The One Safeguarding Tool You Might Be Overlooking

In the world of safeguarding, our attention naturally gravitates toward the bigger items on our to-do list: responding to disclosures, updating risk assessments or policies, and working alongside other agencies. 

These are the visible acts of safeguarding, the ones we’ve been trained for, reflect on, and often carry with us long after we log off for the day.

But safeguarding isn’t only built on what’s seen.

It’s also shaped by the small, often unnoticed acts that quietly reinforce our care for others - the systems we put in place, the messages we send (both verbal or written), and the subtle ways we offer reassurance.

Another of these? 

Setting an Out of Office message.

It might seem like a routine admin task, but in the world of safeguarding, it can be so much more. It becomes a digital safety net, a soft reassurance that even in our absence, someone still cares and help is still available.

Why it matters more than you think

Picture this scenario....

Someone sends an email asking for help. It could be a young person, a staff member reporting a disclosure, a parent in distress, a colleague following up on a gut feeling they can’t shake.

It might have taken them days, or even weeks, to find the courage to write.

And then…

Nothing.

No reply. No confirmation. Just silence.

In safeguarding, silence can say more than words. It can intensify a sense of overwhelm. It can feed uncertainty or reinforce feelings of isolation. And even short delays can begin to erode trust.

That’s why a thoughtful Out of Office message isn’t just polite, it’s protective. Supportive. Reassuring.

It communicates, even in your absence:

“You’ve been heard.”

“There’s still a way to get help.”

“Your concern matters.”

From admin task to safeguarding tool

A good Out Of Office reply does more than let someone know you’re away. It becomes a practical signpost for the next right step. It offers clear, helpful guidance in a moment that may feel uncertain or vulnerable.

Here’s what a safeguarding-focused message should include:

Who else can help: A named colleague’s contact details

What to do in an emergency: Simple, direct advice like calling 999 or contacting social care.

Reassurance about your return - When you’ll be back and a clear commitment to follow up.

Helplines for immediate support - Details for NSPCC, Childline, or Samaritans.

Modelling healthy boundaries through your Out of Office message sends a powerful, if subtle, signal about the importance of wellbeing. By clearly communicating that you're away and signposting where support can still be found, you remind others that safeguarding includes looking after ourselves too. It reinforces a vital message that wellbeing matters. 

It also gently reminds your team and those you support that safeguarding is never held by just one person - it’s a shared responsibility that continues, even when we’re away.

Copy-and-paste safeguarding OOO message

Here’s a template example you can adapt and use straight away:

Subject: Thank you for your message

Dear... 

Thank you for getting in touch. I’m currently out of the office and will return on [insert return date].

If your message relates to a safeguarding concern, and you need support before I return, please contact [insert name and contact details of safeguarding cover].

If you believe a child or adult is at immediate risk of harm, please contact the police on 999 or your local social care team.

You can also reach out to the following helplines:

• NSPCC: 0808 800 5000

• Childline: 0800 1111

• Samaritans: 116 123

I will respond to your email as soon as possible when I return. 

Thank you for your patience.

What does your OOO say about your safeguarding culture?

These small details speak volumes. When we treat communication with care, even in absence, we demonstrate:

• Consistency

• Compassion

• Accountability

And we show that safeguarding is embedded in everything we do, not just in the urgent tasks or dramatic moments.

Reflection

You might want to pause and reflect:

• Does your current Out of Office message include safeguarding guidance?

• Is there a clear plan for who covers safeguarding concerns when you’re off?

• When you last took leave, did people know how to get support in your absence?

• What message do your boundaries send to your team or community?

Final thought

Next time you’re heading off for the holidays, a long weekend, or even a single day away, take a moment when you switch on your Out of Office.

See it not just as a tick-box exercise - but as a quiet act of care. A chance to embed your safeguarding values. 

A simple way to say:

“Even when I’m not here, you’re not alone.”

Because in safeguarding, small acts can make a big difference.