Out of Office, In Character: What Your Auto-Reply Says About Your Company Culture
An out-of-office message is rarely treated like a strategic asset. Most people see it as a quick administrative task—set the dates, mention limited access, move on.
We see it differently.
At Learn Tourism, we encourage our team to write thoughtful, insightful, fun, and, yes, occasionally a little quirky out-of-office messages. Not because we have extra time on our hands (we don’t), but because we believe even the smallest touchpoints shape perception, relationships, and culture.
So why does this matter?
Tourism is built on moments. Micro-experiences. Tiny interactions that shape how someone feels about a place, a brand, or a person.
An out-of-office message is one of those moments.
Instead of a cold, transactional response, imagine receiving a note that:
That’s not just an email—it’s an experience.
And experience design is at the heart of tourism training.
You can’t fake culture. It shows up in the small things.
Encouraging creative out-of-office messages signals something important internally:
When team members take a few extra minutes to craft something meaningful, they’re practicing the same skills we teach in tourism marketing and training programs: empathy, storytelling, and intentional communication.
Let’s be honest—most auto-replies feel like a dead end.
But a well-crafted message can actually strengthen relationships:
In fact, the same principle applies to our tourism training programs. When learners feel informed, engaged, and supported, their confidence increases dramatically. One participant shared, “I feel much more confident now about my ability to welcome visitors… this program was really enjoyable!”
That confidence doesn’t come from information alone—it comes from how that information is delivered.
The same is true for your out-of-office message.
Here’s something we’ve learned: people remember what surprises them.
A clever out-of-office message might include:
Suddenly, your absence becomes memorable—in a good way.
And in a world where attention is scarce, that matters.
Adult learning research consistently shows that engagement, relevance, and emotion improve retention and impact.
A standard out-of-office message doesn't check any of those boxes.
A thoughtful one? It checks all three.
That might seem like a stretch, but it’s not. When your communication reflects curiosity and personality, it reinforces a learning culture—not just internally but externally as well.
No one is suggesting your out-of-office message will transform your organization overnight.
But it’s a signal.
A signal that:
And those signals add up.
In tourism—and in business—success often comes down to the accumulation of small, intentional actions consistently well executed.
Next time you set your out-of-office reply, don’t just “set it and forget it.”
Ask yourself:
You might be surprised how much impact a few extra sentences can have.
Because even when you’re out of the office… you’re still representing something bigger.
Stephen Ekstrom is the embodiment of a passionate lifelong learner and a seasoned professional in the tourism industry, serving as the CEO and co-founder of Learn Tourism - the nonprofit academy. With over 25 years of experience, he has cultivated a deep understanding of tourism development and education, driven by his commitment to advancing the industry and fostering sustainable economies. Stephen's insatiable curiosity and love of knowledge have made him a proud nerd, constantly seeking to expand his expertise and share his insights with others. Alongside his faithful furry companions, Rudy and Marjorie, he embraces the digital nomad lifestyle, traversing the globe and immersing himself in diverse cultures. A dedicated advocate for continuous improvement, Stephen is a professional member of the Association for Talent Development and a member of Skal International. Stephen holds prestigious certifications in Inclusive and Ethical Leadership from USF, AI Governance and Ethics from Brown University, and Sustainable Business Strategy and Transforming Customer Experiences from Harvard Business School.