How to Write the Perfect Festive Out-of-Office Email This Christmas
For many professionals, the out-of-office (OOO) email often feels like an afterthought – the final task before shutting your laptop and embracing a well-earned Christmas holiday. More often than not, it’s a functional note dashed off in haste: a polite pointer to whoever might need your attention whilst you’re away.
But what if your OOO email could be more than just a signpost? Could it also reflect your personality, set clear boundaries, and even leave a positive impression? Recent research by TopCV.co.uk suggests that workplace communication is becoming more personal, with nearly one-half (45%) of UK professionals stating they feel ‘comfortable’ or ‘very comfortable’ using emojis in professional emails.
If you’re ready to make your OOO stand out this holiday season, here are five tips to help you craft a message that balances personality with professionalism whilst keeping workplace etiquette firmly in mind.
1. Know your industry’s boundaries
Your tone should align with your industry’s culture. A formal, conservative field such as law, finance or healthcare typically calls for a professional and straightforward OOO email. However, if you work in a creative or casual industry, such as marketing, media or tech, you may have more leeway to inject a bit of humour or festive cheer. Here’s an example of a formal tone:
Thank you for your email. I am currently out of the office for the holidays from [start date] to [end date], and I will not be checking emails during this time.
For any urgent matters, please contact [alternative contact name] at [alternative contact email]. Otherwise, I will respond to your message as soon as I return. Wishing you a wonderful holiday season.
2. Stay true to your personal brand
Your OOO email is a small but meaningful extension of your professional persona. If you’re known for being warm and approachable, let that shine through in your message. On the other hand, if you’re the picture of formality at work, your OOO should reflect that. Here’s an example for a warm, personable tone:
Hi there! I’m off enjoying some Christmas cheer and will be back in the office on [date]. If your message is urgent, please contact [colleague’s name and email]. Otherwise, I’ll get back to you after the holidays.
Wishing you and yours a joyous and relaxing festive season!
3. Consider your workplace culture
Even if you prefer an informal style, your OOO shouldn’t clash with your company’s expectations. Whilst a cheeky or sarcastic tone might resonate with some colleagues, it’s worth checking your workplace’s communication guidelines or considering the recipient audience. Err on the side of caution to avoid inadvertently ruffling feathers.
4. Keep It Concise
No one has time to wade through a lengthy out-of-office email. Stick to the essentials: your return date, whether you’ll be checking emails during your time off, and who to contact in your absence. A succinct message ensures your email remains helpful, not frustrating.
5. Add a festive flourish (if appropriate)
If it aligns with your workplace culture, consider sprinkling some holiday spirit into your OOO. A playful message can spread cheer and help recipients connect with you on a more personal level. Here’s an example for a fun, festive tone:
Hello! I’m currently away, swapping emails for Christmas crackers and mulled wine. I’ll be back on [date] and will respond to your message as soon as possible. If it’s urgent, please contact [colleague’s name and email].
Wishing you a holly, jolly Christmas!
A final word on festive OOO emails
Whilst it’s tempting to get creative, always remember your out-of-office message is a reflection of your professionalism. If in doubt, opt for a simple message over a potentially divisive one. After all, the goal is to set boundaries for your break whilst maintaining a positive impression.
This holiday season, let your OOO do more than just announce your absence – make it a reflection of you. Whether you opt for a formal, cheerful or humorous tone, your carefully crafted message will ensure you leave the right note as you sign off for some much-needed festive fun.
Written by Amanda Augustine, careers expert for TopCV
