June 16, 2025
You set it. You forget it. And just like that, while you're packing for vacation, your inbox starts automatically sending:
"Hi there! I'm out of the office until [date]. For urgent matters, please contact [coworker's name and e-mail]."
Sounds harmless, right? Convenient, even.
But that's exactly what cybercriminals want to see.
Your auto-reply—the simple message meant to keep things organized and running smoothly—is actually a treasure trove of information for bad actors looking for an easy way in.
Let's break it down. A typical out-of-office message might include:
- Your name and title
- Dates you're unavailable
- Alternate contacts (with their e-mail addresses)
- Internal team structures
- Even details about why you're gone ("I'm at a conference in Chicago…")
This gives cybercriminals two key advantages:
1. Timing: They know you're away and less likely to spot suspicious activity.
2. Targeting: They know exactly who to impersonate and who to target with scams.
This sets the stage for a perfect phishing or business e-mail compromise (BEC) attack.
How The Scam Usually Plays Out
Step 1: Your auto-reply message is sent.
Step 2: A hacker uses it to impersonate you or the alternate contact you listed.
Step 3: They send an "urgent" e-mail requesting a wire transfer, password, or sensitive document.
Step 4: Your coworker, caught off guard, assumes it's legitimate.
Step 5: You return from vacation to find out someone sent $45,000 to "a vendor."
This happens more often than you might think and poses an even greater risk for businesses with frequent travelers.
If your company has staff who travel regularly—especially executives or sales teams—and someone else handles communications while they're away (like a personal assistant or office admin), it creates ideal conditions for cybercriminals:
The admin is managing e-mails from multiple people
They're accustomed to handling payments, documents, or sensitive requests
They're working quickly, trusting the people they believe they're hearing from
One well-crafted fake e-mail can slip through, and suddenly your business is facing a costly breach or fraud incident.
How To Protect Your Business From Auto-Reply Exploits
The answer isn't to eliminate out-of-office replies entirely—it's to use them carefully and implement safeguards. Here are some tips:
1. Keep It Vague
Avoid detailed itineraries. Don't list who's covering for you unless absolutely necessary.
Example: "I'm currently out of the office and will respond to your message when I return. If you need immediate assistance, please contact our main office at [main contact info]."
2. Train Your Team
Make sure everyone knows:
Never act on urgent money or sensitive info requests based solely on e-mail
Always verify unusual requests through a second channel (like a phone call)
3. Implement E-mail Security Tools
Use advanced e-mail filters, anti-spoofing measures, and domain protection to reduce the chance of impersonation attacks reaching your inbox.
4. Use MFA Everywhere
Enable multifactor authentication (MFA) on all e-mail accounts. Even if a password is compromised, it prevents unauthorized access.
5. Work With An IT Partner Who Monitors Activity
A proactive IT and cybersecurity partner can detect login attempts, phishing attacks, and unusual behavior before damage occurs.
Want To Vacation Without Becoming A Hacker's Next Target?
We help businesses build cybersecurity systems that keep you protected—even when your team is out of office.
Click Here Or Give Us A Call At 630-895-8208 To Book A
FREE Consult.
We'll
check your systems for vulnerabilities and show you how to lock down the risks,
so you can actually enjoy that vacation without worrying about your inbox
betraying you.
