How many out-of-office messages have you skimmed past because they all sound the same? That familiar, generic line everyone copies and pastes before heading out for the holidays…
That’s exactly why your OOO auto-responder is a powerful, and wildly underused, opportunity to reinforce your personal brand. In fact, this idea struck a nerve: a LinkedIn post I wrote on the topic went viral, reaching leaders around the world who suddenly realized how much they’d been leaving on the table.
Your OOO can quietly communicate your leadership style, your professional identity, and your boundaries, all while you sit by the pool catching up on a year’s worth of books.
It can also send a thought-provoking message. My friend, co-author, and former Talk About Talk podcast guest (ep. 189) Amy Diehl recently shared a Marie Claire piece about the Out of Office for Care campaign by Paid Leave for All, showing how women (mostly mothers) are using their OOO messages to spotlight the crippling effects of gender inequality.
There’s clearly an opportunity here to optimize your OOO, which is why I made this topic the focus of my latest Talk About Talk episode, How to Craft an Out-of-Office Message That Reinforces Your Leadership Brand (ep. 201).
1️⃣ Why your OOO is a leadership moment
Most people treat their OOO email as “out of sight, out of mind,” a quick “copy and paste” from their last OOO before signing off for the holidays.
But if you do that, you’re missing a major moment to reinforce your personal brand.
Your out-of-office response is what I call an under-leveraged communication opportunity. If you make just a small effort, your OOO responder can quietly communicate:
- your leadership style
- your professional identity
- your boundaries and how you model them for your team
And people notice.
Your team is watching.
Your colleagues and customers notice.
The most effective leaders communicate with clarity and intention, even when they’re not at their desks.
2️⃣ How to write an OOO that reinforces your leadership brand
Before you start typing, ask yourself: “What’s the one message I want to reinforce with my OOO?”
For example, you might highlight your:
- Thought leadership
- People leadership
- Strategic thinking
- Boundary-setting
- Empowering leadership (letting your team lead while you’re away)
Once you’ve chosen your theme, go into your email (or Slack/Teams) settings and add one sentence that reinforces that message.
Here are a few examples you can copy/paste and tweak:
Empowering leader
“I’m out of the office, but my team’s got this.”
Strategic thinker
“I’m taking time to reflect, refocus, and strategize so we can hit the ground running in the new year.”
Thought leader
“In the meantime, here’s a resource I think you’ll find helpful…”
Just one line can go a long way in reinforcing your leadership brand.
3️⃣ Four do’s and don’ts for your OOO
When drafting your OOO, rely on these four simple rules to keep your message professional, trustworthy, and on-brand.
1. Be specific (and under-promise)
Do be clear about:
- Dates you’ll be gone
- The date you’ll return
- Who to contact with urgent needs
Don’t overpromise when you’ll reply. Under-promise and overdeliver.
If you’re back on January 2, don’t promise replies on January 2. Because it’s never one email…it’s 30 emails, plus a surprise meeting, and a “quick chat,” and suddenly your first day back is over.
2. Be clear about coverage, and then be consistent
If you’ve named someone as the point person while you’re away, let them do their job.
Jumping in from vacation can:
- frustrate the person you’ve asked to step in
- confuse your team, clients, and customers
- undermine the leadership signal you thought you were sending
Be clear about coverage and responsibilities and then step back and trust your team to handle it.
3. Show some personality (without sarcasm)
Yes, your OOO can show a little personality. You might:
- add a light joke
- reference your firm or brand
- use language that sounds like you
But don’t assume people will get your sarcasm or quirky humor.
Remember, your OOO goes to everyone, including prospective clients and people who’ve never met you.
Ask yourself: “If someone read this who didn’t know me, could they be offended or confused?”
If yes, edit it. Sarcasm rarely lands in email.
4. Don’t overshare (or create risk)
A little personality? Great.
Your full vacation itinerary? Not necessary.
Oversharing can:
- sound like bragging
“Expect a delay in my reply, the wifi on the yacht is spotty.” - create a security risk
“Our house is empty until January 2.” (Please don’t do this!)
So:
Do show a little personality.
Don’t overshare the details.
Bonus: How to overcome imposter syndrome
If you want to be more confident (and have others take notice) you need to identify what sets you apart, before doing anything else.
My latest I by IMD article, “Focus on your unique skills to build executive presence and overcome imposter syndrome,” shows how your strengths directly fuel executive presence.
It’s the perfect article to read while you’re OOO (looking for distractions from your inbox!).
If you found this helpful, forward this email (or the podcast episode) to a colleague or friend who’s about to switch on their OOO. Consider it a small leadership nudge.
Listen or watch the full episode, How to Craft an Out-of-Office Message That Reinforces Your Leadership Brand (ep. 201) on Apple, Spotify, YouTube, or wherever you get your podcasts.
Talk soon,
Dr. Andrea Wojnicki
executive communication coach
