Image from Bohemian Traders via Flaunter

As the Christmas and New Year period approaches, many of us take time off to recharge, celebrate and spend time with loved ones. Whether you’re stepping away for a well-deserved holiday break or gearing up for a busy year ahead, one small but essential task can make a big difference: setting up your Out-of-Office (OOO) email.

A well-crafted OOO message isn’t just a courtesy – it’s a smart way to manage expectations and maintain professionalism while you’re away. It lets colleagues, clients and media contacts know when you’ll be back, how urgent matters will be handled, and where they can find support in the meantime. In short, it keeps communication clear and your brand reputation intact.

So, before you switch off and dive into the festivities, here’s what to include in your OOO email to keep things running smoothly over the holiday season.

1. Clear Subject Line

Start with a subject line that clearly communicates your holiday absence. Something like:

“Out of Office: [Your Name] - Holiday Break”
“Away for the Holidays: [Your Name]”
“Out of Office: [Your Name] - Back in [Year]”

A straightforward subject sets the right tone and immediately informs the recipient of your absence.

2. Specify the Duration of Your Absence

Let people know exactly when you’ll be away and when they can expect a reply. For example: “I am out of the office for the holiday season and will return on [Date].”

If your return is flexible, it’s helpful to add: “I will respond to your email as soon as possible upon my return in the new year.”

This helps manage expectations and prevents follow-up emails asking about your availability.

3. Offer a Brief Holiday Greeting

It’s the season of goodwill, so including a short holiday greeting adds a personal and festive touch. Consider something like: “Wishing you a joyful holiday season and a happy New Year!”

This shows that you're embracing the spirit of the season while maintaining professionalism.

4. Alternative Contacts

For any urgent matters that require immediate attention, provide a point of contact. This ensures that important inquiries aren’t left unanswered. Example: “For urgent matters, please contact [Colleague’s Name] at [email@example.com] or [phone number].”

If your team is off as well, mention that and provide the best alternative for assistance, such as a general team email or customer service line.

5. Set Expectations for Response Time

Let people know when they can expect to hear from you. During the busy holiday period, response times might be slower, so setting clear expectations is crucial: “I will respond to your email as soon as possible after returning on [Date]. Please note that response times may be delayed due to the holiday period.”

This helps avoid frustration and gives people a realistic idea of when to expect a reply.

6. Professional Tone with a Festive Twist

While the holiday season invites a bit of casual cheer, remember to maintain a professional tone in your message. Keep it concise, polite, and clear. Balancing professionalism with a festive greeting ensures your message is both courteous and fitting for the season.

7. Additional Information for the New Year

If there are any changes to your schedule in the new year or important updates for clients or colleagues to know, this is a good time to share them. For instance: “I will be back in the office on [Date] and available for meetings and project discussions in the new year.”

This helps people plan their communication with you accordingly, knowing that you may have a full schedule when you return.

8. Include a Link to Your Flaunter Press Centre

Want your OOO email to keep working for you even while you’re sipping cocktails by the beach? Add a link to your Flaunter press centre. This is a game-changer for brands and PR teams because:

Got a journalist chasing a high-res image? Refer them to Flaunter.

Got a creator wanting to request a sample for the new year? Refer them to Flaunter.

Got a stylist chasing a last-minute pair of earrings for a Vogue shoot? Refer them to Flaunter.

Your press centre acts as an always-on resource for media, giving them instant access to your imagery, product details and brand assets – no back-and-forth emails required. It’s the easiest way to stay visible and ready for coverage while you’re away.

Not on Flaunter yet?

Sign up for our free 2-week trial, or reach out to our team at hello@flaunter.com to schedule a complimentary demo call. We’ll help you make the most of your press centre—just in time for the OOO season!

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Subject: Out of Office: Jane Doe - Holiday Break

Hello,

Thank you for your email. I am currently out of the office for the holiday season and will return on [Date]. During this time, I will have limited access to my email.

Wishing you a joyful holiday season and a happy New Year!

For urgent matters, please contact [Colleague’s Name] at [colleague@example.com] or [phone number].

I will respond to your message as soon as possible upon my return. Please note that response times may be delayed due to the holiday period.

Best regards,
Jane Doe

-

A thoughtful Out-of-Office email during the Christmas and New Year period not only helps manage expectations but also adds a personal touch to your professional communication. By being clear about your absence, offering alternatives for urgent matters, and wishing recipients well for the holidays, you can ensure that everyone is informed and feels valued, even while you're enjoying your well-earned break.

How to Write the Perfect Out-of-Office Email This Holiday Season