Christmas Shutdown Notice Template: Free Letter

A Christmas shutdown notice template helps employers communicate one of the most common year-end issues clearly: when the business is closing, whether staff must take annual leave, and what happens if employees do not have enough holiday left. Acas says employers can require workers to take holiday on certain dates, such as over Christmas, but they must give advance notice of at least twice as many calendar days as the amount of holiday they want workers to take. citeturn124431search5turn124431search0

This guide explains what a Christmas shutdown letter should say, how holiday notice rules work, and what employers should check before issuing a shutdown notice. It fits alongside the managing annual leave requests UK guide, the UK statutory holiday entitlement guide, the holiday entitlement calculator and the employee handbook generator.

What should a Christmas shutdown notice template include?

A clear letter should state:

• the shutdown dates
• whether the period will be treated as annual leave
• how much leave will be deducted
• what happens for part-time or irregular staff
• what happens if the employee does not have enough leave
• any payroll or timesheet deadlines before closure

Can employers make staff use holiday over Christmas?

Yes. Acas guidance says employers can make workers take holiday when it suits the employer, including during a Christmas shutdown, provided the correct notice is given. GOV.UK also explains that employers can refuse or cancel holiday with statutory notice rules. citeturn124431search5turn124431search0

How much notice is needed for a shutdown?

The general rule is at least twice as many calendar days as the amount of leave the employer requires the worker to take. So if the shutdown uses 5 working days of annual leave, the employer should give at least 10 calendar days' notice. In practice, good employers give much more notice than that because Christmas closures affect childcare, travel and family plans.

Are bank holidays included?

They may be. Acas says employers can include bank holidays within the statutory minimum 5.6 weeks of paid annual leave, unless the contract gives additional paid bank holidays on top. Contracts and the handbook should therefore make clear whether Christmas bank holidays sit inside or outside the total entitlement. citeturn124431search1turn124431search12

What if an employee does not have enough holiday left?

The employer should check the contract and policy. Options may include carrying over contractual leave by agreement, allowing unpaid leave, advancing holiday from the next leave year where lawful and agreed, or handling the period in another clearly documented way. The important point is to explain the approach in the notice rather than deal with it ad hoc later.

Should the shutdown notice be in the handbook too?

Yes. A handbook section on holiday and shutdown periods reduces disputes because staff know the rule well before December. The annual letter then confirms the actual dates and payroll deadlines.

Christmas shutdown notice checklist

Before issuing the notice, check that:

• the shutdown dates are final
• notice is being given in time
• contract wording supports the holiday treatment
• payroll deadlines are included
• the policy aligns with the managing annual leave requests guide
• calculations can be checked with the holiday entitlement calculator

Frequently asked questions

Key takeaways

A Christmas shutdown notice should answer the practical questions before employees ask them: when the business closes, whether annual leave must be used, and how pay and bank holidays are treated. Give plenty of notice, check contract wording first and make sure the handbook supports the annual message. For related help, see the bank holidays 2026 UK guide, the employment contract template UK and use the holiday entitlement calculator.