When preparing for parental leave, most professionals focus on coverage plans, handovers, and clearing their inbox. But the out of office (OOO) message often gets reduced to a last minute afterthought. Yes, that humble automatic email reply has more power than most of us give it credit for! The out of office is an element that speaks volumes even in your absence.
A well-crafted OOO message isn’t just a logistical auto-reply about your return date and who to contact in your absence. It’s a powerful tool to communicate your professional values, set healthy boundaries, and shape the way your colleagues, clients, and collaborators understand your priorities. During parental leave especially, your out of office message becomes a statement about what matters – not just to you, but to your workplace culture. Your OOO is a rare opportunity to normalize parental leave, while also shaping your professional reputation in a way that reflects who you are.
In a world that too often equates availability with commitment, crafting a clear and values-aligned OOO message is both radical and necessary. Let’s explore how to craft an impactful out of office message that does more than redirect emails – it empowers you and those around you.
Whether you’re taking six weeks or six months away, your email response will likely be the first, and sometimes only, point of communication someone has with you during that time. During parental leave, that message becomes a stand-in for your voice, your priorities, and your professional ethos. This makes it more than a formality – it’s an opportunity. Here’s why getting it right is so important:
Parental leave is not a working vacation. It’s a full and valid transition into a new phase of life – whether you’re recovering from birth, bonding with an adopted child, or supporting a partner. Yet the pressure to stay partially available during leave is still common in many professional environments.
Your out of office message can set the tone. A confident, boundary-honoring reply that says, “I’m fully offline and not checking email” sends a powerful signal: that it’s okay to unplug when life demands it (especially in high-pressure industries!).
This helps others understand and respect your time away, while also modeling what healthy professional boundaries look like.
OOO messages don’t need to be cold or robotic. In fact, they’re a subtle but meaningful way to demonstrate what you stand for.
Taking parental leave is about more than logistics. It reflects a belief in caregiving, equity, and the importance of work-life integration, and signals your belief in work-life balance. Whether you’re a birthing parent, adoptive parent, or non-birthing partner, your decision to step away communicates that family matters, and that being present for life’s major moments is something your workplace respects.
Your message can reflect this clearly, even in just a few sentences. When done thoughtfully, it signals that you value both your role at work and your role at home, and that the two are not in competition.
Clarity is a kindness. When clients, coworkers, or collaborators reach out, they’re usually looking for two things: a sense of when they can expect to hear back, and who they can talk to in the meantime.
A great OOO message anticipates their needs and removes guesswork. It clearly states your return date, makes it obvious you won’t be checking email or will only be available sporadically, and points them to someone who can help. It reduces stress and confusion by giving information on timelines and alternatives.
This avoids unnecessary confusion or repeated outreach, and shows that you’ve taken the time to ensure continuity while also trusting your team to handle things in your absence.
Parental leave isn’t just a personal milestone—it’s a cultural signal. How we talk about it (or don’t) impacts how others feel about taking their own leave, asking for flexibility, or supporting a partner or colleague through new parenthood.
Especially in workplaces where leave is seen as a “disruption,” a confident OOO message can help normalize the essential, human reality of parental leave.
By writing an out of office message that is thoughtful, firm, and aligned with your values, you contribute to a workplace culture that honors real-life responsibilities. You show that caregiving and professional excellence aren’t mutually exclusive. You model leadership not just in what you do, but in how you step away.
A strong OOO message is simple, kind, and firm. It should reflect your personality, but also clearly communicate your unavailability. Here’s what to include:
As you craft your parental leave OOO message, steer clear of these common pitfalls:
Here’s an example of an OOO message that combines clarity, professionalism, and a value-forward tone:
Subject: Out of Office: Welcoming a New Family Member
Hello,
Thank you for your message. I’m currently on parental leave and fully offline as my family welcomes a new child. I’ll return to work on [XX/XX/XX] and will not be checking or responding to emails during that time as I’m prioritizing this incredibly important chapter in our lives.
For urgent needs, please contact [XYZ] at [XYZ email]. They are fully briefed and prepared to assist in my absence.
I’m grateful to work in a culture that honors and supports caregiving, and I appreciate your patience as I take this time to be fully present with my family. I look forward to reconnecting after my return.
Thank you,
[Your Name]
This message is short, warm, and clear. It doesn’t over explain, apologize, or blur boundaries. It reflects both personal and organizational values. Find more tips, tricks, and examples here!
Too often, parental leave is treated like a disruption or a “gap” in productivity. But the way we frame this time, especially in the way we communicate it to others, can challenge that narrative.
Your out of office message contributes to the broader conversation about how we value caregiving. When you treat your leave with seriousness and dignity, you help normalize it in the workplace. Especially in environments where not everyone feels equally empowered to take time off, your example matters.
This is particularly true for fathers and non-birthing partners, who may feel pressure to shorten or skip leave altogether. A clear, confident OOO message sends a signal: taking leave is not only acceptable, it’s expected, and it doesn’t require justification.
A well-prepared absence is also an opportunity for empowerment. By delegating responsibilities and trusting your colleagues, you create space for others to step up, grow, and lead.
Your OOO message can reinforce that trust, showing clients and collaborators that you’re part of a capable team and a supportive culture. You’re not abandoning your responsibilities – you’re redistributing them, intentionally and temporarily, in service of a larger priority.
In doing so, you reinforce the idea that none of us are indispensable, and that’s a really good thing.
Parental leave is not only a deeply personal time, but also it’s a professional statement. The way you step away from your work, especially through something as simple as an out of office message, can say a lot about your leadership. It makes space – not just for your family, but for others to do the same.
So don’t treat it like an afterthought! Take five extra minutes to craft a message that reflects the clarity and care with which you approach both your life and your work. Your out of office message is a micro-moment that reflects your macro-values. It may feel like a small act, but it’s one that echoes far beyond your inbox.
And when you return, come back knowing you’ve led by example.
Want a little more 1:1 guidance? Grab a pre-leave planning session with a Josie coach here. Your coach can help you setup a solid transition plan before going out on leave, create an intention for your leave, and of course – help you craft that perfect out of office message!
