Whether they’re out for a short vacation, a long break, or even the upcoming holidays, when your coworkers step out of the office, it can be a challenge to find that balance between getting your work done and respecting their time away. Let’s face it—sometimes, you just can't avoid reaching out, especially if the matter is urgent.
Knowing when and how to contact a coworker who’s out of office can make all the difference. With that in mind, we asked an etiquette expert to share some dos and don’ts for when your peers turn their OOO email on.
1. Don’t: Speculate why they’re out
Right before your coworker steps out of the office, they might mention, “Hey, I’m heading on vacation” or “I’ll be out for this reason...” However, if you’re unsure why they’re absent, it’s best not to make guesses as to why they’re not there.
“If they don’t share, you should definitely not ask,” says Myka Meier, etiquette expert and founder of Beaumont Etiquette. “Don't push the person to tell you details, because they could be personal.”
2. Do: Touch base before they go
If you know your coworker will be stepping out of the office, it’s best to reach out to them before they go—especially if you anticipate needing their input or assistance while they’re away.
Ask them who will be taking over their work so you’re not bothering them while they’re gone. “Think ahead and plan ahead,” Meier says.
3. Don’t: Reach out unless you really need to
This should go without saying, but when someone is out of the office, it's important to minimize contact to avoid putting pressure on them to respond while they're away.
“Do everything in your power not to email them,” Meier says.
If they’re CC’d into an email thread that’s not directed specifically to them, that can be acceptable, Meier says. But even then, you might want to address that your coworker is out and say something like, “No pressure to respond until you get back.”
4. Do: Keep it brief and respectful if you must reach out
Sometimes, if you’ve exhausted every other avenue, you may have no choice but to send them an email. Whether you’re messaging for a login or other urgent information, keep it brief and respectful.
Your message might start with, “I'm so sorry, this is my last resort.” or, ‘I really didn't want to do this, but you're the only person with this password. Would you mind getting back to me when you have a moment?”
After hitting send, try to be patient. “If somebody hasn't written you back, I wouldn't reply, I wouldn't keep emailing them on the same topic,” Meier says. “That can be a little disrespectful.”
5. Don’t: Bombard them immediately after they return
“Give your coworker a bit of grace when they get back,” Meier says. If their OOO time ends on Monday morning, don't start bombarding them with emails right away. “Make sure they have some time to catch up before you kind of jump in.”
Once they've had a chance to settle in, you can say, “I know you have a lot to catch up on. What time might work for you to debrief on everything that happened while you were out?”
When they’re ready, bring them up to speed on the projects you worked on, updates, and any questions you may have had while they were gone. Another option is to write down your questions, so they can address them when it’s convenient for them. You might say something like, “When you have a moment, I did have these questions that I printed out—can you take a look?”
Rule of thumb: Be kind, patient, and respectful
“At the end of the day, put yourself in their shoes; you wouldn't want to be contacted when you're out of office, and you would not want somebody to jump on you the moment you get back in the office,” Meier says.
Being mindful of others' time off helps you build better working relationships and gives everyone the space they need to unplug and recharge. It’s a small gesture, but it goes a long way in creating a more positive and productive work environment.
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