A holiday calendar announcement email is an annual communication sent by HR to all employees sharing the official list of company-observed holidays for the upcoming year. It includes the total number of holidays, key dates, and a link to the full calendar document or portal.

This email is one of the most anticipated HR communications of the year. Employees rely on it to plan vacations, family events, and personal commitments. A clear, timely holiday calendar announcement reduces the volume of individual enquiries to HR and helps teams coordinate project timelines around known breaks.

Beyond practical planning, the holiday calendar email also reflects the organization's values. Recognising diverse cultural and religious holidays, providing adequate time off, and communicating the calendar transparently all contribute to a positive employer brand and an inclusive workplace culture.

Publishing the holiday calendar is a straightforward task, but the communication around it matters more than most HR teams realise. A well-crafted announcement email sets the tone for the year, demonstrates organizational planning, and gives employees the information they need to plan ahead.

Without a template, the announcement may be inconsistent year over year, miss important details like coverage expectations or floating holiday policies, or fail to direct employees to the right resource for the full calendar. A standardised template ensures every annual announcement includes all necessary information.

The email also serves as an opportunity to remind employees about leave planning best practices. Encouraging early planning around holiday periods prevents the last-minute scramble that often occurs when multiple employees try to extend long weekends at the same time. SHRM data shows that organizations with clear, early holiday communication have fewer leave conflicts and better team coverage planning.

This holiday calendar announcement email template provides a complete communication that delivers the calendar with context and practical guidance.

The email includes the calendar year, the total number of official holidays, a link to the full calendar document or portal, notes about office closure expectations, guidance for roles requiring holiday coverage, encouragement to plan leave around holidays for extended breaks, and contact information for policy questions.

The Modern tone includes a structured quick-reference box with the year, total holidays, and calendar link for easy scanning. The Friendly tone adds enthusiasm and practical tips like strategic leave planning around long weekends. The Formal tone maintains a traditional corporate communication style.

Choose your tone and fill in the calendar year, total holidays, and calendar link. The template handles the rest, including context about coverage expectations and encouragement for proactive planning.

Send this email at the start of the calendar year or, ideally, in the last month of the preceding year so employees can begin planning. Include a direct link to a downloadable calendar or an online portal where the holidays are listed with dates and descriptions.

Copy the email into your company-wide email distribution or internal communications platform. Download as PDF for posting on notice boards or shared drives. This free template from Hyring ensures your holiday calendar announcement is professional, complete, and engaging.