Closure and holiday announcements: ready-to-use messages and create in 2 minutes
A closure or holiday announcement is a voicemail message played on your telephone answering service to inform callers that no one is available to take their call during a specific period. Unlike a one-off absence message, it applies to a period identified in advance: summer holidays, end-of-year holidays, exceptional closures or unforeseen absences. Without one, callers will be directed to a generic voicemail or left listening to an endless ring tone, with no information about the reason for or duration of the absence.
This guide takes you step by step through the process of creating your own, whatever the occasion: what messages to use when sharing it, dozens of templates to customise, the most common pitfalls, and how to create it in just a few minutes using Voconix.
The 4 essential elements of a closure notice
Whatever the occasion, an effective closure message always contains the same four elements. Omitting even one of them risks frustrating the caller or leading to unnecessary repeat calls.
The reason for the closure
Holidays, temporary closure, trade fair, maintenance: just one word is enough to reassure the caller that the absence is legitimate.
The exact dates
Closing date and, above all, reopening date. Without a clear date for reopening, the caller does not know when to ring back and may turn to a competitor.
An alternative way to get in touch
Email, emergency number, website: an option for enquiries that cannot wait until you return.
A word of thanks
A closing phrase thanking the caller for their understanding, to end the message on a positive note.
Which channels should you use to publicise your closure notice?
A closure announcement can be broadcast across several messages, depending on your call volume and how your organisation is set up. Here’s how to distribute the information across each one.
The answering machine
The most obvious point: if no one answers, the caller must immediately hear the full message, including dates and alternative contact details. This is the message that needs updating as a matter of priority.
The pre-lift-off
If you receive a lot of calls in the days leading up to the closure, add a short version of the announcement in pre-hook to notify the caller before the call is even connected.
Waiting on the phone
If some members of your team remain on call (on-call duty, reduced staffing), telephone hold can remind callers of the dates on which the service is fully closed whilst they are on hold.
IVR
For organisations with several departments, the SVI may direct callers straight to the service that is still operational, or remind them of the return date before offering them the option to leave a message.
15 ready-to-copy scripts for closure and holiday announcements
Tailor these templates to your business and create the corresponding audio file in just a few minutes with Voconix.
Summer holidays
Generic message
«Hello, you’ve reached [Company]. We are closed for the summer holidays from [date] to [date]. We look forward to welcoming you back on [return date]. Thank you for your understanding, and we hope to see you soon.»
Shop / retail outlet
«Welcome to [Shop]. Our shop will be closed for annual holidays from [date] to [date]. Please pop in when we reopen, or in the meantime, take a look at our new arrivals on our website. See you soon!»
Tradesperson on call for emergencies
«Hello, you have reached [Company]. We will be on holiday from [date] to [date]. For any urgent matters during this period, please contact [Name] on [number]. For all other enquiries, please leave a message and we will get back to you when we return.»
Festive season
Christmas and New Year’s Day
«Hello and happy holidays! [Company] will be closed from [date] to [date] for the festive season. We’ll be back in the office on [date]. The whole team wishes you a wonderful end to the year. See you soon!»
With reduced service
«Hello, you have reached [Company]. Our offices will be closed from [date] to [date] for the festive season. A skeleton staff will be available on [number] for emergencies. The whole team wishes you a very happy festive season.»
Professional practice
«Hello, you’ve reached [Name]»s practice. We will be closed from [date] to [date] for the end-of-year holidays. In case of an emergency, please contact [contact]. We wish you a very happy festive season and look forward to seeing you again from [date].”
Long weekends and public holidays
Short break (1 to 2 days)
«Hello, you have reached [Company]. Our offices will be closed on [date] to mark the long weekend for [public holiday]. We will be available again from [return date]. Thank you for your understanding.»
A single public holiday
«Hello, [Company] is closed today [date] due to the public holiday. We will resume normal business as usual tomorrow [date]. See you soon!»
Exceptional closure
Trade fair
«Hello, you’ve reached [Company]. Our team will be away from [date] to [date] to attend the [name] trade fair. Please leave a message and we’ll get back to you as soon as we return on [date].»
Construction or maintenance
«Hello, you have reached [Company]. Our offices will be closed from [date] to [date] due to renovation work. We will be open again from [date]. Thank you for your patience.»
Team building
«Hello, you’ve reached [Company]. Our team is undergoing training on [date]. We’ll be back to take calls from [return date]. Please leave a message and we’ll get back to you as soon as possible.»
Annual closure (manufacturing, construction)
Annual closure of the construction sector
«Hello, you have reached [Company]. As part of our annual closure, our sites and offices will be closed from [date] to [date]. We will resume business on [date]. For any urgent matters, please contact [contact].»
Industrial site
«Hello, you have reached [Company]»s website. Our premises will be closed for collective leave from [date] to [date]. Production will resume on [date]. Thank you for your understanding.”
