Taking a Break This Holiday Season? Here’s How to Let Your Clients Know

The holiday season is a time for rest, celebration, and reconnecting with your loved ones. After all, you work hard and you deserve a break—but business doesn’t stop just because you’re taking some time off from work.

One small, yet powerful tool to maintain professionalism while you’re away is your out-of-office email reply. A thoughtful out-of-office message can keep your clients informed, manage their expectations, and ensure that your return to work is stress-free.

Here are five tips and tricks to help you craft the perfect holiday out-of-office message:

1. State your absence clearly.

Let your recipients know the exact dates when you won’t be available. This removes any guesswork and sets clear expectations. For example:

• Thank you for your email! I will be out of the office from December 23rd through January 2nd. I will respond to your message after I’m back at work.

Sometimes you’re not the only one who will be out of the office for the holidays. There might be days when everybody is out of the office. The whole business might be shut down on certain days. If you are a business owner, your message should reflect this:

• Here at ZZZ Company, we appreciate your business. Please note that our offices will be closed on December 24th and 25th, and then again on December 31st and January 1st.

Bonus tip: Let your clients and customers know at least two full weeks in advance that you—or, if applicable, the whole company—will not be answering emails on certain dates. This gives everyone time to resolve potential issues before the holidays.

2. Provide an alternative or emergency contact.

Offer a point of contact for immediate assistance in case some urgent matter pops up. Make sure this other person is prepared and aware of the arrangement!

• For any urgent issues that need immediate attention, please contact Stephanie Kim at [email/phone]. She will be happy to assist you while I’m away.

3. Keep your message professional, but festive.

Adding a touch of holiday cheer can make your message more personable while maintaining a professional tone.

• Wishing you a wonderful holiday season and a Happy New Year! I’m looking forward to reconnecting with you in 2025!

You may wish to review your company’s policy in regard to mentioning specific holidays. (Our TextRanch blog has a three-part series about holiday greetings in the workplace. You can find those articles as follows: Part One, Part Two, Part Three.)

4. Include your regular email signature.

End your message with your standard email signature. This ensures that your recipients will have your full name, job title, and additional contact information at their fingertips.

5. Optional: Add a resource link or plug for your company.

If your role allows, you can use your out-of-office message to direct people to helpful resources, such as your company’s website, chatbot, FAQ, or recent blog articles. For example:

• In the meantime, please visit our company website for additional information: [link].
• If you have any questions about our products or services, please click here for assistance from our virtual support agent.

What to avoid

• Vagueness: Don’t leave people wondering when you’ll return or when your office will be open. Give them specific dates.
• Over-promising: Avoid saying, “I’ll get back to you the day I return,” unless you can guarantee it. Instead, set a more realistic time frame.
• Too Much Detail: Your recipients probably don’t need to know the name of the beach resort where you’re staying, or that your abuelita is cooking pork tenderloin for Christmas dinner.

A professionally written out-of-office message can enhance your reputation and strengthen business relationships. It demonstrates respect for your clients’ time as well as a commitment to clear communication—even when you’re away.

If you need help perfecting your out-of-office reply or any other business communications this holiday season, our TextRanch editors are here for you. We will ensure that your emails strike the perfect balance of professionalism and personality. Just click the blue button below.