How to prep your biz for holiday downtime (without ghosting your customers)
The end of the year has a way of arriving quietly and then all at once. Suddenly it’s mid-December, half your clients are signing off, and you realise you still need to update your hours, fix your out-of-office, and make sure customers aren’t left guessing while you take a well-earned break.
Downtime is important. Clear communication is too. And you can definitely have both if you set things up before you switch off.
Here are a few simple ways to prepare your business for the holiday slowdown so everything feels organised, calm, and aligned with your brand voice.
1. Your out-of-office message should be branded & helpful
Your out-of-office reply isn’t just admin. It’s a small but important moment of communication, and it should sound like your brand while also being clear and useful.
The tone you use will depend on your business, your audience, and the relationship you have with them. A therapist’s OOO will look very different from a copywriter’s, which will look different again from a customer support team’s. The key is to match the tone of voice people already expect from you.
At the very least, your OOO should tell people:
when you’re away
when you’ll be back
what they should do in the meantime
If your business is completely closed over Christmas, be upfront about it and let customers know what that means for them. Offer an alternative action if one exists (a link to FAQs, an emergency contact, or the date when support resumes). This avoids frustration and shows you’ve thought about their needs, not just your schedule.
If you’ll simply be slower to respond, say that too. It’s normal at this time of year, and people appreciate honesty far more than radio silence.
A simple, human version might look like:
“Thanks for your message. We’re offline from December 22 to January 2. We’ll reply once we’re back.”
If your tone is usually more conversational, you can keep it conversational. If you’re usually more formal, keep it polished. The goal is consistency. Your OOO should feel like it was written by you, not copied from a template.
2. Add a Simple Website Banner With Your Holiday Hours
Your website is often the first place people go when they’re unsure if you’re open, so a simple banner or notice can save everyone time and confusion. The goal here is to set expectations upfront so customers don’t have to guess, chase, or wait for information.
Your banner doesn’t need to be long. It just needs to tell people what’s changing and how it affects them. Something straightforward works well:
“We’re taking a short break from December 22 to January 2. Orders and enquiries will be handled when we return.”
If you run a product-based business, take a moment to update your shipping timelines too. People shop differently in December, and delivery cut-offs matter. A quick line such as: “Order by December 18 for pre-Christmas delivery” can prevent the classic last-minute panic message.
If you’re in a service-based business, you can adapt the message to match your availability:
Slower response times
Pause in bookings
Limited support hours
Trust me, this small update does a lot of heavy lifting by keeping communication transparent and making your customers feel considered.
3. Keep a Light Presence (Without Actually Being Online)
December isn’t the moment for big launches or complicated campaigns unless your business depends on seasonal sales. Attention spans dip, inboxes get crowded, and most people are mentally halfway out the door. A light, steady presence is more than enough.
If you’re a solo business owner or part of a small team, taking proper time off is essential. You shouldn’t feel like you need to stay “on” to stay relevant. With a bit of planning, you can log off fully and still show signs of life to your audience.
Scheduling a few simple touchpoints can keep you in your customers’ wavelength without you lifting a finger during your break.
A few ideas:
A short email thanking customers for their support this year
A social post sharing your final working day
A simple note about when you’ll return and what to expect
A gentle “year in review” message if you have something meaningful to share
A little scheduling now buys you genuine downtime later and your January self will thank you for it.
4. Update All the Touchpoints Customers Might Check
Once you’ve set your hours and availability, make sure the same message appears everywhere a customer might look. It sounds basic, but it’s one of the easiest steps to overlook, especially when you’re trying to wrap things up before the break.
Spend a few minutes reviewing your key touchpoints so nothing contradicts anything else. Consistency builds trust, and mixed messages create avoidable friction.
Places to update include:
Your Google Business Profile
Social media bios or pinned posts
Chatbot replies or auto-DMs
Your contact page or help desk
Any booking forms or calendar links
Your FAQ page, if hours or turnaround times change over the holidays
If one channel says you’re closed, another says nothing, and another still promises 24-hour replies, customers won’t know what to expect. Clear, consistent messaging across all touchpoints solves that immediately.
If more than one person communicates on behalf of your business, make sure everyone is on the same page about:
Holiday hours
Tone of voice
What to say to customers if something comes in during the break
Who is responsible for what, if anyone is checking in lightly
This avoids situations where one reply feels friendly and another feels alarmingly corporate.
5. Set Yourself Up for a Smooth January
Coming back after a break is always a bit disorienting. The first day often disappears into figuring out what you were doing, what’s still waiting, and where to even start. A little prep now can make your return feel organised rather than overwhelming.
Before you log off, take a moment to set up a gentle landing pad for your future self:
Make a short, realistic list of your top priorities for January
Draft a simple “We’re back” message or update so you’re not writing it half-awake on your first morning back
Organise or wrap any half-finished projects so they don’t follow you into the new year
Set reminders for anything time-sensitive, especially renewals, deadlines, or launch prep
These small actions don’t take long, but they make a noticeable difference. You start January with clarity instead of catch-up mode, which is a much calmer place to begin a new year from.
The takeaway
Holiday downtime should feel like real downtime, not something you need to justify. Clear communication helps you set boundaries, keep customers informed, and show that your brand is still considered even when you’re offline. A few simple updates and a consistent tone across your touchpoints can make your break feel calmer, and they’ll make January a much easier month to walk back into.
