Out Of Office – how to write a cyber-secure message
Out-of-office (OOO) emails are a convenient way to let your colleagues, clients, and customers know that you will be unavailable for a certain period of time. However, it’s important to be mindful of the information you include in these emails to ensure your personal and professional information stays safe. Because it is automated it replies to everyone even emails you would normally ignore.
Here are some tips for safely writing an OOO email:
Limit the amount of personal information you provide: Your OOO email should not include sensitive personal information such as your home address or phone number. Stick to the basics and provide only your name, email address, and the dates you will be out of the office.
Avoid mentioning specific details about your trip: While it may be tempting to mention your holiday destination or reason for being away in your OOO email, it’s best to keep these details to yourself. Sharing too much information can make you a target for cyber criminals and other types of scams.
Use a professional tone: Your OOO email is a reflection of your professional brand, so it’s important to use a tone that is both polite and professional. Avoid using humor or slang, and stick to a straightforward, polite message.
Enable automatic email responses: Most email platforms offer automatic OOO responses that are triggered when you receive an email while you’re away. This allows you to provide a consistent, professional response to your email correspondents without having to worry about checking your email regularly.
Provide alternative contact information: If necessary, provide alternative contact information for urgent matters. However, be cautious about providing too much information, and make sure the alternative contact is someone you trust. Often your colleagues emails can be adding to mailing lists if they appear in your OOO auto-reply.
By following these tips, you can write an effective and safe OOO email that protects your personal and professional information while keeping your correspondents informed.
Whether you’re out of the office for a few days or a few weeks, your OOO email is an important tool for managing your professional presence and ensuring your work continues smoothly in your absence.