The holiday season is here, bringing well-deserved time to unwind. But before you log off and embrace festive cheer, there’s one task you shouldn’t forget: Setting up the perfect out-of-office message!

A thoughtful auto-responder isn’t just a courtesy – it’s a professional gesture that shows respect and clear communication to clients, colleagues, and partners. In this blog, we’ll guide you through crafting an effective and festive out-of-office message.

Why Is an Out-of-Office Message Important?

An out-of-office message is like a friendly digital business card. It informs senders that you’re temporarily unavailable, and it clarifies when you’ll be back and whom they can contact in your absence. This eliminates misunderstandings, ensures a smooth workflow, and leaves a positive impression – even while you’re away.

What Should Your Out-of-Office Message Include?

A clear and effective out-of-office message includes these key elements:

1. The dates of your absence: Be precise about when you’ll be away and when you’ll return.
   Example: “I will be out of the office from 24 December to 2 January.”
2. A backup contact for urgent matters: Provide the name and contact information of a colleague handling inquiries during your absence.
   Example: “For urgent matters, please contact Jane Doe at jdoe@ company. com.”
3. The reason for your absence: No need to share your full holiday itinerary, but a simple note that you’re on leave or unavailable helps set expectations.
4. Avoiding typos:
   “Mery Christms and a Hapy New Year 2024!” – this could harm your professional image. Always proofread your message or have a colleague check for errors. And don’t forget to update the year (2025, not 2024!).
5. A friendly holiday wish: Use this opportunity to spread a bit of festive cheer with a warm greeting.
6. Optional additions: Include when you’ll get back to them, if relevant.
   Example: “I will respond to your message as soon as possible after my return on 3 January.”

Examples of Great Out-of-Office Messages

Classic and Professional

“Dear Sir or Madam,
Thank you for your message. I am out of the office from 24 December to 2 January. Your e-mail will be answered upon my return. For urgent inquiries, please contact John Doe at john. doe @ company. com.
Wishing you a joyful holiday season and a happy New Year!
Best regards,
[Your Name]”

Warm and Friendly

“Hello,
Thank you for your e-mail! I’m currently on holiday and will return to the office on 3 January. Until then, I wish you a wonderful festive season filled with warmth and happiness.
Best wishes,
[Your Name]”

Creative and Light-Hearted

“Ho ho ho!
Thank you for your message. I’m currently taking a break to enjoy some Christmas cookies and ring in the New Year. I’ll be back in the office on 3 January and will reply as soon as I can.
Wishing you a Merry Christmas and a fantastic New Year!
[Your Name]”

Out-of-Office Messages in Multiple Languages? No Problem!

If you work internationally, it’s smart to write your out-of-office message in multiple languages to ensure clarity.

Here’s an example in German:

“Vielen Dank für Ihre Nachricht. Ich befinde mich bis zum 2. Januar im Weihnachtsurlaub und werde Ihre E-Mail nach meiner Rückkehr beantworten. Für dringende Angelegenheiten kontaktieren Sie bitte Herrn Musterman unter musterman @firma .com.
Ich wünsche Ihnen frohe Weihnachten und einen guten Rutsch ins neue Jahr!”

The Art of Personalizing Your Auto-Responder

A well-written out-of-office message shows thoughtfulness, which recipients will appreciate. Whether formal, festive, or creative, the key is to keep it clear, professional, and authentic.

How do you craft your out-of-office message? Share your ideas with us in the comments!