The summer holidays are approaching quickly, and so are colleagues’ absences. Thanks to an out of office message, you know who is available and who is not. But what should you include in such a message?

Robots that do your work for you while you are on holiday do not exist yet. But thanks to an absence assistant, you can already make your return a little easier. But how do you make sure your out of office actually works? What should you definitely include in your out of office?

1. “I’m travelling”

“I’m enjoying my holiday” or “I’m absent due to illness” are two completely different types of absence. In an out of office, you can mention a reason. That way, your contacts immediately know why you are not there. Do not go too far into detail: an extensive travel schedule or details about your illness are not necessary.

2. “From 1 July to 15 July”

Do not just write “I am absent”, but make sure to include an end date as well. That way, your contacts know when you will be back. Do not write “Two weeks”, because then there is no clear start and end date. Do you not yet know when you will return, for example after a long rehabilitation? Then mention that as well, for example by saying “absent for an indefinite period”.

3. “If you have any questions, you can contact my colleague”

Sometimes something really cannot wait until you get back. That is why you should include a contact person in your out of office. Someone who knows what you are working on. Inform this person beforehand and ask whether you may add their details: their name, a phone number and an email address.

4. “I have limited access to my emails”

Are you someone who still wants to read and reply to emails during your absence? Then make that clear in your out of office. Would you rather switch off completely? Then write “I will read your email upon my return”.

5. Bonus: add something personal

Have you added all the elements above to your out of office? Then it is informative and clear. But perhaps you still want to add something personal? That is possible, but do not overdo it. For example, mention where you are travelling to.

Extra tip! Activate your out of office a day earlier

Out of office messages are often set up at the last minute. Or sometimes even forgotten. Make sure that does not happen to you and set a reminder in your calendar or activate it a day in advance. That way, clients and colleagues know that you will be absent soon.

Are you returning to the office? Then leave your out of office on for a little longer. That way, it is clear that this is your first day back and that you will not immediately reply to new emails.