The holidays are almost here, and you can practically feel the festive buzz in the air! But before you can kick back with a braai, feel the sun on your skin, or splash in the waves, there’s some office prep to tick off the list. With our handy checklist, you can rest assured that you’ve got everything covered and you can enjoy your break without those “Did I forget something?” moments.

1. Set Up a Friendly Auto-Reply

Your email auto-reply is like leaving a note on the door saying, “Sorry, we’re at the beach!” It’s also the first point of contact for anyone trying to reach you, so keep it informative and professional.

Your auto-reply should include:

• A friendly holiday message (bonus points for some South African flair, like “Happy holidays! Wishing you a lekker festive season!”).
• Have clear closure dates (“Our office will close on 13 December at noon and we will reopen on the 6th of January”).
• Reopening details so people know when to expect responses.
• Alternative contact details for emergencies.

For example:
Subject: Out of Office: Festive Break

Dear [Customer],

Thank you for your email. Please note that our office will close, for the festive season, on 13 December at noon and will reopen on 6 January at 8 am. We will attend to your email as soon as operations resume.

For urgent matters, kindly contact [Name] at [alternative contact info]. For all other inquiries, we look forward to assisting you in the New Year.

Wishing you a joyful holiday season and a prosperous New Year.

Kind regards,
[Your Team]

2. Record a Holiday Voicemail Message

Just like your auto-reply, your voicemail greeting should let people know what’s going on—and it’s a great opportunity to add a bit of festive cheer.

Include:

• Your closure dates and reopening info.
• Emergency contact details if needed.

Sample script:
Hi, you’ve reached [Your Company]. We're closed for the festive season and will be back on duty on he 6th of January. If it’s urgent, please contact [Name] on [Phone Number]. Otherwise, leave us a message, and we’ll get back to you in the New Year. Have a fantastic festive season!

3. Update Your Website and Social Media

Make sure your customers and clients know your holiday plans by updating all your digital platforms:

• Add a banner or notice on your website with closure dates and emergency contacts.
• Use your social media accounts to share a festive announcement:
  Example: 🎄 We’re taking a well-deserved break! Our office will close on 13 December at noon and reopen on 6 January at 8am. Thanks for an amazing year—see you in 2025!
• Tip: Pin your social media post to the top of your feed for easy visibility.

4. Share Alternative Contact Details

If there’s someone available for emergencies, let your clients know how to reach them.

• Designate a team member (or external service provider) to handle urgent matters during the holidays.
• Provide clear instructions on what qualifies as "urgent" to manage expectations.

Example:
"For urgent matters that cannot wait until our office reopens—such as service interruptions, payment issues, or critical support needs—please contact Sipho on 0XX 123 4567 between 10:00 and 16:00. All non-urgent queries will be addressed when we return on 6 January."

5. Plan Ahead with Automation

Take advantage of scheduling tools to keep things running smoothly:

• Social Media Posts: Use platforms like Hootsuite or Meta Business Suite to schedule holiday greetings or promotions in advance.
• Invoices and Payments: Automate any billing due over the holidays to avoid delays.
• Client Reminders: Send a final email reminding clients of your closure and any outstanding deadlines.

6. Secure the Office

If your office will be empty, double-check your security measures:

• Test your alarm system and ensure it’s armed before you leave.
• Unplug non-essential electronics to save energy and avoid load-shedding surprises.
• Lock away valuable equipment or sensitive documents.
• Empty the bins—because no one wants to return to a smelly office!

7. Spread Some Festive Cheer

Before you lock the doors, take a moment to thank your clients and team for their support this year. Send out a festive email, WhatsApp message, or even some personalised holiday cards. It's a heartfelt gesture that leaves a lasting impression.

8. Switch Off and Relax

You’ve done all the prep—now it’s time to relax and enjoy your holiday. Whether you’re lounging by the pool, exploring the Drakensberg, or camping in the Kruger National Park, remember that the office can wait. Soak up some African sun, eat one more slice of melktert, and come back in January ready to make 2025 your best year yet!

Here’s to a safe and joyful festive season!