47% of UK workers say their out-of-office message is a more honest reflection of their personality than their actual work emails and if you have ever agonised over whether to write “Kind regards” or crack a joke before logging off, you are not alone. Our latest research surveying 2,000 UK office workers reveals that the humble out of office reply has quietly evolved into one of the most revealing pieces of workplace communication, offering a surprisingly candid glimpse into how we really feel about our jobs, our colleagues, and our boundaries.
From Polite to Passive-Aggressive, The Hidden Cost of Workplace Masking
For something designed to say “I am away”, out-of-office messages are doing a lot more heavy lifting than expected. The data shows that 32% of UK workers actively soften their tone in everyday emails, compared to just 12% in their out-of-office replies, suggesting that when there is no immediate response required, people feel freer to drop the corporate filter.
This shift matters. Constantly editing tone, second guessing phrasing and maintaining a professional persona can contribute to what experts describe as “communication fatigue”. Over time, this pressure to present a polished version of ourselves can lead to disengagement, misunderstandings, and even burnout.
And it is not going unnoticed. 1 in 3 Brits admit they judge colleagues based on their out-of-office message, rising to 52% among managers, meaning that even when you are switched off, your auto reply could still be shaping how others perceive you.
The Science of “Thanks for Your Email” and Other Telltale Phrases
A deeper dive into the language reveals just how much personality is embedded in these short messages. The average out of office reply now contains 2.7 distinct personality markers, from humour to subtle frustration.
Predictably, “Thanks for your email” appears in 68% of messages, signalling a continued reliance on polite, standardised phrasing. But it is the deviations that tell the real story. Around 21% of workers inject humour or informal language, while 14% use wording that hints at boundary-setting or frustration, such as “I will not be checking emails during this time”.
Generational differences are particularly telling. 28% of Gen Z workers include emojis or jokes, compared to just 9% of over 45s, highlighting a growing shift towards more expressive, personality-led communication. Meanwhile, senior professionals are caught in a different tension altogether, with “if urgent” language appearing 38% more frequently at director level, suggesting that stepping away completely is still a luxury many feel they cannot afford.
This aligns with wider workplace trends. According to the Office for National Statistics, hybrid working has increased reliance on written communication, placing greater emphasis on tone and clarity. At the same time, coverage from BBC Worklife continues to highlight the pressures of “always-on” culture, where even time off can feel conditional.
Meet the Five Out-of-Office Personalities Taking Over UK Workplaces
So what does your out-of-office actually say about you? The research identified five dominant personality types emerging across UK workplaces, each reflecting a different approach to communication and boundaries.
The Over-Sharer, used by 19% of respondents, offers detailed context, from holiday destinations to personal updates. Think, “I am currently hiking in the Lake District with limited signal, back on Monday.” Transparent, but sometimes a little too revealing.
The Ultra-Professional Minimalist, favoured by 27%, keeps things short and functional. A simple return date and alternative contact, no frills, no fuss. Efficient, but not exactly memorable.
The ‘If Urgent’ Martyr, seen in 22%, cannot quite switch off, leaving the door open with phrases like “I will have limited access to emails”. A classic sign of workload pressure and blurred boundaries.
The Humourist, used by 21%, injects personality with jokes or playful language. Whether it lands depends entirely on the audience, but it is often the most talked-about.
Finally, The Passive-Aggressive Escapist, identified in 11%, subtly reinforces boundaries with phrases like “I will respond on my return”, often carrying an undertone of frustration.
What Your OOO Says About Your Workplace Culture
According to Craig Wassell, Marketing Manager at instantprint, these small differences in wording can reveal much bigger truths about how people feel at work.
“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.”
For businesses, this presents an opportunity to better understand employee sentiment and communication styles. Rather than viewing out-of-office messages as purely administrative, they can act as a barometer for workplace culture, highlighting everything from confidence levels to burnout risk.
Based on these insights, instantprint recommends:
- Keep the essentials clear, including return dates and alternative contacts
- Encourage a tone that reflects your company culture without forcing uniformity
- Be mindful of how messages might be interpreted by different audiences
- Recognise that communication styles can signal wider wellbeing trends
Why This Matters More Than You Think
As work continues to evolve, so too does the way we communicate. What was once a simple automated reply is now a subtle but powerful form of self-expression, shaped by personality, pressure, and shifting expectations around availability.
And while it might seem trivial, your out-of-office message is doing more than just buying you time, it is quietly telling the world who you are when you think no one is watching.
As the lines between work and personal life continue to blur, even the smallest workplace interactions are carrying more meaning than ever before. The out-of-office message, once a simple administrative tool, has quietly become a reflection of how comfortable employees feel setting boundaries, expressing personality and stepping away.
For employers, that is worth paying attention to. These short, automated replies can offer valuable insight into team culture, communication norms and even underlying pressure points around availability and workload. For employees, it is a reminder that even when you are switched off, your words are still shaping how you are perceived.
Whether it is polished, playful or pointed, your out-of-office reply is no longer just saying “I am away”, it is saying something about you.
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