How to Prepare Your Business for Vacation (and Actually Take Time Off)
The truth: You deserve to take a break.
It doesn’t matter if you’re heading out for a long weekend or hopping on a flight to the Caribbean—your business should be able to breathe without you.
But if you’ve ever tried to take time off and found yourself glued to your phone “just checking one more email,” you’re not alone.
Most creative small business owners want to disconnect… but the behind-the-scenes systems aren’t set up to let them.
Let’s fix that.
In this post, we’ll walk through exactly how to set up your client communication, inquiries, and notifications so you can actually rest—without leaving anyone hanging.
💌 First up: Handle your leads
Before you head out of office, decide how you’ll communicate with new inquiries.
If your process involves reviewing leads before responding—like checking wedding dates or reviewing details before sending pricing—then you’ll want to adjust your automated response in Dubsado (or HoneyBook, or whatever system you use).
Keep your usual excitement and warmth, but swap the response timing for a clear return date. Something like:
“I’m so excited that you’re interested in working with me! I’m currently out of the office returning on [date]. Once I’m back, I’ll review your inquiry and get in touch with next steps.”
You can even include your pricing guide or services overview so they still get valuable info while they wait.
Remember what Brene Brown says: clear is kind. 🫶
You’re not being rude by saying you’re away—you’re being clear and respectful.
If your process is more automated (for example, if leads can directly book a call), simply block off your calendar during your vacation. That way, no one can schedule while you’re away—and you don’t have to explain a thing.
🪄 Want to make your lead process run even smoother? Check out how to automate your proposal follow-ups in Dubsado.
👋 Then, prep your clients
Your ongoing clients deserve a little heads-up too.
If you have recurring projects or deadlines, let them know a couple of weeks in advance. A short message works perfectly:
“Hey! I’ll be out of the office the week between Christmas and New Year’s. If you need anything ready for early January, please send it my way by [date] so I can wrap it up before I go.”
Giving your clients time to plan makes you look professional and thoughtful—and it helps them stay on schedule too.
As someone who’s worked with a ton of creatives and freelancers, I can tell you: clients respect clear boundaries. Taking time off doesn’t make you less professional—it makes you sustainable.
You’re a better creative (and a better human) when you rest.
✨ Want to keep client projects organized even while you’re away? Read Simplify Client File Sharing with Dubsado and Google Drive.
📬 Next: Set your out-of-office reply
In your Gmail, Outlook, or whatever platform you use, turn on your out-of-office responder.
Something simple works beautifully:
“Thanks so much for your message! I’m currently out of office and will return on [date]. I look forward to getting back to you then.”
Personally, I like to apply this setting to all incoming emails (not just people in my contacts). That way, no one slips through the cracks—especially clients who might reach out unexpectedly.
It’s just one more way to keep things clear, kind, and calm while you’re away.
If you want your autoresponder to connect seamlessly to your client systems, learn how to automatically send reminders for contract signing in Dubsado.
🔕 Finally: Remove notifications from your phone
This is the big one.
Once your clients and leads are prepped, turn off your email and CRM app notifications. Seriously.
Enjoy your time off. Be with your people. Breathe.
If checking in occasionally helps your peace of mind, that’s totally fine—set a boundary that works for you (like a 10-minute check once a day, or every few days).
But try not to respond unless it’s an actual emergency. Everything else can wait. You’ve communicated clearly, and that’s what matters.
You don’t need to be available 24/7 to give an amazing client experience. You need rest, perspective, and space.
👀 Need a little help managing your time before you step away? Try these time management tips for creative entrepreneurs.
🌿 Practical takeaway
Before your next vacation (or even a long weekend), block out an hour to:
- Update your lead autoresponders
- Communicate time-off dates with current clients
- Set your out-of-office email reply
- Turn off your notifications
That’s it. You’ll be amazed at how much lighter you feel heading into your break knowing everything’s covered.
Because here’s the truth: nothing falls apart when you step away. It often runs better when you do.
🫶 Closing
You deserve to rest—without guilt, without panic, and without a mountain of emails waiting to explode when you get back.
Set your systems up right, communicate clearly, and go enjoy your time off. You’ve earned it.
With systems and a touch of magic on your side,
Lauren ✨
✨ Ready to make your business run smoothly—vacation or not?
Schedule a Strategy Call and let’s organize your systems so you can actually enjoy the flexibility you started this business for.
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