5 Ways to Level Up Your Out-of-Office Message This Summer

Vacation mode: activated. But before you log off for a well-earned summer break, take a moment to set your out-of-office message. This quick task helps keep communication flowing smoothly while you're away—and shows our commitment to great customer service even when we’re off the clock.

Here’s how to make your message count:

1. Start with a warm greeting
   Just like any email or voicemail, a professional tone starts with a polite hello.
   Example: Hello! Thanks for your message.
2. Let them know your timeline
   Be clear about the dates you’ll be unavailable so there's no guesswork.
   Example: I’ll be out of the office and unable to check messages from Monday, October 8, through Tuesday, October 9.
3. Set expectations for your return
   If you’ll need time to catch up, it’s okay to say so.
   Example: I’ll be back on July 10 and will respond to messages as quickly as possible in the order received.
4. Share backup contacts for urgent needs
   Don’t leave urgent requests hanging—include a colleague’s info (with their permission).
   Example: If your message is urgent, please contact Anna Smith at asmith@email.com or 301-405-1234.
   If you often get time-sensitive Facilities requests, add:
   “For Facilities emergencies, call the Customer Support Center at 301-405-2222.”
5. Don’t forget your signature
   A polished sign-off keeps things professional. Use UMD’s guidelines for email signatures for formatting tips.
   Need help setting it up?

• Set your Gmail vacation responder
• Record a Cisco phone greeting

Thanks for doing your part to keep communication smooth while you relax. Here’s to a restful, well-deserved break!