8 Email Holiday Templates for Every Workplace

Set clear expectations this holiday season with our office closure messages and out-of-office email templates designed for smooth shutdowns.

Every year, as the calendar edges toward December, workplaces quietly prepare for the great annual inbox exodus. It’s one of the few moments in modern work culture where everyone collectively agrees, even if only for a week or two, that rest is not a luxury but a necessity.

And yet, before anyone can properly disconnect, there’s one small ritual that stands between us and true holiday bliss: crafting the perfect “office closed” or out-of-office message.

That’s why we’ve curated a set of updated, easy-to-use templates to help you clearly communicate your downtime, whether your workplace leans buttoned-up, playful or somewhere in between. From general out-of-office messages to Christmas shutdown notices and public holiday reminders, these examples will help you set expectations, reduce confusion and actually switch off.

In this guide, you’ll find:

• General out-of-office templates
• Office closed for Christmas templates
• Office closed for public holidays
• Year-end vacation announcements
• Tips for managing holiday shutdowns smoothly

Generic Out-of-Office Message Template

Setting an out-of-office reply isn’t just polite, it’s functional. It ensures colleagues know when you’re offline, avoids unnecessary follow-ups and prevents misunderstandings. But it’s also a boundary-setting practice that supports healthier work habits.

Formal

Hi there,

Thank you for your email. I’m currently on leave from [date] to [date] for [reason] and will have limited access to email. Please expect a delayed response.

For urgent matters, contact [colleague name + job title] at [email / phone]. Otherwise, I’ll reply once I’m back.

Kind regards,

[Name]

Informal

Hello!

I’m currently out-of-office and officially offline until [date]. I won’t be checking emails — that’s a promise I’m making for both of us.

In the meantime, here are a few fun facts to keep you entertained:

• Koala fingerprints can fool human investigators.
• The “code rain” in The Matrix was inspired by sushi recipes.
• Earth has more trees than the Milky Way has stars.

For anything urgent, contact [name + job title] at [email / phone]. I’ll be in touch when I return.

Thanks!

[Name]

Office Closed for Christmas Message Template

If your company observes a Christmas shutdown, communicating it early helps prevent confusion and keeps customer expectations clear. Even during holidays, business doesn’t fully pause but clear messaging ensures your team can.

Formal

Hello,

As we approach the festive season, our office will be closed from [date] to [date]. Our team will be taking this time to rest and spend the holidays with family and friends.

Response times may be slower during this period. For general enquiries, visit our [Help Centre link]. For urgent matters, contact [name + job title] at [email / phone].

We’ll return on [date] and will review all messages promptly.

Wishing you a safe and joyful holiday season.

Informal

Season’s greetings!

Our team is offline from [date] to [date], enjoying festive treats and a much-needed break before the new year.

We’ll be back on [date]. For anything urgent, please reach out to [name + job title] at [email / phone], they’re keeping the lights on while we recharge.

Happy holidays!

Office Closed for Public Holidays Template

Use these for any public holiday throughout the year.

Formal

Hello,

Our office will be closed on [date] for [public holiday]. Response times may be slower during this time.

If your query is urgent, please visit our [Help Centre link] or contact us once we return.

Thank you for your understanding.

Kind regards,

[Name]

Informal

Hey there,

I’m currently offline for [public holiday] and will be back on [date].

If you need help urgently, contact [name + job title] at [email]. Otherwise, I’ll respond when I’m back.

Cheers,

[Name]

Annual Year-End Vacation Template

A longer break calls for clarity, especially when you’re stepping away from your inbox entirely.

Formal

Hello,

Thank you for your email.

I’m currently on annual leave and won’t be able to access emails until [date]. For urgent matters, please contact [name + job title] at [email / phone].

I’ll respond when I return.

Wishing you a safe and happy holiday season,

[Name]

Informal

Hello!

I’m off on my long-awaited annual holiday from [date] to [date], and won’t be checking emails during this time.

For anything urgent, my colleague [name] is available at [email].

Wishing you a wonderful festive season and a Happy New Year,

[Name]

Helping You Switch Off, Properly

With these templates in hand, setting holiday boundaries becomes much easier and far more intentional. Download the fact sheet to access our full suite of messages and practical advice for managing shutdown periods with confidence.

Managing leave doesn’t need to be complicated. With the right tools (like Employment Hero), you can streamline processes, support wellbeing and give team members the break they deserve without the administrative stress.

If you’d like an even more opinionated or columnist-style rewrite, I can do that too.

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