As a business owner, taking time off is essential, but so is keeping your business secure while you’re away. One commonly overlooked vulnerability? Your out-of-office auto-reply.
You set it. You forget it. And just like that, while you’re packing for vacation, your inbox starts broadcasting:
“Hi there! I’m out of the office until [date]. For urgent matters, contact [coworker’s name and e-mail].”
Harmless, right?
Actually, cybercriminals love these auto-replies. That simple message gives them valuable intel: your name, position, return date, an alternate contact, and often a peek into your internal structure or travel plans.
This provides two major advantages
- Timing – They know you’re unavailable and less likely to catch suspicious activity.
- Targeting – They know who to impersonate and who to scam
That’s a perfect recipe for phishing or business e-mail compromise (BEC) attack. These attacks often appear legitmate and urgent, preying on your team’s trust and sense of responsibility.
How It Happens:
Here’s a common attack scenario:
- Your OOO message is received.
- A hacker impersonates you or your alternate contact.
- They send an “urgent” request for money, passwords, or documents.
- A well-meaning employee, unaware of the deception, complies.
- You return to discover fraud or a breach.
Businesses with traveling executives, sales teams, or remote admins are especially at risk. These employees are often tasked with time sensitive decisions and may act quickly without verifying legitmacy.
How to Protect Your Business
Protecting your company doesn’t mean ditching auto-replies altogether. It means using them wisely and back them with solid cybersecurity practices:
- Keep It Vague
Avoid sharing specific dates, itineraries, or internal contacts. Instead, use a general message like: “I’m currently out of the office and will respond upon my return. For immediate assistance, please contact our main office at [general contact info].” - Train Your Team
Conduct regular cybersecurity training. Teach staff to never act on urgent sensitive email requests without verifying through a secondary channel , such as a phone call or internal messaging. - Use E-mail Security Tools
Use advanced email filtering, anti-spoofing protocols (like SPF, DKIM, and DMARC), and domain monitoring tools to detect and block suspicious behavior. - Enable MFA Everywhere
MFA adds a critical second layer of security. Even if a password is stolen, MFA can stop unauthorized access. - Partner With A Proactive IT Provider
Working with a managed service provider (MSP) means your business has 24/7 monitoring, threat detection, and response capabilities. You can enjoy your vacation knowing a team of cybersecurity professionals has your back.
Don’t Let Hackers Take a Holiday at Your Expense
Your out-of-office message should help your business run smoothly while you’re away. It should not become a launchpad for cybercrime. With a few thoughtful changes and the right IT support, you can protect your business from opportunistic attackers and keep operations secure, no matter where you are.