Holiday Notice Email

Holiday Notice Email Template — Communicate Closures Clearly

Notify clients about holidays and closures professionally. Our templates set expectations and ensure smooth communication.

Email Template

Subject Line:

Holiday Notice: Office Closed [Dates] - [Holiday Name]

Email Body:

Hi [Client Name],

I hope you're doing well! I wanted to give you advance notice about upcoming office closures.

**Office Closure:**
I'll be closing the office for [Holiday Name] from [Start Date] through [End Date]. I'll return and resume normal operations on [Return Date].

**What This Means:**
- **Email**: I won't be checking or responding to emails during this time
- **Calls**: Phone calls will go to voicemail
- **Project Work**: Work on active projects will pause during this period
- **Urgent Matters**: [See coverage plan below]

**Coverage for Urgent Matters:**
[If you have coverage: "For urgent matters that can't wait, please contact [Name] at [Email/Phone]. They'll handle emergencies during my absence."]

[If no coverage: "If you have a true emergency, please leave a detailed voicemail and I'll respond as soon as possible upon my return. For non-urgent matters, I'll respond when I'm back."]

**Before I Leave:**
To ensure everything runs smoothly, I'll:
- [ ] Complete [task/deliverable] by [date]
- [ ] Send [update/deliverable] before [date]
- [ ] Set up [automation/coverage] for [purpose]

**Timeline Impact:**
[If applicable: "This closure will [not affect/extend by X days] our current project timeline. [Project Name] remains on track for completion by [Date]."]

**When I Return:**
I'll respond to all messages and resume work starting [Return Date]. I appreciate your patience and understanding.

**Wishing You Well:**
[Appropriate greeting: e.g., "Wishing you and your team a wonderful [Holiday Name]!" or "Hope you have a great holiday season!"]

If you have any questions or need anything before [Start Date], please reach out. Otherwise, I'll talk to you when I'm back!

Best regards,
[Your Name]
[Your Company]
[Phone]

How to use: Copy the template above and replace the placeholders (like [Client Name], [Project Name], etc.) with your actual information.

When to Use This Template

Holiday notice emails prevent the client frustration that occurs when they send urgent requests and receive radio silence. They demonstrate professionalism, set expectations, and give clients time to plan around your absence. An agency that communicates holiday schedules proactively is an agency that clients can rely on. Send holiday notice emails 1-2 weeks before the holiday period. This gives clients time to submit any urgent requests before your team is unavailable and to adjust their own schedules accordingly. For major holidays (Christmas, Thanksgiving), two weeks notice is appropriate. For single-day holidays, one week is sufficient. Include specific dates of closure, emergency contact information, and a clear plan for any work in progress. Clients do not mind that you take holidays — they mind being surprised by unavailability when they need something urgent.

Best Practices

Specify Exact Dates and Times

Be precise about when you are closing and reopening. "Our office will be closed from December 23 through January 1, resuming normal operations on January 2" is clear and actionable. Vague statements like "We will have limited availability during the holidays" create uncertainty and frustration.

Address Work in Progress

For active projects, explain how the holiday affects timelines. "The website development will pause during the holiday period — we have adjusted the project timeline accordingly with the new launch date of January 20." Proactive timeline adjustments prevent clients from expecting deliverables during your absence.

Provide Emergency Contact

Designate one person for genuine emergencies and clearly define what constitutes an emergency. "For urgent matters (site downtime or security issues only), you can reach our on-call team at [email protected]." Setting boundaries on what qualifies as urgent prevents your holiday from turning into regular working days.

Send a Return Confirmation

On your first day back, send a quick email confirming you are operational again. "We are back and already reviewing all pending items — you can expect an update on your project by end of day." This reassurance prevents the pile-up of anxious follow-up emails that greet most agencies after a break.

Pro Tips

Send holiday notices 1-2 weeks in advance for major holidays
Be specific about dates—include both closure and return dates
Explain how urgent matters will be handled during closure
Complete any critical work before leaving to avoid delays
Set clear expectations about response times
Use appropriate holiday greetings to maintain warmth

What Makes This Template Effective

Advance Notice

Provides sufficient notice (typically 1-2 weeks) before closures.

Clear Dates

Specifies exact closure dates and return dates.

Coverage Plan

Explains how urgent matters will be handled during closure.

Professional Tone

Maintains professionalism while being warm and friendly.

Expectation Setting

Sets clear expectations about response times and availability.

Well Wishes

Includes appropriate holiday greetings or well wishes.

Frequently Asked Questions

How far in advance should I notify clients about holidays?

Send notices 1-2 weeks in advance for major holidays. For shorter closures (1-2 days), 1 week is fine. For extended closures (1+ weeks), 2-3 weeks notice is better. This gives clients time to plan and request anything urgent.

What if I need to work during holidays?

You can still send a notice explaining reduced availability: "I'll have limited availability during [dates] and will respond to urgent matters only. Normal operations resume [date]." This sets expectations without committing to full availability.

Should I set up an out-of-office auto-reply?

Yes, set up an auto-reply for the closure period. Include: closure dates, return date, how to handle urgent matters, and when you'll respond. This ensures anyone who emails gets immediate information.

How do I handle project deadlines around holidays?

Plan ahead. Complete critical work before holidays. If deadlines fall during closures, either complete work early or adjust deadlines with client approval. Don't surprise clients with delays—communicate early and get agreement on adjusted timelines.

Manage Holiday Schedules

Automate holiday notifications, set up out-of-office replies, and manage availability calendars.

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