Out-of-office (OOO) messages are designed to keep things organized when you're away. They let clients and coworkers know you're unavailable and point them to someone who can help. However, they can also provide valuable information to someone looking for an easy target.
Here's why that simple message might be riskier than it seems—and how to protect your business while on vacation.
What Hackers Learn From Your Auto-Reply
A typical OOO message might include:
- Your full name and job title
- Dates you'll be unavailable
- Who to contact in your absence (and their email address)
- Team or department structure
- Travel details ("I'm attending a conference in Chicago…")
This gives attackers two key pieces of information:
- Timing: You're unavailable and less likely to catch suspicious activity immediately.
- Targeting: They know who to impersonate and who to target next with a scam.
That's the perfect setup for a phishing or business email compromise (BEC) attack.
How It Usually Plays Out
- Your auto-reply is triggered.
- A hacker copies the details and sends a fake message pretending to be you or the person you listed.
- The message looks legitimate and urgent: "Can you wire $45,000 to a vendor ASAP?"
- Your coworker responds quickly, thinking they're helping.
- You return to find out the money (or data) is long gone.
Who's Most at Risk?
Businesses with employees who travel frequently—especially sales teams or executives—are more likely to run into trouble. If a personal assistant or office admin is managing communications during someone's absence, that person can become the next victim:
- They're fielding messages from multiple people
- They're authorized to handle financial or sensitive tasks
- They trust familiar names and job titles
One convincing email is all it takes.
How to Protect Your Business While You're Away
1. Keep It Vague
Don't list specific dates or locations unless necessary. Avoid naming individual backup contacts.
Better OOO Message Example:
"I'm out of the office and will respond when I return. For immediate assistance, please get in touch with our main office at [main phone number or shared email address]."
2. Train Your Team
- Never take action on requests involving money or sensitive data based on email alone.
- Always verify unusual requests with a phone call or secure communication method.
- Know the red flags of phishing and impersonation.
3. Strengthen Email Security
Use security tools that detect spoofed emails, block suspicious messages, and flag high-risk activity.
4. Require Multifactor Authentication (MFA)
Enable MFA on all accounts. Even if someone gets a password, they won't be able to access your systems without the second verification step.
5. Work With a Cybersecurity Partner
An experienced IT team can monitor for threats in real-time—even while your staff is offline—and respond to suspicious activity before it becomes a problem.
Vacation Peace of Mind Starts With Smart Cybersecurity
Are you heading out for summer travel? Make sure your systems are covered while you're away.
We help businesses build innovative cybersecurity strategies that work—whether you're in the office, on the road, or out of reach.
[Book a Free Security Assessment]
We'll help identify your most significant risks and show you how to fix them, so your vacation doesn't come with a side of cyber stress.
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