The holidays are approaching and, as they do every year, many cross-border workers are getting ready to step away from the office for a few days or several weeks of rest.

However, taking a few simple steps before you leave will help you prepare for your absence with peace of mind, making things easier both for your team’s workflow and for your own return.

In this article, we cover the best practices to effectively prepare for your departure so you can fully enjoy your time off.

Schedule a team meeting before you leave

A few days before your holidays start, it is a good idea to set up a meeting with your team or manager. This meeting is an opportunity to review ongoing files, upcoming deadlines, and any potential issues that might arise while you are away.

It is also the perfect time to specify who will be responsible for handling urgent requests, making key decisions, or keeping current projects on track. Clear communication before you go helps prevent misunderstandings and ensures business continuity.

Activate a professional out-of-office message

Out-of-office messages are often overlooked, yet they are an essential communication tool. They inform your contacts that you are unavailable and redirect urgent requests to the right person.

An effective message should include:

  • Your dates of absence
  • Your return date
  • Contact details for a colleague or back-up team
  • What to do in case of an emergency

Note: Don’t forget to update your voicemail greeting as well.

Here is a standard template for an out-of-office email:

“Hello, I am currently out of the office from [date] to [date] inclusive. During this time, I will have limited access to my emails. For any urgent matters, please contact [Name, Role, Contact Details]. I will review your message upon my return. Best regards,””

Close as many files as possible

Before leaving your workstation, try to finalize any tasks or projects that can be completed. Answering pending emails, sending out necessary documents, or finishing up certain tasks will help minimize the number of outstanding issues while you are away.

Handing over files that require follow-up during your absence

A few days before your departure, it is a good idea to make a list of files that will need monitoring while you are gone. If necessary, prepare a handover note for the person responsible for taking over.

Make sure all essential information is easily accessible. The designated colleague, team, or department should be able to step in and take over the file without having to search for additional details. The clearer the situation, the lower the risk of bottlenecks or delays.

Planning ahead for your return

It is highly recommended to identify in advance the high-priority tasks to handle as soon as you get back. This will help you structure your first few days effectively and avoid feeling overwhelmed.

Finally, it can be useful to schedule follow-up meetings regarding ongoing projects for the days following your return. This allows you to catch up gradually, giving everyone enough time to organize themselves and adjust their priorities.

If you are going on holiday to a European Union country, remember to check the expiration date of your European Health Insurance Card (EHIC) before you leave. As a cross-border worker, it allows you to access medically necessary healthcare during a temporary stay under the same conditions as local residents.

In practice, it prevents you from having to pay the full cost of medical fees upfront in the event of an unexpected doctor’s consultation or hospitalization. This makes it an essential document for a worry-free trip.

You can find more information about this card by following this link: EHIC: the holiday checklist essential – Frontaliers Grand Est