How to Prepare for Vacation So You Actually Disconnect from Work

Ask most people how they prepare for a vacation, and they’ll mention packing lists, travel insurance, or checking their passport’s expiry date. Fewer people mention the preparation that actually determines whether they come back rested or more exhausted than when they left: preparing to genuinely disconnect from work.

Research summarized by Harvard Business Review shows that most employees check work email while on vacation and feel uneasy at the idea of being fully unreachable — even though fully disconnecting during time off is what lowers burnout and raises energy and engagement after return. This article draws on the practical approach of Martina Matrtajová, Consultant at Maxman Consultants, who works on assertiveness and boundary-setting, including in our open training Assertive Communication and Setting Boundaries.

Why disconnecting from work on vacation is so hard

Disconnecting isn’t only a matter of willpower. It’s a habit, an environment, and often a company culture. If work notifications keep showing up on your lock screen by the pool, your brain never gets a clear signal that “I’m at work” has switched to “I’m on vacation.”

This is also why several EU countries have started legislating a formal right to disconnect — the right for employees not to be reachable for work tasks outside working hours, including during vacation. Even where such a right exists on paper, it only works if we’re also willing to hold that boundary ourselves.

1. Prepare your phone and your mind — not just your suitcase

The first step toward disconnecting starts before you even leave: deciding what you’re bringing into your vacation, digitally speaking.

This isn’t about lacking discipline or not caring about your job — quite the opposite. It’s about caring about it long-term. As Martina Matrtajová puts it in her assertiveness training sessions: the boundaries we set with ourselves matter as much as the ones we communicate to others.

2. Write an out-of-office message that actually holds the line

The out-of-office auto-reply is one of the most underrated tools of assertiveness in workplace communication. Common phrasing — “I’ll have limited access to email,” “I’ll reply as soon as possible,” “for urgent matters, call or text me” — actually promises the opposite of what an out-of-office message is supposed to do.

What a good out-of-office message looks like:

Two extra tips that consistently help:

• Set your return date one day later than your actual return. The first day back is usually spent orienting and prioritizing, not clearing 150 unread emails.
• Try a preventive out-of-office — let colleagues know about your absence well in advance, not on the last day before you leave, so they can plan around it.

If you need a refresher on the technical setup, Microsoft has a step-by-step guide to setting up automatic replies in Outlook.

3. Decide what real rest looks like for you — and say it out loud

Before a vacation, most of us focus on logistics: suitcases, itineraries, bookings. Less time goes into the question of what we actually need in order to come back rested. Before you leave, try asking yourself:

• How will I know, at the end, that this vacation was a success?
• Do I need quiet and stillness to rest, or movement and company?
• What’s my clear “must-have,” and what’s my clear “no, thank you”?

If you’re traveling with a partner, family, or friends, talk these questions through together — ideally over a calm evening before departure, not squeezed between packing suitcases. One person might want to see every landmark; another might want to sit with a coffee for three hours. The goal isn’t to win the argument about what the “right” vacation looks like — it’s to create space for everyone traveling together to actually rest.

Frequently asked questions about vacation prep

How do I mentally prepare for a vacation, not just pack for one? Beyond logistics (documents, insurance, bookings), it helps to get clear in advance on what you actually want from the time off, close out urgent work tasks before you leave, and set clear digital boundaries — such as turning off notifications for work apps.

How do I write a good out-of-office message? A solid auto-reply states your return date, makes clear you won’t have access to email while away, and names a colleague to contact for urgent matters. Avoid phrasing that implies partial availability.

Is there a legal right to disconnect from work during vacation? Several countries, including within the EU, have introduced a formal right to disconnect, giving employees the right not to be reachable for work outside working hours. Even so, holding that boundary in practice usually requires deliberate preparation — not just the law.

Why do I still feel exhausted after a vacation? The most common reason is that the disconnection from work never fully happened — checking email, thinking ahead to what’s waiting after return, or a schedule too packed to leave room for actual rest.

Want to go deeper into assertiveness and boundary-setting?

Martina Matrtajová leads our open training Assertive Communication and Setting Boundaries, where we cover how to set boundaries and actually hold them — not just before vacation, but in everyday work communication. You’ll find more on similar topics in our Insights, or get in touch with us directly.