Most out-of-office emails are written in a rush – five minutes before you shut your laptop. That last-minute scramble is exactly when typos, missing words and wrong dates sneak in.
Before you log off, read your message again. Slowly and out loud.
Check dates, names and links. A crisp, error-free automated reply shows people you’re organised and detail-minded – even while you’re away.
Blunder: Im away untill 6 Jan. Please contact Jordon if urgent.
Best practice: I’m away until 6 January. For urgent matters, please contact Jordan at [email protected]
2. Being vague about availability
‘I’ll get back to you soon’ sounds harmless – until a client is waiting on a high-stakes contract and your ‘soon’ turns into two weeks for them.
And then there’s one all-too-common blunder: forgetting the date when you return. Colleagues and clients won’t know whether to wait for you or escalate the message.
Vagueness is a recipe for frustration, confusion and unnecessary follow-ups.
Blunder: I’ll respond when I can.
Best practice: I’m out of the office from 20 December to 6 January. If it’s urgent, please contact Sam at [email protected].
3. Apologising unnecessarily
You’re allowed to take a holiday – really. But too many out-of-office messages sound like you’re begging forgiveness for daring to leave your inbox.
Being overly apologetic makes your message sound heavy and awkward – and can even set the wrong tone with clients or colleagues.
Blunder: Unfortunately, I’m offline and won’t be able to reply until 15 October. My apologies for any inconvenience.
Best practice: I’m out of the office until 15 October and will get back to you as soon as I can after that.
4. Sounding like a robot
Corporate clichés drain all warmth from your message.
Even if it’s automated, your out-of-office is your chance to remind people that a human sits behind the inbox. A conversational tone makes you approachable, even while you’re away.
Blunder: I am currently out of the office with limited access to email. I will respond at my earliest convenience.
Best practice: This email might be automated – but my reply after 1 July won’t be.
5. Oversharing your whereabouts
Adding a personal detail can be a nice touch. But there’s a fine line between being friendly and sharing way too much information.
Specifics about your holiday plans or reasons for absence can feel unprofessional. Keep the details light, not intimate.
Blunder: I’m in Bali working. (On my tanlines and cocktails.)
Best practice: I’m taking a short Bali break and will reply – rested and recharged – after I return.
6. Ignoring international or interstate connections
If you work with overseas contacts, dates like ‘2/3‘ are a guessing game – and not a fun one. While interstate public holidays can become a recipe for confusion.
Ambiguous dates create scheduling mix-ups and missed opportunities. Spell out your availability clearly.
Blunder: Back on 1/2.
Best practice: I’m back online from 2 January 2026.
7. Not offering an alternative contact
When urgent issues arise, people need a Plan B. Leaving them with no secondary contact stalls projects, creates anxiety – and undermines your professionalism.
Offer a clear point of contact. And make sure that person knows they’re nominated.
Blunder: Catch you on the flip side!
Best practice: For anything urgent, please email Lucy at [email protected] – she’s covering my projects while I’m offline.
8. Being too casual for your audience
Some humour is fine. And a sprinkle of holiday cheer can be heartwarming. But excessive slang or sarcasm can confuse clients and colleagues.
An out-of-office is not the place for casual jokes or Reddit-style banter. Friendly professionalism wins every time.
Blunder: 🎄🎅✨ GONE FISHIN’ TIL FEB ✨🎅🎄
Best practice: Season’s greetings! I’m now on holiday until 2 February.
9. Promising instant catch-up
Committing to a day one reply sounds helpful, but it sets impossible goals.
After you return to a mountain of emails, overpromising what you can achieve will likely invite frustration. Manage expectations with a realistic timeline.
Blunder: I’ll reply to your email on 20 March.
Best practice: I’ll work through emails in order once I’m back on 20 March. Thanks for your patience while I get up to speed.
10. Neglecting your humanity
A purely functional note can feel abrupt – especially over common holiday periods.
Adding a small detail will create warmth and make your message memorable. It doesn’t take much: a seasonal reference or a nod to the shared public holiday.
Blunder: Away on leave. Will reply when I’m back.
Best practice: I’m offline until 6 January – swapping email notifications for cricket scores this summer.
An effective out-of-office email is like all effective communication: clear, personable and helpful. A few thoughtfully prepared lines will protect your reputation and keep projects moving.
Want to help your team write with clarity and confidence all-year round? Check out Business Writing Essentials – it’ll transform how your people write at work. Immediately and forever.