“Hi there. I have received your email. I have printed it off. I’m now using it to light flaming cocktails for the entire bar. Best, Lucy.”
That was an ‘amusing’ out-of-office reply from a British Airways holiday advert a couple of years ago, said Country Life, but there is more to the “philosophy” of these emails than just trying to be funny, said The Atlantic. They can be a “rote obligation or an opportunity to make a grand statement about work and life”.
For some, it is a “simple one-line email”, while others use it to “apologise profusely” for being away or “highlight their indignation at being tied to work or the internet in the first place”. Selecting the right tone requires adhering to a hidden etiquette of rules. And needless to say, ”transitioning between vacation and regular obligations can get complicated”.
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‘Cry for help’
It can be frustrating to be hit with a “barrage” of out-of-office (OOO) responses to a group email you have sent, said the Financial Times. You may think your colleagues are “lazy good-for-nothings, slacking off while you toil through the long summer”, but their replies can tell you “so much more”.
Someone who says they will be “checking their emails intermittently” is almost certainly on holiday with their in-laws, and “wants to reply to your email within 17 minutes rather than the usual six”. Then there are those who are even more addicted to being permanently on call, claiming to have “no access to internet”. If they do get access, they say they will have smashed their phone, laptop and smartwatch and “thrown them into the ocean”. This is a blatant “cry for help”.
Then there are the jokey ones. “I am currently out of the office, trying to return home after a successful conquest involving a large wooden horse. It may take me some time.” This person has not checked their company policy and will “shortly be unemployed”.
I went through a phase of setting “funny” out of offices, said Sophia Money-Coutts in Country Life. But I “shudder with horror now” thinking about it. “Life’s too short; time is too precious to agonise” over what you write. “Straightforward is the way to go for everyone involved.”
That said, the “aggressive approach” is by far the worst. Some people not only declare they will be away, but that “all emails will be automatically deleted during that period”. How “irritating”. This would make more sense if they were on a sabbatical or maternity leave, but “it’s quite self-important if you’re only hopping to Mallorca for a week”. And setting an OOO saying you’re off for a “mere afternoon”? A “touch pompous”.
Keep it short, said Forbes. “Your OOO is not your Instagram. Skip the mojito emoji and ‘Off to South Beach, baby!’ Nobody wants your travelogue.”
Another big mistake is not fully shutting it off when you’re back. Doing so the night before logging back on is usually best. “Don’t be that person who leaves the OOO on until three people have reminded you to turn it off.”
‘Set expectations’ before you go
There are some clear “dos and don’ts” when it comes to out-of-office messages, said BBC. And getting it wrong can have “more serious consequences than you might think”.
The optimum reply is “polite and concise”, gives a “specific return date” and at least one other point of contact if appropriate, said the etiquette consultancy Debretts . “Virtue signalling” – or going into too much detail about your time off – is another big “no-no”: it can come across as boastful, “smug”, or that you’re “trying too hard”.
It’s not really about the out-of-office message at all, said Stylist. The most effective team members “set expectations before” they go, outlining how “online” they will be, if at all. This stops colleagues of whatever seniority “second-guessing whether they should follow up” or being confused over what “contactable in an emergency” actually means.
Even sharing good news – whether from your desk or on holiday – can be a detrimental form of “presenteeism”. This can throw someone else into work mode, confuse the boundaries you have set or subliminally pressurise others to follow your example.
Most importantly, it is vital to just “trust your team. We all like to think the place will fall apart without us, but this is a damaging view that will only stop you from fully enjoying your time off.” Planning ahead of time and handing things over properly removes most of the need for communicating while on holiday. Many people forget this but “really, most things can wait”.
