New Study Reveals How Out-of-Office Messages Reflect Workplace Culture and Employee Wellbeing

As the summer holiday season approaches, a new study sheds light on how out-of-office (OOO) messages are not just practical tools for informing colleagues about absences, but also reflections of personality, workplace culture, and even signs of burnout. Conducted by instantprint, the research surveyed 2,000 office workers across the UK, revealing some surprising insights about these often-overlooked messages.

Research Findings

The study found that the traditional OOO message has transformed significantly. Many workers now use these messages to express themselves in ways they might not feel comfortable doing in regular emails. In fact, nearly half of the respondents stated they feel more at ease being themselves in an automated reply than in everyday professional interactions.

Among the key findings:

• One in three workers admit to judging their colleagues based on the tone of their OOO messages, a figure that rises to 52% among managers.

• The average OOO message now contains 2.7 personality markers, which can range from humour to passive-aggressive tones.

• “Thanks for your email” is a common phrase, appearing in 68% of messages, while 21% of respondents infuse humour into their replies, and 14% hint at frustration or set boundaries with phrases like “I will not be checking emails.”

• In senior roles, the phrase “if urgent” appears 38% more often, indicating a pressure to remain available even while on holiday.

OOO Personality Types

The research identified five distinct types of OOO personalities that are commonly found in UK workplaces:

• The Over-Sharer: This type shares a lot of personal details in their messages, making up 19% of respondents.

• The Ultra-Professional Minimalist: Preferring brevity, this type sticks to one or two lines and accounts for 27% of messages.

• The ‘If Urgent’ Martyr: This type signals partial availability and is seen in 22% of responses.

• The Humourist: Known for injecting jokes or personality into their messages, this type represents 21% of respondents.

• The Passive-Aggressive Escapist: This type subtly reinforces boundaries and is identified in 11% of cases.

Generational Differences

The data also highlighted differences in how various age groups approach their OOO messages. Younger workers, particularly those from Generation Z, are more likely to use informal language and even emojis in their replies. About 28% of Gen Z respondents include jokes or emojis, while only 9% of those over 45 do the same. This suggests that younger employees are more comfortable expressing their personalities through their messages.

Wider Workplace Culture

The findings from this research align with broader conversations about burnout and work-life balance, especially as hybrid working becomes more common. According to the Office for National Statistics, digital communication has become the main way people interact at work, making the tone of written messages more crucial than ever. The subtle choices in language can signal how employees feel about their workload and workplace culture.

Craig Wassell, Marketing Manager at instantprint, explained:

“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.”

He further noted that the shift from functional messages to more expressive ones—whether through humour, honesty, or frustration—reflects how employees feel about their work environment.

Implications for Businesses

Businesses are encouraged to pay attention to these OOO messages as they can provide valuable insights into employee wellbeing and communication culture. To create a healthy workplace environment, instantprint offers several tips:

• Ensure core information is clear, including return dates and alternative contacts.

• Encourage an authentic tone that reflects the company culture while remaining appropriate.

• Avoid language that could be misinterpreted by clients or external partners.

• Recognise that OOO messaging can reflect broader attitudes towards workload and boundaries.

The rise of more expressive OOO messages indicates a shift in workplace communication, where even the simplest of messages can serve as a form of self-expression. This evolution is particularly significant in a time when many are grappling with the pressures of being constantly available. As the summer holiday season begins, the way people communicate their absences may reveal more about their workplace experiences than ever before.