Unexpected absence
Occasional absence
«Hello, you’ve reached [Company]. We are closed today as a one-off. We’ll be back on [date]. Thank you for your understanding. We look forward to seeing you soon.»
Sick leave or leave for unforeseen circumstances
«Hello, you’ve reached [Company]. Due to an unexpected absence, we won’t be available until [date]. Please leave a message with your contact details and we’ll get back to you as soon as we return.»
Mistakes to avoid in your closure notice
Forgetting to switch back to the normal message on returning
An answering machine that still announces a previous closure gives the impression of a lack of professionalism. With Voconix, keep your usual message in the history and switch back to it with a single click when you return, without having to re-record everything.
Do not specify a specific return date
«We are closed» without a date prompts the caller to turn to a competitor rather than wait in uncertainty. A specific date, even an approximate one, reassures the caller and keeps them on the line.
Do not offer any alternatives in an emergency
For tradespeople, healthcare professionals or those working in critical services, the lack of an emergency contact number means losing customers who cannot wait. An on-call number or a colleague who can take over helps to minimise this loss.
Coming up with the message at the last minute the day before departure
A message recorded at the last minute, in a noisy environment or with hesitation, damages your professional image. Make sure you record it a few days before the shop closes.
Forgetting to close online booking slots
If your business relies on online bookings, do remember to block off time slots during the period of closure to avoid no-shows.
On-hold music and copyright during your closure
If you customise your on-hold music for the period when your business is closed (summer-themed music, festive music), please be aware that SACEM and SCPA royalties may apply if you play commercially available music. Our comprehensive guide to SACEM and SCPA rights sets out the exact amounts based on the number of lines you have, as well as the options that do not incur any charges.
Create your closure notice in 2 minutes with Voconix
No need for a studio or a makeshift recording setup. With Voconix, your closure notice is ready in four steps:
1. Choose a template or write your own text
Adapt one of the 15 scripts above to suit your business, or write your own message to suit the occasion.
2. Choose your usual voice
Use the same voice as in your other messages (pre-hook, answering machine) to ensure consistency even during the closure.
3. Add some music if required
Choose a track from over 10,000 songs to accompany your on-hold message during this period.
4. Download and programme the switch
The file will be ready in 30 seconds. Schedule it to activate and keep your usual message in your history so you can switch back to it as soon as you return, via automatic delivery to your installer.
Voconix
Don’t let any calls go unanswered whilst you’re on holiday
Create your out-of-office message in the same tone as your other messages, schedule it to go live, and switch back to your usual message with a single click when you return. Your first message is free – no credit card required.
Create my closure notice for freeFAQ: Notice of closure and holidays
What should a holiday answering machine message include?
Four key points: the reason for the closure, the exact dates of closure and reopening, an alternative contact number for emergencies, and a thank you to the caller for their understanding.
How long before closing time should the advert be posted?
Ideally a few days before you set off, to avoid last-minute rushes. If you receive a lot of calls, you could even activate it a week beforehand to give your customers plenty of notice.
Should the announcement be played on the answering machine, the pre-pickup message, or both?
Le answering machine is a priority because it is this that conveys the full information. The pre-hook This is a useful addition if you receive a lot of calls just before closing time, so you can let people know straight away.
How do you announce a one-off closure that is not related to holidays?
The same format applies: reason (trade fair, building work, training), specific dates, alternative contact details, and a note of thanks. The only difference from a standard holiday notice is the reason given.
How can I make sure I don’t forget to switch back to my normal voicemail message after the holidays?
Set a reminder in your diary for the day you return to work. With Voconix, you can also keep your usual message in your history and switch back to it with a single click, without having to re-record it.
Should an emergency number be provided whilst the premises are closed?
For roles where urgent matters frequently arise (craftsmen, healthcare professionals, technical services), yes: an on-call number or a colleague on standby ensures that urgent requests are not missed whilst you are away.
How should on-hold music be managed during the festive season or holidays?
You can customise your on-hold music for the occasion. If you play commercially available music, SACEM and SCPA royalties apply: see our dedicated guide for further details.
Is it possible to automate the activation and deactivation of the closing notice?
With Voconix, you create the file in advance and programme it with your installer. This way, you avoid forgetting to switch it on or off.
Which voice should you choose for a holiday announcement?
The same tone as your other business messages, to ensure consistency. The tone can be slightly warmer for a holiday notice than for a standard welcome message.
How do I notify the organisation of an unexpected absence (illness, emergency)?
Keep it simple and reassuring: state that you are away without going into detail about the reason if it is personal, give an estimated return date – even if it is only approximate – and suggest that people leave a message so you can be contacted.
Should we also close the online booking slots?
Yes, if your business relies on booking appointments or click-and-collect services, please block off the time slots corresponding to your closure period to avoid no-shows.
How much does it cost to create a closure notice using Voconix?
The first message is free, with no credit card required. Subsequent packages are tailored to the number of messages you wish to create. See the prices at https://voconix.fr/#tarif.
