The Unexpected Power of Your Out-of-Office Message
There are many reasons to be away from the office and unable to quickly respond to emails, instant messages, or calls, such as work travel, vacation, medical leave, or holidays. When I worked in law firms, I viewed out-of-office ("OOO") messages as routine and often set them at the last minute with only the necessary details. That approach was sufficient at the time, and I assumed it was very professional. But as I moved into business ownership and consulting, I began to view each interaction as a way to share a bit of my personality, offer helpful insights, or even make someone smile. As a result, this led to more follow-up conversations and a stronger professional network.
A thoughtfully written OOO message is not only an opportunity to manage expectations but also to build your brand, engage others, and bring humanity to the workplace. This was highlighted for me recently with the “Out of Office for Care” initiative organized by the Paid Leave for All campaign, which acknowledges that we all have demanding lives outside the office and normalizes taking time away for caregiving or other necessary leave.
Still, many organizations fail to give the proper space to prioritize what matters most in the moment - whether it’s client-related travel, family, health, or a well-deserved break. And these clear choices add up, shaping how people experience the firm and how willing they are to stay, contribute, and trust the organization.
I am here to tell you that the out-of-office message is one of the simplest yet surprisingly powerful tools for relationship and culture building in our profession.
From Courtesy to Connection
The OOO message is a direct touchpoint with a contact who reached out to you and is actively thinking about you or your firm. Why waste this attention? Using an OOO message more intentionally is a chance to show a little personality, remind people you’re human, and maybe even nudge your firm’s culture in a better direction, without sacrificing professionalism.
In practice, I see out-of-office messages fall into three categories that work particularly well.
1. Insight-Driven
There is no one formula for this kind of message, but it often offers an insight into what you and your firm are focusing on at the moment. Ensuring the content is relevant to your network is what makes it resonate with the recipient.
Share Statistics/Insights: A colleague of mine is masterful at sharing statistics or trendlines in legal operations in his OOO messages. This practice positions him as a reliable source of information and opens the door for future conversations.
Example: "Did you know that Q3 saw a 15% increase in venture capital funding for legal tech startups? More on that here [link]. This number is one I am watching closely and would love to discuss how VC funding might be impactful for your firm/organization. I am currently out of the office until [Date]. For urgent matters, please contact [Colleague]."
Promote Content: Another approach is to provide recipients access to a recently published article, a cutting-edge blog post on a new regulation, or a webinar recording that positions you and your firm as thought leaders.
Example: "While I’m away from my desk, I thought you might find our team’s latest breakdown of the FTC’s M&A ruling useful. It has been the main topic of conversation in my office all week. You can find it here: [Link]. I’d love to hear your take on it when I return on [date]."
Highlight Firm Achievements: You can also use the message to mention a recent award, pro bono success, or a speaking engagement to offer a snapshot of how your firm is actively contributing to the industry.
Example: "I’m currently out of the office attending the National Litigation Conference, where my colleague, Jane Doe, is presenting on the future of AI in discovery. I will respond when I return on [Date] and will be happy to discuss what I learned at the conference and how it might be impactful to your organization."
2. Personality-Driven
Professionalism doesn’t mean that you can’t show a little personality; doing so can make you more relatable and memorable. For example, sharing interesting facts about your travel destinations can start conversations and further engage your network.
The Enthusiastic Traveler: Sharing a brief, personal update on your activities while away from the office can strengthen relationships with clients and colleagues.
Example: "I am currently out chasing the Northern Lights in Iceland and have zero cell service (by design!). I will be back on [Date] with a clear mind and fresh ideas. My colleague, [Colleague], is completely up to date on all of my active files and can assist you in my absence. You can reach her here [contact info]."
3. Purpose-Driven
Inspired by the Out of Office for Care campaign, these messages offer space for honesty about life outside of work and make organizational boundaries visible.
The "Out for Care" Model: This message is honest, professional, and draws a clear boundary for recovery and care.
Example: "I am taking some time away through [Date] to focus on a family matter. I’ve always believed that to show up 100% for my clients and my team, I need to show up for my family first, and I appreciate your understanding while I do that. My colleague, [Colleague Name], is fully briefed on my active files and can help you at [Email]."
Parental/Family Leave: This approach sets clear expectations for extended leave while adding a bit of personality.
Example: "Big news: our family just grew by one! I’m on parental leave until [Date], getting to know our new daughter (and learning to live on very little sleep). While I’m focused on diaper changes and naps, [Colleague Name] is handling my practice. They are brilliant and have my total confidence. I’ve attached a photo of our new addition below—I can’t wait to introduce her to you all properly this fall."
The Importance to the Legal Industry
A strategic out-of-office message helps you and your firm stand out in a profession known for its “always on” culture. When used thoughtfully, these messages become part of a broader strategy, quietly reinforcing what firms and professionals truly value. Not to mention that an authentic message is far more engaging than a generic autoreply, as it reminds clients and colleagues that they are working with people, not just institutions.
Perhaps most importantly, leadership is the final piece of the puzzle. When partners and senior business professionals model intentional breaks from work with transparent messaging, they give others permission to do the same.
Final Thoughts
Culture shifts rarely start with sweeping initiatives; more often, they begin with small, visible choices repeated over time. The next time you toggle on your out-of-office message, pause for a moment and ask yourself these questions:
Does this message sound like the person my clients (or firm) hired?;
Does it provide value while I’m away?; and/or
Does it model the kind of firm/organization I want to lead?