January is always a time to focus on goals, reset expectations, and be the best version of yourself. A less-than-Pinterest-worthy way to start fresh is by cleaning up your inbox after (hopefully) some time spent unplugged.
As I sift through my inbox (still!), I’ve been reflecting on a neglected relationship building tool: automatic replies.
Most out-of-office replies are transactional and an afterthought: “I’m away. I’ll return. Hold, please.” But if you think about them differently, they can open the door to meaningful follow-ups and bridge relationship development.
They enable you to share important life events, such as:
- Parental leaves
- Vacations
- Career transitions
- Moving or relocation
- And so many more
Beyond communicating your whereabouts, your OOO message can showcase your personality, set clear expectations, and open a window into who you are. Set it, forget it, and let it strengthen your relationships with the people emailing you – all while you’re lying in the sand, working through your tote bag of beach reads.
But what do you want your message to say? Remember how episodes of Friends were all titled ‘The One With…’? This OOO series is where you’ll find the one that matches your level of warmth, polish, and personalization – so your clients and team feel more connected to you, even when you’re away from your desk.
1. The Warm, Human One
Professional, friendly, and lets people know you’re not a robot.
Subject: OOO — Back Soon
Hi there,
Thanks for reaching out. I’m currently out of the office recharging with some much-needed family time and will be back on [date]. I’ll respond as soon as I’m settled back in.
If your note is time-sensitive, feel free to reach out to [backup contact] who can assist while I’m away. Looking forward to reconnecting when I return.
Warmly,
[Your Name]
Why it works:
This message helps build relationships by showing that you’re approachable, considerate, and human. By signaling that you value downtime and family while still providing clear guidance for urgent matters, you leave readers feeling respected and cared for. It turns a standard auto-reply into a touchpoint that strengthens trust and connection.
2. The Purpose-Driven One
Perfect for leaders and mission-aligned brands.
Subject: Thanks for Your Message — I’m OOO
Hello,
I’m currently away from my inbox while spending a few days focused on [your mission-related activity, e.g., “strategic planning for next year’s women-in-finance initiatives”]. I’ll be back on [date] and will follow up then.
During my time away, [backup contact] is available for urgent needs.
Thanks for your patience – can’t wait to bring back fresh ideas.
Best,
[Your Name]
Why it works:
This OOO message strengthens relationships by giving people insight into what drives you and the work you care about. It signals that your time away is purposeful, which conveys focus and credibility, while still showing consideration for others by providing a clear backup contact. Readers come away with a sense of connection to your mission and respect for your priorities-making your absence feel intentional, not distant.
3. The Lighthearted Traveler
Adds personality without sacrificing professionalism.
Subject: Out of Office — New Views Ahead
Hi,
I’m out of the office until [date], taking in some new scenery and (probably) working on a very stylish sunburn. I’ll be checking messages intermittently and will respond upon my return.
For anything urgent, please contact [backup contact]. Otherwise, I’ll be in touch soon – hopefully with a few good stories.
Cheers,
[Your Name]
Why it works:
By balancing playfulness with professionalism and including a clear point of contact, this message reassures recipients while leaving a positive impression. The humor makes you memorable and approachable, helping people feel a connection with you even while you’re away.
4. The “I’m at a Conference – Let’s Meet” Reply
Ideal for business development, conferences, and turning OOO into real-world connection.
Subject: OOO – At a Conference This Week
Hi,
Thanks so much for your note. I’m currently out of the office attending [Conference Name] and will be back on [date]. I’ll be focused on taking meetings and will have limited access to my email.
If you’re also attending the conference, I’d love to connect – send me a message on LinkedIn or through the event app to see if we can grab a quick coffee or say hello onsite.
Looking forward to connecting,
[Your Name]
Why it works:
It turns an OOO message into an invitation. Instead of delaying engagement, it opens the door to an in-person touchpoint – which is often far more valuable than an email reply.
5. The Relationship Builder
Designed specifically to foster connection.
Subject: Out of Office — Let’s Connect Soon
Thanks for reaching out. I’m away from the office until [date] and won’t be checking email regularly. But when I return, I’d love to catch up – especially if your note relates to something new you’re working on.
If this is time-sensitive, [backup contact]is available to help. Looking forward to reconnecting when I’m back.
Warm regards,
[Your Name]
Why it works:
This message turns your OOO reply into a proactive touchpoint. By inviting the sender to share updates and signaling interest in their work, it encourages dialogue and positions you as engaged and approachable. It helps nurture connections by framing your return as an opportunity to collaborate and strengthen relationships.
6. BONUS: The Holiday One
Designed specifically to foster connection.
Subject:Out of Office – Happy Holidays
Wishing you a joyful holiday season. I am taking some time away from the office and would be glad to connect when we return from the holiday in January.
May your heart be light,
[Your Name]
Why it works:
Seasonal greetings make this message feel timely and thoughtful. By acknowledging the holidays with warmth and well-wishes, it fosters a sense of care and appreciation. This simple gesture helps maintain positive connections and leaves recipients with a favorable impression of you and your professional approach
Final Thoughts
Your out-of-office reply is one of the few automated messages people actually read. When done thoughtfully, it can go beyond logistics and become a tiny but meaningful touchpoint with your clients – one that showcases who you are, reinforces your brand, and leaves people feeling more connected to you.
WRITTEN BY HANNAH WYNNYK
President & COO of Kayo Conference Series
