Set up your holiday message: script and how to activate it

First, the text: focus on your return date and an alternative

When you're temporarily away, callers only want to know two things: When will you be available again? And where can they go for urgent matters right now? Keep the message short and clear.

Here is an example of a concise, professional message: "Welcome to [Company Name]. We are currently enjoying our annual holiday and are closed from [start date] until [end date]. We will be back and ready to help you from 9 am on [return date]. Do you have an urgent query that cannot wait? Please send an email to info@[company name].be; we monitor our inbox periodically. Thank you for your understanding. We look forward to speaking with you soon."

In the studio, I often hear people forget to include the weekday with the date. Don't just say "14 August", but "Monday 14 August". This immediately gives the listener a clear reference without needing to check a calendar.

Next, the recording: ensure your voice sounds calm

Whether you record the message yourself or have it recorded, the tone of voice is crucial. A holiday message needs a warm, relaxed, and friendly tone. But it shouldn't sound careless.

As a director, I always advise this: insert a short pause of at least one second after specific dates. In the studio, dates are often spoken too quickly. Callers need to process this information. They might want to write it down. If you record the message on your smartphone, do it in a quiet room. Choose one with lots of fabric furniture and curtains. This helps avoid echo. Also, don't hold the microphone too close to your mouth.

Then, prepare the audio file

Phone systems and VoIP platforms have specific technical requirements for audio files. Your music player might handle high-resolution stereo files. But telephony often requires specific formats.

When you export your file, pay attention to these points:

• File format: Usually choose a WAV file at 8 kHz or 16 kHz, 16-bit mono (often referred to as CCITT u-Law or PCM).
• File size: Keep the file compact. Many phone systems reject files larger than a few megabytes.
• Silence at the beginning: Cut the silence before the first word to a maximum of 0.2 seconds. This ensures callers don't think the line is dead.

Finally: activate the out-of-office message in your system

How you actually switch on the message depends on your telephony solution. Most modern VoIP providers (such as Destiny, Cloud VoIP, or Teams Telephony) let you do this through an administration portal.

1. Log in to your phone system's administration portal.
2. Go to the settings for call routing, opening hours, or voicemail management.
3. Upload your new audio file under the 'Holiday Message' or 'Absence Message' menu.
4. Link a schedule to the audio file. This will automatically start the message on your last working day. It will switch off on the morning you return.
5. After setting it up, always call your own landline number. This lets you test if the volume is correct and the routing works.