Taking parental leave is a significant, life-changing event, and as much as parents would like to completely disconnect during this time, professional obligations often still linger. While a simple email autoresponder might seem trivial, the message it sends (no pun intended) plays a vital role in shaping workplace culture, particularly when it comes to normalizing and supporting parental leave. So here’s why an out-of-office message matters, what should be included in the auto response, and sample email templates for you. Let’s start with how an out-of-office message can logistically and culturally protect parental leave.
Setting up a clear, thoughtful auto response is essential during parental leave and contributes to creating a family-friendly culture. Unfortunately, only 1/3 of employees describe their work culture as “family-friendly.” There’s also a lot of fear and stigma around prioritizing time with family, which is why setting an out-of-office auto response while on parental leave is a simple action but can have a big impact. The right auto response should:
Communicate Priorities: Auto responses are not just practical with the out-of-office message, they also communicate that an employee's time with their family is valued and respected. Setting up an auto response during parental leave communicates that family and personal well-being are priorities.
Normalize Parental Leave: When all employees—including those in leadership—set clear boundaries by using auto responses, it helps normalize parental leave across the organization. This ensures that everyone, regardless of position, feels empowered to take the leave they need without guilt or fear of repercussions.
Promote Inclusivity: Parental leave auto responses promote inclusivity by acknowledging that caregiving responsibilities extend beyond mothers. When men, non-binary, and adoptive parents use these auto responses, it demonstrates that the company values and supports all forms of parenting.
Strengthen Team Communication: A clear out-of-office response sets expectations for colleagues, clients, and partners. It signals that the employee will be unavailable and directs urgent matters to the appropriate point of contact, minimizing disruptions and ensuring business continuity.
Model Healthy Boundaries: For leaders, modeling healthy work-life boundaries by setting up parental leave auto responses encourages their team to do the same. When senior staff show that they can unplug for parental leave, it sends a message that it's acceptable and expected for others to follow suit.
Ensure Leave of Absence Compliance: Another consideration is if the pregnancy disability leave and/or parental leave are protected under federal or state leave laws, contacting an employee while they’re on their parental leave could be a compliance issue. Make sure to clarify communication preferences while on leave and who can contact you (e.g. HR).
If you're planning to go on parental leave, take a few moments to craft a thoughtful auto response—it’s a small step that can have a big impact on workplace culture. So when crafting an auto response for parental leave, it’s important to provide essential information in a concise and thoughtful way. Here’s a list of what to include:
Setting auto-responses that celebrate parental leave shows that the company respects the need for time away from work to focus on caregiving, recovery, and bonding with a new child. Luckily, 78% of working parents say they feel parents are more comfortable speaking up about family responsibilities than they were in 2014, which makes out-of-office messages a great place to start.
What’s the culture at your company like? What tone would you like to take? Who will be emailing you while you’re on your parental leave?
Need some inspiration? Here are a few sample messages you can customize to your preferences.
Thank you for your email. I am currently on parental leave from [start date] and will return on [return date]. During this time, I will not be checking emails regularly. If you need immediate assistance, please contact [contact person] at [email/phone number]. I appreciate your patience and look forward to reconnecting upon my return.
Thanks for your email! I am currently out on parental leave, taking time to bond with my growing family. I’ll be away from work until [return date]. During this time, if you need urgent assistance, please reach out to [contact person] at [email/phone number]. I appreciate your understanding and look forward to catching up when I return.
Hi there! I’m currently away on parental leave, balancing baby bottles and diaper duty. I’ll be back on [return date]. If your matter can’t wait, feel free to reach out to [contact person] at [email/phone number]. Thanks for your patience, and I’ll catch up when I’m back from baby land!
While parental leave policies are essential, they can only be fully effective if the workplace culture genuinely supports and respects them. Leaders play a critical role in setting this tone, whether it’s for their team members or their own parental leave. When leadership takes parental leave and sets boundaries via auto responses, it encourages all employees to follow suit without feeling guilty or pressured to stay connected.
Leaders who are transparent about their parental leave help break down the stigma that sometimes surrounds taking extended time off for caregiving.
Parental leave is becoming more and more expected. Setting up an auto response during parental leave is more than just a logistical necessity; it's an important cultural signal. When done right, it communicates respect for family life, models healthy boundaries, and helps create a family-friendly environment that supports all employees. By providing clear communication and promoting the normalization of parental leave, companies can establish a culture where employees feel supported in balancing their professional and personal lives.
Want to learn more about how to bring paid parental leave to your workplace? Chat with our team or learn how to advocate.
