How to Make a Holiday Closing Announcement to Customers

holiday-closing

Even the most dedicated small business owners want to take a vacation during the holidays. But with more and more businesses choosing to stay open during the holidays in order to maximize sales, it can be tough to make a holiday closing announcement to customers.

Therefore, if you do decide to close down during the holiday season, you should choose to do so in a thoughtful manner. In this guide, we’ll show you how to make a holiday closing announcement to customers, as well as a checklist of items you should cover before heading off.

Let’s get started.

Crafting a Holiday Closing Announcement to Customers

Customers need to know that you’re closing down for the holidays. Otherwise, you face being bombarded with emails and phone calls about your availability. Even worse, not keeping your customers in the loop can hurt the relationships you’ve worked so hard to build.

You can avoid all of this by crafting a simple, thoughtful, respectful, and festive message to your customers, which can be delivered via your business’s preferred communication method (email, text, snail mail etc.). Whatever way you choose to deliver the message, make sure it has the following components:

  • The exact dates your business will be closed.
  • If a customer does reach out, explain how long they will have to wait to receive a response.
  • Reassure them that you will reply to their message as soon as you are available again.

Make sure you send out this message at least two weeks before you close down for the holidays, so your customers will have ample time to prepare beforehand. If your company ships products, inform the customer how long it will take their order to be fulfilled during this period. Furthermore, if you operate a brick-and-mortar business, we recommend putting a sign in your window informing customers of your closure schedule.

If you’re the type of business owner who doesn’t like to go complete off the grid, even during the holidays, you can choose to include some additional information in your holiday closing announcement, including:

  • A phone number or email where you can be reached.
  • The contact information of another individual that can respond to their inquiry during your absence.
  • If a matter is of dire importance, you can tell the customer that you will respond to emails marked “URGENT” in the subject line.

Holiday Closing Announcement Example

You’re holiday closing announcement to customers should include your own personality, as well as your business’ branding. Now that you know the criteria that make up a good holiday closing announcement to customers, let’s look at an example. Hopefully this example can provide you with a little inspiration:

“Hello [CUSTOMER NAME]

We hope you are enjoying this holiday season as much we are. Since the holidays are meant for spending meaningful time with close family and friends, we are preparing close up shop for the season. We hope you will enjoy the holiday festivities as much as we will, and come visit us again once we return. Please find our holiday closure schedule below:

[COMPANY] will be closed from [DATE] to [DATE] during the holidays.

If this is an urgent matter, please contact [NAME] at [PHONE NUMBER] or send an email to [EMAIL] and include the word “URGENT” in the subject line.

We apologize in advance for any inconvenience our absence may cause, and appreciate your understanding.

Happy holidays from all of us at [COMPANY]

Sincerely,

[NAME]”

Feel free to make your message more lighthearted, or more formal—whichever you think matches your business’s brand voice. But regardless of how you craft your message, make sure you send out a message free of typos and grammatical errors.

If you’re planning on sending a holiday closing announcement to customers via email, be sure to check out our guide to email marketing.

Holiday Closing Checklist

Notifying your customers of your business’s closure is only one piece of the puzzle. There are many other tasks to accomplish before you head out to ensure you can enjoy a relaxing vacation without being disrupted by business matters.

So before you head out on that (much deserved) holiday vacation, be sure to check the following items off your to-do list:

1. Plan Your Vacation Accordingly

For some businesses, closing up during the holiday season might not be the right move—especially if you’re in an industry that is in high demand during the holiday season (retail, logistics etc.). If staying in business makes the most sense for your bottom line, consider postponing your vacation until after the holidays have passed.

2. Reschedule Appointments and Deliveries

If your business delivers products to customers, make sure you make the appropriate arrangements to guarantee the product will arrive while you are away. And, of course, remember to reschedule any meetings or appointments you may have with clients, partners, and customers.

3. Meet All Pre-Vacation Deadlines

Just because the holidays are arriving, it doesn’t mean you can shirk your responsibilities as a business owner. Be diligent about completing all projects and meeting all obligations before you leave.

4. Pay Off Any Outstanding Debts

If you can pay off any outstanding debts before heading on vacation, you should. Especially if they are due while you’re away. If you can’t pay them off before you leave, set a reminder to pay them on the day they’re due.

5. Make Sure Your Cash Flow is Stable

You don’t want to face a cash flow shortage while you’re out of town. If you can foresee this being a problem while you’re away, consider applying for a line of credit.

6. Give Your Employees a Holiday Bonus

If you can afford to give your employees a little bonus for the holidays, you should. It shows your appreciation, and allows you to close up on a good note.

7. Make Sure Your Website Is up to Snuff

Your customers will likely still be using your website while you’re away, so make sure it’s prepared for them. If you’re an ecommerce merchant, make sure you have inventory available to be shipped. If customers have the ability to contact you through your website, make sure your holiday closing announcement is automated, so that they will receive it right away when they reach out.

8. Make Your Brand Visible Even While You’re Away

Keep your business top of mind, even while it’s closed for the holidays. To do this, schedule emails and social media posts for your customer list and followers.

9. Lock Up Shop

If you operate a brick-and-mortar business, lock it up! Let security guards or office managers know that you won’t be coming in during the holidays. Back up any business information on a hard drive that you don’t want to lose while you’re away. Turn off all office equipment, as well as your heater or air conditioner, and make sure your security alarm is set.

And that’s it! Now you’re ready to unplug and enjoy some much needed vacation time.

Let Customers Know When You Close, and They’ll Return When You Reopen 

Now you know how to make a holiday closing announcement to customers, and how to close up shop so you can enjoy some R&R without any business-related stress. You work hard, and deserve a break every now and again. Just make sure you go about it the right way.

Want more?

DOWNLOAD “THE SMALL BUSINESS OWNERS’ HOLIDAY CHECKLIST” HERE

Matthew Speiser

Matthew Speiser is a former staff writer at Fundera.

He has written extensively about ecommerce, marketing and sales, and payroll and HR solutions, but is particularly knowledgeable about merchant services. Prior to Fundera, Matthew was an editorial lead at Google and an intern reporter at Business Insider. Matthew was also a co-author for Startup Guide—a series of guidebooks designed to assist entrepreneurs in different cities around the world.

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