Establish a Christmas Time-Off Policy That Works

December is a busy month for many businesses. Customers want things done before the end of the year, suppliers have limited availability and at the same time many people on your team would like a few days off for Christmas. Without a clear time off policy, you may end up juggling last minute requests, disappointing people and worrying about being short staffed.

Annual leave is not just a nice extra. It is a legal requirement in many countries and an important part of employee wellbeing. The Chartered Institute of Personnel and Development, one of the world’s largest and oldest HR associations, describes annual leave as both a contractual right and a key factor in supporting health and motivation. A fair policy keeps you compliant, supports wellbeing and makes December more manageable for everyone.

Why Christmas leave feels harder every year

The holiday season often brings more work and less capacity at the same time. HR professionals note that year end demand, last minute customer requests and staff absences can combine to create serious pressure and the risk of burnout.

For small and medium sized businesses this pressure is very real. If one or two people are off, you feel it immediately. When there is no agreed process for Christmas leave, decisions can feel ad hoc and unfair. People remember who had Christmas off last year. They also notice when they hear a refusal only once planning is finished, which makes the process feel predetermined rather than fair.

A good December policy answers three questions upfront:

1. How many people can be off at the same time

2. How requests are prioritised

3. When everyone needs to decide and plan

Step 1: Set clear Christmas rules in plain language

Start by deciding your non negotiables. For example, you may need a minimum number of people in certain roles between Christmas and New Year or you may close for a set period.

Be transparent about how you choose between competing requests. Common options include first come first served, rotation so the same person is not always working Christmas or priority for people who covered key days last year. Pick a method and stay with it. Predictability feels fair, even when someone does not get their first choice.

Step 2: Bring planning forward

Most December stress comes from late decisions. Set an internal deadline for Christmas requests, for example the end of October, and communicate it early. Ask managers to discuss it with their teams so people start thinking about their plans.

The earlier you know who wants which days, the easier it is to balance business needs with personal plans. It also gives you time to arrange cover, adjust opening hours or spread work more evenly across the month.

Step 3: Make the process visible to everyone

A policy only works if people can see it in practice. Put your Christmas rules somewhere easy to find and remind people each year. Make sure employees can see which days they have booked and which are still pending so they are not chasing HR for updates.

When you confirm or decline requests, explain briefly why. For example, “We already have the maximum number of people off on this day” or “Employees who worked Christmas Eve last year receive priority this year.” A short explanation helps maintain trust.

In simple terms, the idea behind a better Christmas time off policy is clear. Agree on straightforward rules, ask people early and let everyone see how decisions are made. You reduce stress, stay compliant and make the festive season feel fairer for everyone.

Find Out More

TimeMoto Cloud helps you put this into practice by bringing holiday requests, approvals and schedules together in one clear online system. Employees request their Christmas leave themselves, managers see clashes and capacity at a glance and HR keeps a complete record for compliance and future planning. Try TimeMoto Cloud for free at www.timemoto.com/free-trial.