We all need a break and now is the time of year to take it.

The good news is that a lot of Australian professional services firms I’ve been speaking to are doing just this – closing their doors from the 20 December and not opening them again until January 6 or January 13.

If your plan is to stay well away from the office and come back re-set and ready for 2025 then sign off with style with the ‘out-of-office' message tips below.

If your plan is to kick start the year with a Skills Refresher (for you or your team) - then dates and details for the 2025 program of the Business Skills For Lawyers workshops that FMRC’s Sam Coupland and I do are listed here - plus other sessions for professionals in Accounting and Business Advisory practices).

And, if your plan is to close for reflection and re-boot your plan, you can book a private BD45 session with me to brainstorm ideas or nut out a problem.

The Art of the Out-Of-Office Message

First, keep in mind that legitimate clients may well want to contact you while you’re away, so write your out-of-office with them in mind, start with a ‘Thank you’, and include the main point of your message in the first text line (this is helpful if they use the text preview function for email).

Help Them Out

Make sure your out-of-office either provides a way of contacting you or puts them in touch with another person who can help. And be sure to let them know who else is monitoring your email, that way they won’t be surprised when they get a reply from another person. If you’re taking an extended break give your assistant a list of people to contact, whether it’s based on specialty or by client.

And, while we’re on the subject, don’t leave it to the out-of-office email to let your client know you’re away and who to contact in your absence. Write to them before you leave or mention it in your Seasons Greeting card.

Don't Tell Them When You Went On Leave 

No one cares when you stopped working. Just tell them when you’ll be back. (The same goes for ‘non-work’ days - instead of announcing when you don’t work tell ‘em when you do).

Eliminate redundant words in your out-of-office message, like 'currently' (it’s implied in an automatic reply). And avoid phrases like 'Please note,' which add no value and can come across as passive-aggressive or condescending—especially to a frustrated client trying to reach you.

Brevity is the soul of the out-of-office email.

Also, avoid telling them that you’re going on a ‘well-earned’ break. Trying to justify your need to not be in the office seems a little bit, well, insecure…

Get Your Story Straight

If your firm is giving people a break during business hours to celebrate the year’s end, make sure your out-of-office message is consistent. You don’t want a client getting different responses to a group email (“I’m working offsite”; “I’m in a training session”; “I’m at a firm retreat”; and “I’m attending the firm’s Christmas party”). Awkward.

Some Examples...

Here's four out-of-office messages you can cut, paste and personalise…

Example 1 (holiday leave - office closed and emails not monitored)
Thank you for your email. Our office is closed for the holiday season and will open again on [day and date]. If you need an immediate response, you can text [me] on [mobile number].
Otherwise, I’ll respond as soon as I can when I’m back.
Best wishes [Name]

Example 2 (holiday leave - others in office monitoring email)
Thank you for your email. I’m on leave and will be back on [day and date]. If you’d like to book a time for me to contact you on my return, then please email [Name] on [email].
Otherwise, I’ll respond as soon as I can when I’m back.
Regards, [Name]

Example 3 (annual leave - not contactable)
Thank you for your email. I’m on leave and will be back on [day and date].
If your matter requires immediate attention please contact my colleague [name] at [email].
Otherwise, I’ll respond as soon as I can when I’m back.
Regards, [Name]

Example 4 (extended leave/sabbatical)
Thank you for your email. I am on extended leave and will be back on [day and date].
Your email has been forwarded to [my assistant] [my colleague], [Name].
If you would like me to call you on my return please contact [Name] on [email] so they can schedule a time for us to talk.
Otherwise, I’ll respond as soon as I can when I’m back.
Regards, [Name]

AND NOW…

It’s a good time to say thanks to those who have supported you in 2024, set up a couple of check-ins with clients for January or February, and practice that Irish Goodbye if the socials are getting too much.

Thank you for taking the time to read along this year. I hope the insights shared have brought value to you.

Here’s to wrapping up the year on a high note and a restful holiday season!

Sue-Ella.

Sue-Ella is the Principal of Prodonovich Advisory, a business dedicated to helping professional services practices sharpen their business development practices.

She works with Law Firms, Accounting Firms and Business Consultants that focus on positive client relationships, and with individuals who want personal, intelligent support.

©Prodonovich Advisory. This article was written by a human. Please respect the Author’s copyright and the effort taken to produce the original material in this article. This article, and any portion of it, may not be reproduced or used in any manner whatsoever without the express written permission of the author.