Setting Boundaries for the Holidays: Out-of-Office Messages, Policies, and Legal Prep

The holiday season is meant to feel restful, but many health and wellness practitioners struggle to switch off. Clients message at odd hours, cancellations increase, and admin tasks still pile up. Without clear boundaries, your break can feel just as busy as your work weeks.

A little preparation before the year ends can help you protect your time, your energy, and your business. Healthy boundaries are not about being strict. They are about creating clear, kind expectations that support you and your clients.

 

A supportive out of office message

Your out of office email is one of the simplest ways to reduce pressure during your holiday. When clients know you are away, when you will return, and how communication works during your break, they are far less likely to expect immediate responses.

Here is a script you can use or adapt:

Out of Office Email Script

Hi there,

Thank you for your message. My clinic is now closed for the holiday period and I will be offline until [date].

All emails and messages will be reviewed once I return. Bookings can still be made through [booking link] and you can find common questions answered at [FAQ or website link].

I look forward to supporting you when I am back in the clinic.

Warmly,

[Your name]

This one simple message does a lot of heavy lifting. It protects your rest time, keeps clients informed, and removes the worry that you need to reply while you are away.

 

Let your policies speak for you

The end of the year often brings last minute changes and refund requests. If your cancellation and refund rules are unclear, misunderstandings can happen easily.

Your Terms of Sale should already explain:

• How cancellations work
  
• What notice periods you require
  
• When refunds apply
  
• How payment plans are managed
  
• How communication is handled
  

If these terms no longer match how your clinic operates, updating them now can save you from uncomfortable conversations later.

You only need one template to fix this. The Legally Healthy Terms of Sale Template gives you clear, ready to use wording that supports firm yet fair boundaries for refunds, cancellations, rescheduling, and communication. It also contains refund wording that is compliant with Australian Consumer Law. 

 

Send a gentle holiday reminder 

Even the most loyal clients forget policies when life gets busy. A short message sent a week or two before your break can reduce confusion later.

You can send a simple note like:

Holiday Reminder Script

Hi [Client],

A quick update to let you know I will be on holiday from [date] to [date]. Please book ahead if you need a session before the break. Usual notice periods for cancellations still apply, and all messages will be replied to once I return.

Thank you for your support this year. I hope you have a restful holiday season.

[Your name]

This kind of reminder is friendly, sets expectations, and reduces last minute panic bookings.

 

Additional tips

You might also want to reach out to your regular clients and rebook them for after your holiday period, so they can rest easy knowing they are booked in and can save any questions they have for appointment. 

You may also wish to send a holiday themed newsletter or email reminding your clients of clinic closure dates, supplier closure dates (ie cuts off to order supplements if done through third parties) , lab closure dates if you do a lot of functional testing etc. Clients are less likely to panic and contact you over the holidays if they are given plenty of notice to stock up on their supplements, rebook their next follow up and get their samples in for any recommended testing.

 

Make your communication boundaries visible

Even if your policies are clear, clients benefit from seeing them in a few places. You can weave short reminders into your email signature, booking confirmations, or even your social media bio during December.

You can use a line like:

Short Communication Boundary Script

Please allow up to [timeframe] for replies. Messages received outside business hours may be answered the next business day.

This small sentence removes pressure from both you and your clients.

 

Do a light tidy before switching off

You do not need a huge end of year admin day, but tying up a few loose ends helps you step into your break with a clear mind. You might check for any outstanding invoices, send the last few results or summaries, or tidy up open conversations so nothing lingers in January. It is not about perfection. It is about lightening your mental load.

If you realise your website still does not mention your consent wording or policy links, the Legally Healthy Privacy Policy Template can help you communicate how client information is collected and used, especially if you run pop ups, booking forms, or email sign ups.

 

A calm end to the year

Clear boundaries are one of the kindest things you can put in place for yourself. They help you honour your need for rest and give your clients clarity, which actually strengthens your professional relationship.

You do not need to overhaul your whole clinic. A clear out of office message, visible policies, and a quick refresh of your Terms of Sale can shift the way your holiday feels.

If you ever need support choosing the right document or updating your communication for the new year, I am here to help. Book a free chat here.