A Christmas shutdown announcement sets clear expectations about when the business closes, which days employees must use annual leave for, and what happens with public holidays. In both the UK and Australia, employers have the right to direct employees to take annual leave during a shutdown period — but the rules around notice, public holidays, and employee choice differ between the two countries.
Key Takeaways
- UK employers can require employees to take annual leave during a shutdown by giving notice of at least twice the length of the shutdown period.
- Australian employers can direct employees to take annual leave during a shutdown if the award or agreement permits it, or if the employee has excessive leave balances.
- Public holidays (Christmas Day, Boxing Day, New Year’s Day) fall within the shutdown but do not count against the employee’s annual leave entitlement.
- Employees with insufficient annual leave balance may need to take unpaid leave or agree to advance leave.
- The announcement should be sent at least 6-8 weeks before the shutdown — earlier for employees who need to make travel or childcare plans.
Template 1: UK Christmas Shutdown Announcement
For UK employers who close between Christmas and New Year.
Subject: Christmas Shutdown 2026 — Key Dates and Arrangements
Dear Team,
As we approach the festive period, I'm writing to confirm the arrangements for this year's Christmas shutdown.
**Shutdown period:**
The office will be closed from [Closing Date and Time] and will reopen on [Reopening Date and Time].
**Annual leave requirement:**
You will need to use [X] days of your annual leave entitlement to cover the shutdown period, broken down as follows:
| Date | Status |
|---|---|
| [Date — e.g. Wed 23 Dec] | Annual leave (policy directs you to take leave) |
| [Date — Thu 24 Dec] | Annual leave (policy directs you to take leave) |
| [Date — Fri 25 Dec] | Public holiday — does not count as annual leave |
| [Date — Sat 26 Dec] | Public holiday — does not count as annual leave |
| [Date — Mon 28 Dec] | Bank holiday (substitute) — does not count as annual leave |
| [Date — Tue 29 Dec] | Annual leave (policy directs you to take leave) |
| [Date — Wed 30 Dec] | Annual leave (policy directs you to take leave) |
| [Date — Thu 31 Dec] | Annual leave (policy directs you to take leave) |
| [Date — Fri 1 Jan] | Public holiday — does not count as annual leave |
**If you don't have enough annual leave remaining:**
If your remaining annual leave balance is less than the [X] days required for the shutdown, you may take unpaid leave for the difference or [advance leave from next year's entitlement / use TOIL]. Please speak to your manager to agree the arrangement.
**Working during the shutdown:**
The office will be closed and no work is expected during the shutdown period. If your role requires essential coverage during this time, your manager will discuss this with you separately.
**Deadline for bookings:**
Please book your Christmas leave in [system name] by [Date — e.g. 1 December].
If you have any questions, please speak to your manager or [HR Contact].
Wishing you a restful break.
Best regards,
[Your Name]UK employers can direct employees to take annual leave during the shutdown under the Working Time Regulations 1998 — the notice required is twice the length of the directed leave. For a 3-day directed period, 6 days’ notice is sufficient, but best practice is to give 6-8 weeks.
Template 2: Australian Christmas Shutdown Announcement
For AU employers — includes leave loading and award-specific considerations.
Subject: Christmas Shutdown 2026-2027 — Key Dates and Arrangements
Dear Team,
This is the announcement for this year's Christmas and New Year shutdown period.
**Shutdown period:**
The office will close from [Closing Date] and reopen on [Reopening Date].
**Annual leave requirement:**
You will be directed to take [X] days of annual leave to cover the shutdown dates that are not public holidays. This is permitted under [your award / enterprise agreement / the Fair Work Act] where the direction is reasonable.
| Date | Status |
|---|---|
| [Date] | Annual leave (directed) |
| [Date] | Public holiday — does not count as annual leave |
| [Date] | Public holiday — does not count as annual leave |
| [Date] | Annual leave (directed) |
**Leave loading:**
If you take annual leave during the shutdown, you will receive the applicable [leave loading](/blog/leave-loading/) of [17.5% / as per your award] on your annual leave pay, in accordance with [award/agreement name].
