Holiday Schedule Email Template
A holiday schedule and out-of-office email template: tell clients your holiday hours and closure dates, the last day to book before the break, when you reopen, and who to contact in an emergency, with a booking link for before and after the holiday.
This holiday schedule email template template helps you save time on repetitive client communication. Copy it, customize the variables for your business, and start using it today. Browse all scheduling templates.
Templates
Subject: 🎄 Holiday Hours & Booking Reminder
Hi {{client_name}},
The holidays are approaching! Here are our special hours:
{{holiday_schedule}}
⚠️ Limited availability - book now to secure your preferred time!
📅 Book now: {{booking_link}}
Holiday tips:
• Book {{advance_booking_suggestion}} to guarantee your spot
• Last appointment before holidays: {{last_appointment_date}}
• We reopen: {{reopen_date}}
Emergency contact during closure: {{emergency_contact}}
Wishing you a wonderful holiday season!
Warm regards,
{{your_name}}
{{business_name}}Full closure version (book before and after)
For longer closures: drives pre-holiday bookings and fills your first week back by asking clients to book their return visit now.
Subject: Holiday Hours: {{business_name}} {{holiday_name}} Schedule
Hi {{client_name}},
The holidays are coming! Here are our hours for {{holiday_name}}.
🎄 HOLIDAY SCHEDULE
{{closure_dates_detail}}
We reopen: {{reopen_date}} at {{reopen_time}}
📅 BOOK BEFORE THE HOLIDAY
Spots are filling fast! Book your pre-holiday appointment:
→ {{booking_link}}
AFTER THE HOLIDAY
Get a head start on the new year and book your return visit now:
→ {{booking_link}}
URGENT NEEDS DURING CLOSURE:
{{emergency_contact}}
Happy {{holiday_name}} from all of us at {{business_name}}!
Warm wishes,
{{business_name}} Team
{{phone}}How It Works
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Templates
Enter Your Data
{{variables}}
Automation
SchedulingKit
Variables to Replace
{{client_name}}{{holiday_schedule}}{{booking_link}}{{advance_booking_suggestion}}{{last_appointment_date}}{{reopen_date}}{{emergency_contact}}{{your_name}}{{business_name}}{{holiday_name}}{{closure_dates_detail}}{{reopen_time}}{{phone}}Pro Tips
Send 2-3 weeks before holidays
Create urgency for advance booking
Include emergency contact if applicable
Follow up closer to the dates
Perfect For
When to Use This Template
Send before any holiday closure, seasonal hours change, or extended break. For regular schedule changes like new hours or a new location, a general announcement email works better.
Best Practices
Send the notice 2-3 weeks before the holiday period so clients have time to book in advance
Include your booking link, and block the closure dates first so clients only see times you are actually open
Mention your emergency or after-hours contact clearly for clients who may need you during the closure
Send a follow-up reminder one week before the closure for anyone who missed the first notice
Common Mistakes to Avoid
Sending the notice too late for clients to rebook before the closure period
Listing only the dates you are closed without telling clients when you reopen
Not creating urgency around limited pre-holiday availability, missing out on bookings
Only promoting pre-holiday slots and not inviting clients to book their post-holiday visit, which slows your restart
Forgetting to update your website hours and voicemail to match the notice
Frequently Asked Questions
How far in advance should I send a holiday schedule notice?
Two to three weeks before the closure, or up to four weeks for busy seasons, so clients have time to book a pre-holiday visit. Send a reminder about a week (or 3 to 5 days) before for anyone who missed the first email.
What does this look like for a real business?
For example, take a massage studio closing from December 24 to January 2. On December 1 it blocks those dates in its booking system, fills in this template with the last appointment (December 23, 5 PM), the reopening date, and the booking link, and emails it to recent clients. It updates the website hours and voicemail the same day, sends a short reminder on December 16, and switches on an email auto-reply during the closure that repeats the reopening date and booking link.
Should I keep online booking open during the closure?
Yes, for post-holiday dates. Many clients book their return visit while they are thinking about it. Just block off the closure dates in your scheduling system so nobody can book while you are away. In SchedulingKit, add date overrides for the closure; the email itself is sent from your own email or marketing tool.
Explore More Resources
Further Reading
- HubSpot: Free Business Templates — Curated collection of professional business templates.
- SCORE: Technology Resources — Free mentoring and guides for small businesses.
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When this isn't for you
This is not for you if you've already built your own template that's working, switching templates often introduces consistency drift across your team. Skip if your existing template gets responses or signs.