Best Practices for a Smooth and Professional Out-of-Office Period

Whether it’s a long-awaited vacation, parental leave, or a short personal break, being out of the office is a necessary and healthy part of working life. But the way we manage our time away can make a lasting impression—on colleagues, clients, and even our own peace of mind.

Here are some best practices to ensure your time out of office is smooth, respectful, and sets everyone (yourself included) up for success.

Communicate Early and Clearly

Notify your team and key stakeholders as early as possible—especially if your absence spans more than a day or two. Set expectations: Will you be completely offline or checking email periodically? The earlier you communicate, the smoother the transition.

Pro tip: Add your time off to shared calendars or project timelines to give visibility to others.

Set a Thoughtful Out-of-Office (OOO) Message

A good OOO message does more than say “I’m away.” It provides clarity, next steps, and alternative contacts if needed.

Include:

• Your return date.
• Whether or not you’ll be checking messages.
• Who to contact in your absence, with their name, role, and contact info.
• A polite, professional tone.

Example:

Thank you for your message. I'm currently out of the office and will return on [Date]. I will not be checking email during this time. For urgent matters, please contact [Name] at [email]. I’ll respond as soon as possible upon my return.

Prepare Your Team

If you manage a team, delegate responsibilities clearly and make sure backups are fully briefed. Create handover notes that include:

• Key ongoing projects
• Status updates
• Any potential issues to monitor
• Contact info for stakeholders or clients

This shows trust in your team and keeps momentum going in your absence.

Set Boundaries and Stick to Them

Taking time off means actually taking time off. If you’ve committed to unplugging, honor that commitment. Constantly checking in can undermine your own rest—and send the message that others should too.

That said, if you must be reachable, set specific windows and communicate them ahead of time.

Wrap Up Before You Log Off

Don’t leave critical items dangling. In your final day or two before leaving:

• Tie up loose ends
• Send reminder emails for anything due while you're gone
• Update your status or project trackers
• Set clear expectations on your availability

Think of it as a mini-handoff from you-to-you: make it easy for “future you” to re-enter calmly.

Ease Back In With Intention

Your return is just as important as your departure. Block off your first morning back to catch up—on emails, updates, or team syncs. Avoid scheduling back-to-back meetings right away if possible. Give yourself space to ramp back up.

Being out of office is a sign of a healthy, balanced work culture. When done well, it creates trust, autonomy, and continuity. By planning thoughtfully and communicating clearly, you ensure your time away is truly restorative—and your team keeps thriving in your absence.

Have your own OOO tips or best practices? Share them in the comments—I’d love to hear what works for you.