**If you don't have enough annual leave:**
If your balance is insufficient to cover the directed leave period, you may:
- Take **unpaid leave** for the difference
- **Advance leave** from your next year's entitlement (if your manager agrees)
- Discuss **alternative arrangements** with your manager
**Employee choice:**
If you would prefer not to take annual leave during the shutdown and wish to discuss alternative arrangements, please speak to your manager by [Date]. Under the Fair Work Act, a direction to take annual leave must be reasonable.
**Please book your leave in [system name] by [Date].**
Best regards,
[Your Name]In Australia, the Fair Work Act 2009 allows an employer to direct an employee to take annual leave if the direction is reasonable — and particularly relevant during a shutdown. However, some awards and enterprise agreements have specific rules about shutdowns. Check your applicable award before implementing.
Template 3: Christmas Shutdown — Employees With Insufficient Balance
For employees who don’t have enough annual leave to cover the required days.
Subject: Christmas Shutdown — Your Leave Balance
Dear [Employee Name],
As announced in our Christmas shutdown communication on [Date], the office will be closed from [Start Date] to [End Date]. You are required to take [X] days of annual leave to cover this period.
Your current annual leave balance is [Y] days, which is less than the [X] days required for the shutdown.
You have the following options:
1. **Take unpaid leave** — [Z] days of the shutdown period would be unpaid
2. **Advance leave** — borrow from next year's entitlement (requires manager approval)
3. **Work alternative dates** — [only if the business can accommodate this]
4. **A combination** of the above
Please let [Manager Name] know your preferred option by [Date].
If you have any questions or would like to discuss further, please let us know.
Best regards,
[Your Name]Template 4: Christmas Shutdown — Early Notification (8+ Weeks Before)
For employees who need to plan travel or childcare. Send this well in advance of the formal announcement.
Subject: Save the Date — Christmas Shutdown 2026
Hi Team,
A quick advance notice — this year's Christmas shutdown will run from [Start Date] to [End Date]. Please keep these dates in mind when making holiday plans.
A full announcement with annual leave requirements and booking instructions will follow by [Date].
In the meantime, you can view the [public holiday dates](/blog/christmas-shutdown-annual-leave-process/) for the period.
Best regards,
[Your Name]An early “save the date” message reduces the risk of employees booking leave outside the shutdown period and then being unable to take enough leave overall.
Legal Context — UK vs Australia
UK (Working Time Regulations 1998):
- Employer can direct annual leave with notice equal to twice the leave period
- Public holidays within a shutdown do not count towards annual leave
- Employees with insufficient leave can take unpaid leave or agree an advance
- The 5.6-week statutory entitlement still applies — the shutdown cannot reduce it
Australia (Fair Work Act 2009):
- Employer can direct annual leave if the direction is reasonable
- Awards and enterprise agreements may have specific shutdown provisions
- Reasonableness factors include the employee’s personal circumstances, the period of notice, and the length of the shutdown
- See our annual leave entitlements Australia guide for full details
For more on the UK rules, see our Christmas shutdown annual leave process guide.
FAQ
How much notice do I need to give for a Christmas shutdown?
In the UK, at least twice the length of the directed leave period. In Australia, what is “reasonable” depends on the circumstances. Best practice in both countries is 6-8 weeks’ notice. Some awards in Australia specify a minimum notice period for shutdowns.
Can I force employees to take unpaid leave during a shutdown if they have no annual leave remaining?
Not without agreement. If the employee has insufficient annual leave, you need their agreement to take unpaid leave or advance leave. The alternative is to keep the business open for those employees — which may not be practical.
Do public holidays within the shutdown count as annual leave?
No. Public holidays within the shutdown period are separate from the annual leave directed days. In both the UK and Australia, public holidays do not reduce the employee’s annual leave entitlement.
What about casual employees during a shutdown?
Casual employees are not entitled to paid annual leave. During a shutdown, they simply do not work and are not paid. However, casual employees who have regular and systematic shifts may have other rights.
Can an employee refuse to take annual leave during a shutdown?
In the UK, the employer has the right to direct when annual leave is taken, so refusal is generally not an option. In Australia, the employee can contest a direction on the grounds that it is not reasonable. The Fair Work Commission can hear disputes about unreasonable leave directions.