Holiday notice email template
Tell clients about a closure before it surprises them. Each version gives the dates, the urgent contact and what happens to work in progress.
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Holiday notice email template
Notifying clients about holidays and office closures
Hi [Client Name], A quick note to let you know our office will be closed for [holiday name] from [start date] to [end date]. We'll be back on [return date]. While we're closed: - We won't be checking email or working on projects - Calls will go to voicemail - For anything urgent, see below Urgent issues: [If you have cover: "For genuine emergencies, such as [site down / security issue], contact [name] at [email/phone]."] [If not: "For anything urgent, leave a voicemail at [phone] and we'll pick it up first thing on [return date]."] Before we close, we'll: - Finish [task/deliverable] by [date] - Send [update/deliverable] by [date] If you need anything done before the break, please send it by [cut-off date]. Effect on your project: [e.g., "None. [Project Name] is still on track for [date]." Or: "The launch moves from [date] to [date] to allow for the closure."] [Seasonal greeting, e.g., "Wishing you and your team a restful break."] Best regards, [Your Name] [Your Company] [Phone]
Hi [Client Name], Just a heads-up that we're taking a break for [holiday name]. Out: [start date] to [end date] Back: [return date] While we're away, email and project work will pause. If something urgent comes up: [If cover: "Contact [name] at [email/phone]."] [If not: "Leave a voicemail at [phone] and we'll prioritize it when we're back."] Before we go, we'll get [deliverable/task] done by [date]. Need anything before the break? Please send it by [cut-off date]. [Short greeting, e.g., "Hope you have a good break too."] [Your Name] [Your Company]
Hi [Client Name], This is advance notice of our office closure. Closed: [start date] to [end date] ([holiday name]) Reopening: [return date] During the closure: - No email responses - No project work - Phone calls go to voicemail Urgent contact: [If cover: "[Name], [email], [phone] (emergencies only)"] [If not: "Voicemail at [phone], checked on [return date]"] Before the closure: - [Task/deliverable]: complete by [date] - [Task/deliverable]: complete by [date] Project timeline: [no change / extended by [X] days to [date]] Please send any time-sensitive requests by [cut-off date]. [Your Name] [Your Company] [Phone]
How to use: copy the version that fits, paste it into your email client as plain text, and replace every [bracket] with your details. Delete any line that does not apply.
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When to use this template
Best practices
Give exact dates
"Closed from 23 December, back on 2 January" is clear. "Limited availability over the holidays" leaves clients guessing.
Address work in progress
If a deadline moves, say so now and give the new date. Do not let the client discover it in January.
Define what counts as urgent
Name one contact and what they will handle, for example "site down or a security issue". Without a definition, everything becomes urgent.
Set a request cut-off
Give a last date for anything that needs doing before the break, so requests do not arrive on your last afternoon.
Quick tips
- Send one to two weeks ahead, more for long closures
- Give the closing date and the return date
- Set a cut-off date for requests
- Name an urgent contact or explain how urgent issues are handled
- Say whether any deadline moves
- Set an out-of-office reply with the same details
What makes this template work
Exact dates
Closing date, last working day and the date you are back.
Urgent cover
Who to contact for a real emergency, and what counts as one.
Work before you go
What you will finish before the break, with dates.
Timeline impact
Whether any deadlines move, stated up front.
Request cut-off
The last day to send anything that needs doing before the break.
A short greeting
A brief, neutral seasonal wish.
Frequently asked questions
How far in advance should I tell clients about a holiday closure?
About a week for a single day, one to two weeks for a short closure, and two to three weeks for a longer break such as the end-of-year shutdown.
What if I will be partly available during the holidays?
Say exactly what that means: "We will check email once a day and respond to urgent issues only. Normal service resumes on [date]." Vague availability causes more frustration than a clear closure.
Should I set up an out-of-office reply?
Yes. Include the closure dates, return date and urgent contact, so anyone who emails during the break gets the same information.
How do I handle deadlines that fall during a closure?
Finish the work before the break or agree a new date with the client in advance, in writing. Do not let a closure cause a missed deadline nobody discussed.
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