June 16, 2025
Set your out-of-office reply and relax, but beware: while you're preparing for your getaway, your inbox might be unknowingly announcing to the world:
"Hello! I'm away until [date]. For urgent issues, reach out to [coworker's name and e-mail]."
This seems harmless and helpful, right?
Unfortunately, this is exactly the kind of information cybercriminals eagerly exploit.
Your simple auto-reply, designed to keep communication flowing smoothly, can become a treasure trove of sensitive information for hackers seeking an easy entry point.
Let's analyze a typical out-of-office message, which might disclose:
- Your full name and job title
- The dates you'll be unavailable
- Alternate contacts along with their email addresses
- Details about your team’s internal structure
- Sometimes even the reason for your absence (e.g., "I'm attending a conference in Chicago...")
Such details give cybercriminals two critical advantages:
1. Timing: They know exactly when you're away and less likely to detect suspicious activity.
2. Targeting: They can impersonate the right individuals and tailor scams to specific targets.
This creates the perfect setup for phishing schemes or business email compromise (BEC) attacks.
How These Scams Unfold
Step 1: Your auto-reply is triggered and sent.
Step 2: A hacker uses this information to impersonate you or your listed alternate contact.
Step 3: They send a seemingly urgent email requesting wire transfers, passwords, or confidential documents.
Step 4: A colleague, unsuspecting and caught off guard, believes the request is legitimate.
Step 5: You return from vacation to discover a significant unauthorized transaction, such as $45,000 sent to a fraudulent "vendor."
These incidents are more common than you might expect and pose even greater risks for businesses with traveling staff.
If your company has employees who frequently travel—especially executives or sales teams—and others manage their communications during absences (like personal assistants or office admins), this situation becomes a prime target for cybercriminals:
- Admins handle emails from numerous individuals
- They process payments, documents, or sensitive requests regularly
- They work quickly, trusting the identity of the sender
Just one expertly crafted fraudulent email can bypass defenses, leading to costly breaches or fraud.
Protect Your Business From Auto-Reply Exploits
The answer isn’t to eliminate out-of-office replies but to use them strategically and implement protective measures. Consider these tips:
1. Keep Your Message Vague
Avoid sharing detailed schedules or naming who covers for you unless absolutely necessary.
For example: "I'm currently out of the office and will respond upon my return. For immediate help, please contact our main office at [main contact info]."
2. Educate Your Team
Ensure employees understand:
- Never act on urgent requests involving money or sensitive data based solely on email.
- Always verify unusual requests through a secondary channel, like a phone call.
3. Deploy Advanced Email Security
Use robust email filters, anti-spoofing technologies, and domain protection to reduce impersonation risks.
4. Enable Multifactor Authentication (MFA) Everywhere
MFA adds an essential layer of security, preventing unauthorized access even if passwords are compromised.
5. Partner With a Proactive IT & Cybersecurity Team
An experienced IT partner can monitor for suspicious logins, phishing attempts, and abnormal activities before damage occurs.
Enjoy Your Vacation Without Cybersecurity Worries
We specialize in building cybersecurity defenses that protect your business—even when your team is out of the office.
Click Here or call us at 503-210-5203 to schedule your FREE Systems Assessment.
We'll assess your systems for vulnerabilities and guide you in securing your business, so you can truly relax during your time off without fearing inbox betrayals.
