In this article, we look at various ways staff can stay cyber-secure while away, from setting safer out-of-office replies to avoiding phishing on the move and protecting devices abroad.
Out-of-Office Messages Can Put You at Risk
Most employees see out-of-office (OoO) replies as a harmless admin task. However, the wrong message can actually open the door to social engineering and impersonation attacks. It’s not the message itself that’s risky but what it reveals, and to whom.
For example, attackers actively scan for out-of-office responses which include return dates, job roles, colleague names, or even direct phone numbers. These details can be used to craft credible phishing emails that appear to come from someone inside your organisation or a known supplier.
To reduce the risk, the UK’s National Cyber Security Centre (NCSC) advises that organisations set clear rules for OoO replies. The most important steps include:
– Using different messages for internal and external recipients.
– Avoiding specific return dates or colleague names in external replies.
– Limiting details to a simple confirmation of unavailability.
For example, instead of “I’m in Spain until 15 August—please contact Lisa in Accounts,” a better external message would be: “I’m currently unavailable and will respond to your message on my return.”
Internally, it’s fine to include a bit more information, but it should still be concise if possible. The aim is to help colleagues, not advertise an absence to outsiders.
Phishing Attacks Are Timed to Catch You Off Guard
When staff are away from their usual routines, especially while travelling, they’re more likely to fall for phishing attempts. This is no coincidence and cyber criminals actively exploit periods like school holidays and summer breaks to increase attacks.
The UK Government’s Cyber Security Breaches Survey 2025 found that phishing remains the most common form of cyber attack, accounting for 85 per cent of incidents reported by businesses and 86 per cent by charities. The same survey estimated over 8.5 million cyber crimes against UK businesses in the past 12 months, of which more than 7.8 million were phishing-related.
These attacks often take the form of fake hotel confirmations, airline refund requests, or urgent security notifications that appear to come from well-known brands. A mobile phone notification while queuing at an airport (while distracted and in an unfamiliar environment) is far more likely to be clicked than an email during a typical office day.
To mitigate this, staff should be reminded before going away that:
– No reputable company will ask for login credentials by email or SMS.
– Links and attachments in unexpected travel-related messages should never be clicked without verifying the source.
– Suspicious messages can be reported to report@phishing.gov.uk or via text to 7726.
Tip: Pre-holiday reminders and short cyber awareness refreshers can make a significant difference, especially when phishing attempts are designed to catch people off guard.
Travel Exposes Devices to Extra Risks
It’s worth noting that business travellers face a different set of risks, especially if they’re logging into company systems abroad. For example, public Wi-Fi networks, hotel business centres, and even charging stations can all pose threats if used without care.
With this in mind, the NCSC recommends several precautions that should now be considered standard practice:
– Keep all software and security updates current before leaving.
– Use strong passwords and enable multi-factor authentication.
– Turn off Bluetooth and Wi-Fi auto-connect settings to avoid rogue connections.
– Only use secure, private Wi-Fi or a trusted mobile hotspot.
– Avoid public USB charging points, which can be used to extract data or install malware.
– Use a Virtual Private Network (VPN) when connecting to work resources remotely.
VPNs encrypt your internet traffic, reducing the risk of interception. Without one, using a free Wi-Fi network at an airport or hotel could expose email, login credentials or confidential files to anyone else on the same network.
Temporary Devices
Some organisations now go a step further, issuing temporary devices for international work trips. These are pre-configured with minimal data and set up to be wiped remotely in case of theft or compromise.
What Happens If a Device Is Lost or Stolen?
According to recent government data, over 2,000 official laptops, phones and tablets were reported lost or stolen in a single year. While most were encrypted, even a brief exposure could result in leaked credentials, compromised apps, or unauthorised access to systems if multi-factor authentication is not used.
In the private sector, the same risks apply. For example, if a staff member leaves a work phone in a taxi or hotel room, the consequences can range from inconvenience to data breach, particularly if no backup exists or if the device grants access to sensitive files without additional controls.
The most effective countermeasure is a layered one:
– Encrypted storage.
– Device lockout after inactivity.
– Remote tracking and wipe capability.
– Strict separation between personal and work accounts.
Employees should also know who to notify if a device is lost, and how quickly a compromise can escalate if not handled swiftly.
Oversharing on Social Media Can Be Just as Dangerous
Even without phishing or device theft, sharing too much about travel plans can lead to risk. A well-timed LinkedIn post saying “off to Greece for two weeks” may seem harmless, but it confirms a person’s absence to anyone watching, including cyber criminals looking to exploit out-of-office gaps.
Posting photos of boarding passes, passports or hotel locations on social media can also invite fraud. In recent cases, scammers have used partial passport information combined with leaked credentials to access travel accounts or generate fraudulent documents.
The safest approach is to wait until you’re home before sharing holiday updates publicly, or to keep posts strictly limited to private audiences.
Clear Expectations and Small Changes Make a Big Difference
While cyber threats grow more sophisticated each year, the most effective defences are still relatively simple:
– Don’t overshare in auto-replies.
– Watch for phishing while on the move.
– Keep devices locked down and updated.
– Avoid unnecessary risks abroad.
UK businesses can do more to embed these habits into everyday culture, especially during peak holiday months. Even if a full training session isn’t feasible, a short checklist or pre-departure reminder can reduce exposure significantly.
What Does This Mean For Your Business?
The risks outlined here are not theoretical. They reflect common oversights that continue to be exploited by attackers year after year. For UK businesses, especially those with remote or hybrid teams, these issues matter because they affect every department. A single out-of-office reply or a misjudged click while abroad can lead to reputational damage, operational disruption or financial loss.
The increase in phishing attacks during holiday periods shows how cyber criminals adapt their tactics to match human behaviour. The fact that over 85 per cent of cyber incidents reported by UK businesses now involve phishing should act as a clear warning. Routine travel or time off is not a reason to lower defences. In many cases, it is when organisations are most vulnerable.
All this creates a strong case for better awareness, firmer controls around device use while travelling and more consistent defaults for things like out-of-office replies and remote access. These measures are not expensive. In most cases, they come down to clear expectations, simple communications and a few minutes of preparation that can prevent much bigger problems later.
For individual employees, these risks are not always obvious, particularly for those in non-technical roles. That is why basic guidance on travel-related security should be part of the normal rhythm of work. Whether someone is attending an overseas meeting or switching off for a well-earned break, the same principles apply.
This also matters for HR, compliance and communications teams. The way cover is arranged, the wording of public messages and the tone of internal guidance all play a part in how securely staff behave while away. Responsibility for this does not sit with IT alone.
In the end, protecting an organisation during staff holidays is not about large-scale policy overhauls. It is about recognising that certain periods carry higher risk and planning accordingly. When simple habits like cautious messaging, phishing awareness and secure device use are embedded into daily working culture, the chances of a successful attack drop significantly. Also, in a landscape where cyber criminals only need one opening, those habits are what keep your business protected.
