Your OOO reply could seriously affect your career

Out-of-office (OOO) replies inadvertently revealed sensitive or personal information. Here are a few examples of how this might happen:

• Personal Details in the Message. Some people include personal details in their OOO replies, such as vacation plans, specific locations, or family circumstances. For example, “I’m out of the office attending my daughter’s wedding in Paris from December 20 to January 5.” This could unintentionally expose their whereabouts, leaving them vulnerable to security risks like burglary.
• Disclosure of Internal Processes. OOO messages sometimes contain details about internal operations, organizational hierarchies, or key personnel. For example, “I’m out of the office; for urgent financial matters, contact [Name], Head of Accounting, at [email address].” This could be exploited by scammers or phishing attempts.
• Accidental Inclusion of Confidential Information. If someone sets up an automatic reply without realising it will be sent to external contacts; they might unintentionally share sensitive internal details, such as project timelines, client names, or meeting schedules. For instance, “I’m out at the annual merger planning conference until Friday.”
• Replies to Unintended Recipients. OOO replies often go to everyone who emails the person, including unknown or malicious individuals. This could reveal sensitive corporate information or personal data to unintended recipients.

Real-life example

Government Communications Headquarters (GCHQ). In 2018, a GCHQ employee’s OOO reply included details about a classified meeting, sparking a security review. The incident occurred when a staff member inadvertently disclosed sensitive information in their automated email reply. The reply contained details about their role and some aspects of their work, which were considered sensitive given GCHQ’s focus on national security and intelligence.

The incident highlighted potential risks associated with out-of-office (OOO) messages, particularly for personnel in sensitive or classified roles. It sparked a review of email practices and prompted organisations to issue stricter guidelines about the content of automated replies, ensuring that no sensitive or potentially compromising information is included.

This instance highlights the importance of crafting OOO messages carefully, avoiding overly specific details, and limiting replies to trusted domains or individuals when possible.