You set it. You forget it. Then, 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 and convenient, right?
But that's exactly what cybercriminals want to see.
Your auto-reply—the simple message designed to keep things organized—is actually a treasure trove of information for cybercriminals 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 reasons for your absence ("I'm at a conference in Chicago…")
This gives cybercriminals two big advantages:
1. Timing: They know you're away and less likely to catch suspicious activity.
2. Targeting: They know who to impersonate and who to scam.
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 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 asking for a wire transfer, password, or sensitive document.
Step 4: Your coworker, caught off guard, thinks it's legitimate.
Step 5: You return from vacation to discover someone sent $45,000 to "a vendor."
This happens more often than you'd think, especially in businesses with frequent travelers.
If your company has staff who travel a lot, especially executives or sales teams, and someone else manages communications while they're away (like a personal assistant or office admin), it can create a perfect storm for cybercriminals:
- The admin handles e-mails from multiple people
- They're used to processing payments, documents, or sensitive requests
- They work quickly, trusting the people they believe they're hearing from
One well-crafted fake e-mail can slip through, leading to costly breaches or fraud incidents.
How To Protect Your Business From Auto-Reply Exploits
The answer isn't to eliminate out-of-office replies but to use them carefully and add safeguards. Here are some tips:
1. Keep It Vague
Avoid detailed itineraries. Don't name who's covering for you unless absolutely necessary.
Example: "I'm currently out of the office and will respond when I return. For immediate assistance, please contact our main office at [main contact info]."
2. Train Your Team
Make sure everyone knows:
- Never act on urgent requests involving money or sensitive info based on e-mail alone
- Always verify unusual requests through a second channel (like a phone call)
3. Implement E-mail Security Tools
Use advanced filters, anti-spoofing technologies, and domain protection to reduce impersonation risks.
4. Use MFA Everywhere
Enable multifactor authentication on all e-mail accounts. Even if a password is compromised, it blocks unauthorized access.
5. Work With An IT Partner Who Monitors Activity
A proactive IT and cybersecurity partner can spot 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 call us at 419-678-2083 to book your 10-Minute Discovery Call
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.