There is a particular kind of exhale that comes with switching on your out of office before the Christmas break. The laptop closes, the inbox goes quiet, and for a little while, nobody needs anything from you.
But that exhale only feels truly restful when you know your clients and customers have been looked after. A clear, kind out of office message does exactly that. It tells people when you are away, when you will be back, and what to do in the meantime, so you can enjoy the break without wondering what is waiting for you.
Here are my favourite out of office templates for the Christmas and New Year break. Copy them, adjust the details, and make them your own.
What to include in your Christmas out of office message
A good holiday auto reply is short, warm and practical. Make sure it covers:
- The dates you are away, including the day you return.
- What happens to their email, for example whether you will reply when you return.
- Who to contact if it is urgent, or where to find help, if that applies.
- A warm festive wish, kept simple and inclusive.
A tip I share with every client: give yourself a buffer. If you are back on Monday 11 January, say you will respond to messages “from Wednesday 13 January”. That one small change gives you two days to catch up without feeling behind from the moment you return.
1. Simple and professional
Subject: Out of office until [return date]
Hello,
Thank you for your email. Our office is closed for the Christmas and New Year break from [start date] and we will reopen on [return date].
I will reply to your message as soon as possible after we return.
Wishing you a safe and happy festive season.
Kind regards, [Your name]
2. Warm and heart-led
Subject: Taking a little time to rest and recharge
Hello lovely,
Thank you so much for reaching out. I am taking a break over Christmas and New Year to rest, reconnect with my family and fill my cup before the year ahead.
I am away from [start date] and will be back in my inbox on [return date]. I will reply to you personally as soon as I can after that.
I hope this season brings you peace, joy and some time to simply be.
With warmth, [Your name]
3. With an urgent contact
Subject: Closed for the holidays, back [return date]
Hi there,
Thanks for your email. I am currently away for the Christmas break and will return on [return date].
If your message is urgent, please contact [name] at [email address or phone number], who will be happy to help.
Otherwise, I will get back to you once I return.
Merry Christmas and all the best for the new year, [Your name]
4. For coaches, consultants and service providers
Subject: On a Christmas break until [return date]
Hello,
Thank you for your message. I am taking a break from [start date] to [end date] and will respond to emails from [return date].
In the meantime, you might find what you are looking for here:
- Book a time to chat in the new year: [booking link]
- Free resources: [link to freebies page]
- Latest articles: [link to blog]
Thank you for being part of my community this year. I can’t wait to connect in [year].
Warmly, [Your name]
5. For existing clients on a retainer
Subject: Holiday closure: [start date] to [return date]
Hi [Client name],
Just a quick note to let you know I am away from [start date] and back on [return date].
Everything scheduled for the break, including your [social media posts / emails / campaigns], is set up and will go out as planned.
If anything urgent comes up, please [text me on / contact] [contact details]. Otherwise, I will be in touch when I return.
Thank you for a wonderful year working together. Have a beautiful Christmas.
[Your name]
6. For online shops and product businesses
Subject: Thank you for your order message
Hi there,
Thank you for getting in touch. Our team is taking a short break from [start date] to [return date].
Our online shop is still open, and digital products are delivered straight away. Any physical orders placed during the break will be posted from [date].
We will reply to all messages as soon as we are back.
Wishing you a joyful festive season, The [Business name] team
7. The Australian summer break
Many Australian businesses close for a few weeks over the summer holidays. This one is perfect if you are stepping away until mid January.
Subject: Enjoying the summer break, back [return date]
G’day,
Thanks for your email. I am closed for the Christmas and summer holidays and will be back on [return date].
I will be catching up on messages from [buffer date], so please allow a few extra days for a reply.
I hope you get some sunshine and a proper rest too. See you in the new year!
Cheers, [Your name]
8. For international clients
If you work with clients in other countries, it helps to mention your time zone so there is no confusion about when you are back.
Subject: Out of office until [return date] ([time zone])
Hello,
Thank you for your email. I am away for the Christmas and New Year break and will return on [return date], [time zone] time.
I will reply to your message as soon as possible after I am back.
Season’s greetings and best wishes for the new year, [Your name]
9. Light and playful
Subject: Gone fishing (well, mostly eating leftovers)
Hi there,
Thanks for your email! I am currently on my Christmas break, most likely somewhere between the beach and the fridge.
I will be back on [return date] and will reply as soon as I have found my way back to my desk.
Have a wonderful festive season!
[Your name]
10. Inclusive holiday version
Not everyone celebrates Christmas, so this version keeps the wishes broad.
Subject: Closed for the holiday season
Hello,
Thank you for your message. Our business is closed for the end of year break from [start date] and will reopen on [return date].
We will respond to all enquiries once we return.
Wishing you a restful holiday season and a happy new year.
Kind regards, [Your name]
How to set up your out of office
In Gmail: click the gear icon, choose See all settings, then scroll down the General tab to Vacation responder. Turn it on, add your first and last day, your subject and message, then click Save changes. You can choose to send replies only to people in your contacts.
In Outlook: go to Settings, then Mail, then Automatic replies. Turn them on, set your dates, add your message, and choose whether to send replies inside and outside your organisation.
A few more tips before you log off
- Turn it on the night before you finish, not when you are rushing out the door.
- Keep personal details out of it. There is no need to share where you are travelling or that your home will be empty.
- Update your email signature and website with your holiday closure dates, so people see them before they even write.
- Check your automations. Make sure any welcome sequences or scheduled newsletters in Mailchimp still make sense over the break, and pause anything that promises a fast reply.
- Schedule a short social post letting your community know when you are away and back.
- Plan your return day. Block the first morning back for catching up, and do not book calls straight away.
If your inbox already feels heavy before the holidays even begin, you might find my article on 15 strategies to manage your inbox and reduce email anxiety helpful, along with my guide to decluttering your inbox without missing important messages.
Frequently asked questions
What should a Christmas out of office message say? The dates you are away, the date you will respond from, who to contact if it is urgent, and a short festive wish.
Should I say Merry Christmas in my out of office? It is entirely up to you. If you work with a diverse or international audience, “happy holidays” or “wishing you a restful festive season” is a warm, inclusive choice.
How long should an out of office email be? Short. Three to five sentences is plenty. People simply want to know when they will hear from you.
When should I turn on my holiday auto reply? The evening before your last working day, or first thing on the day you finish. Set the end date for the evening before you return, so it switches off on its own.
Wishing you a truly restful break
You have worked so hard this year. I hope you give yourself permission to switch off completely, knowing your clients are looked after and your inbox will still be there when you return.
And if you would love a calmer, more organised inbox and email marketing that runs smoothly while you rest, I would love to help you get there.
