- 1 in 3 admit to judging colleagues based on their OOO tone, rising to 52% among managers
- The average OOO message now contains 2.7 personality markers, from humour to passive-aggressive phrasing
- “Thanks for your email” appears in 68% of messages, while 21% opt for humour and 14% include subtle frustration cues
- ‘If urgent’ phrases spike by 38% in senior roles, signalling pressure to remain available even on leave
New research from instantprint, surveying 2,000 UK office workers, reveals that the humble out-of-office message has evolved into a surprising window into workplace personality, communication style and even burnout culture.
Once a purely functional tool, the modern OOO reply is now loaded with tone, nuance and subtle cues, with nearly half of Brits admitting they feel more able to “be themselves” in an automated response than in their day-to-day professional communication.
The study found that while most workers stick to traditional structures, language analysis shows clear personality trends emerging. Phrases like “Thanks for your email” and “I will respond on my return” dominate, but deviations from this script often reveal far more. For example, 21% of respondents include humour or informal language, while 14% admit to using wording that hints at frustration or boundary-setting, such as “I will not be checking emails”.
Interestingly, 32% of workers said they deliberately soften their tone in normal emails, compared to just 12% in out-of-office replies, suggesting that the absence of real-time interaction gives people greater freedom to communicate more honestly.
The data also highlights generational and hierarchical differences. Younger workers are more likely to experiment with tone, with 28% of Gen Z including emojis or jokes, compared to just 9% of over-45s. Meanwhile, senior professionals are significantly more likely to include “availability caveats”, with phrases like “for urgent matters” appearing 38% more frequently in director-level OOO messages, reflecting ongoing pressure to remain contactable.
Language patterns further reveal distinct behavioural archetypes. The research identified five dominant OOO personality types across UK workplaces:
- The Over-Sharer, who includes detailed personal context, used by 19% of respondents
- The Ultra-Professional Minimalist, sticking to one or two lines, favoured by 27%
- The ‘If Urgent’ Martyr, signalling partial availability, seen in 22%
- The Humourist, injecting jokes or personality, used by 21%
- The Passive-Aggressive Escapist, subtly reinforcing boundaries, identified in 11%
Beyond personality, the findings tap into wider workplace culture. According to the Office for National Statistics, remote and hybrid working have reshaped communication norms across the UK, with digital messaging now forming the backbone of professional interaction. This shift has made written tone more important than ever, with small linguistic choices carrying greater weight.
The research also aligns with broader commentary from outlets like BBC Worklife, which have highlighted increasing concerns around burnout and the pressure to remain “always on”. In this context, the rise of more expressive or boundary-setting OOO messages may reflect a subtle pushback against these expectations.
Craig Wassell, Marketing Manager at instantprint, commented: “What is fascinating about out-of-office messages is that they sit at the intersection of professionalism and personality. They are one of the few workplace communications where people feel a sense of control, and that often comes through in the language they choose.
We are seeing a clear shift away from purely functional messaging towards something more expressive, whether that is humour, honesty or even subtle frustration. It is a small piece of communication, but it reveals a lot about how people feel at work.”
He added that businesses should pay closer attention to these signals, as they can offer insight into employee wellbeing and communication culture.
For organisations looking to strike the right balance, instantprint suggests:
- Keep core information clear, including return dates and alternative contacts
- Encourage authentic but appropriate tone, reflecting company culture
- Avoid language that could be misinterpreted by clients or external partners
- Recognise that OOO messaging can reflect broader attitudes to workload and boundaries
The findings suggest that as workplace communication continues to evolve, even the most routine messages are becoming a form of self-expression. For employers and employees alike, the out-of-office reply may be doing more talking than anyone expected.
