Updated September 2026: in March 2020 an onsite team ignored my reminders for weeks, then asked for documents the day before my leave. My manager asked me to send them, and in my out-of-office note I named the delivery lead as a backup contact without asking him first. He was surprised. I have rewritten it into advice on setting up backup contacts before leave.
After several reminder emails with no reply, the onsite team finally responded the day before my vacation, asking for supporting documents from my repository. I was annoyed and did not want to help, but my manager asked me to send them. I did, noting I would be away and that the team could contact my manager or the delivery lead who had been helping me. The delivery lead called within minutes, surprised to find himself named as secondary contact.
Why ask before naming a backup contact?
Because being named commits someone's time without their agreement. It can put them in an awkward spot with a stakeholder they have little context on. Asking first takes a two-minute message and turns an imposition into an arrangement they can prepare for.
What should a backup contact receive?
- A short note on the request, its status and what might come up.
- Links to the relevant documents and the repository.
- Who the stakeholders are and anything sensitive about the relationship.
- What decisions they can make and which should wait for your return.
How do you handle a stakeholder who ignored you for weeks?
Professionally, even if it is frustrating. Their silence was probably caused by their own priorities rather than disrespect. Send what is needed, mention your leave dates clearly, and keep a record of the earlier reminders in case the delay is questioned later.
What should your out-of-office message say?
Your return date, one named contact for urgent matters who has agreed, and a note that non-urgent items will be handled on your return. Avoid listing several people; it spreads confusion. Avoid promising to check email occasionally unless you actually intend to.
How do you repair it if you named someone without asking?
Apologise quickly and simply, explain the context, and send them the handover note. Most colleagues accept a genuine apology and a proper briefing. Next time, make the request before the out-of-office goes on, not after.
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