Managing a business means staying on top of year-end tasks, and sending effective emails plays a key part in closing things properly. Reaching out to clients, vendors, or staff requires messages that strike the right balance while getting straight to the point.
These email templates help you handle various year-end situations efficiently. Each one serves as a starting point you can adjust to match your specific needs. Here are some proven examples that get results.
Year End Closing Email Samples
These carefully written email templates help you handle different year-end scenarios with clarity and professionalism.
1. Vendor Payment Schedule Update
Subject: Year-End Payment Schedule Changes – Action Required
Dear [Vendor Name],
As we approach the end of the fiscal year, we’re updating our payment processing schedule to ensure all accounts are settled properly. This email outlines key dates and actions needed from your end.
Our accounting department will process the final vendor payments for this year on December 20th. To make sure your invoices are included, please submit all pending bills by December 15th. Any invoices received after this date will be processed in January.
*Key dates to note:
- Last day for invoice submission: December 15th
- Final payment processing: December 20th
- Regular schedule resumes: January 5th*
Please confirm you’ve received this schedule. If you have questions about specific invoices, contact our accounts team at [email].
Best regards, [Your name] [Position] [Company]
2. Customer Account Review Request
Subject: Quick Year-End Account Review Required
Dear [Client Name],
Your business means a lot to us, and we want to make sure your account information stays current. This helps us serve you better as we enter the new year.
*Could you take 5 minutes to check if these details are correct?
- Primary contact information
- Billing address
- Shipping preferences
- Payment methods on file*
If anything needs updating, just reply to this email with the changes. This ensures smooth transactions and timely deliveries in the coming year.
Thanks for your help with this quick check.
Kind regards, [Your name] [Company]
3. Staff Year-End Review Scheduling
Subject: Schedule Your Year-End Performance Discussion
Dear [Employee Name],
The yearly performance reviews are coming up, and we’d like to set aside time to discuss your achievements and growth opportunities. These conversations help us plan your career path and set goals for the upcoming year.
Please choose three preferred time slots between December 10-20 for a 45-minute discussion. Once you send your preferences, we’ll confirm the final schedule.
*The meeting will cover:
- Your key achievements
- Areas for growth
- Goals for next year
- Your feedback about the team*
Looking forward to our discussion.
Best regards, [Your name] [Position]
4. Office Holiday Schedule Notice
Subject: Holiday Office Hours and Year-End Schedule
Dear team,
With the holiday season approaching, here’s our office schedule for the final weeks of December. Please mark these dates on your calendar and plan your work accordingly.
*December schedule:
- Dec 23: Regular hours
- Dec 24-26: Office closed
- Dec 27-30: Regular hours
- Dec 31-Jan 2: Office closed
- Jan 3: Regular hours resume*
For urgent matters during closed days, please contact the on-call team at [phone number]. Regular response times will apply to non-urgent emails when we return.
Thank you for planning ahead.
Best regards, [Your name] [Position]
5. Client Year-End Project Status Update
Subject: Year-End Project Status and Next Steps
Dear [Client Name],
As we near year-end, here’s a quick update on your project status and what to expect in the coming weeks.
*Current status:
- Phase 1: Completed
- Phase 2: 85% complete
- Phase 3: Starting January*
We’re on track to meet all agreed deadlines. The team will continue working through December 22nd before the holiday break. Work resumes January 3rd with no expected delays to the final delivery date.
Would you like to schedule a quick call next week to discuss any questions?
Best regards, [Your name] [Position]
6. Team Goal Setting Preparation
Subject: Prepare for Year-End Goal Setting Meeting
Dear [Team Member],
The annual goal-setting meeting happens next week. To make our discussion productive, please prepare your thoughts on these points:
*Review your current goals:
- Which ones did you achieve?
- What challenges did you face?
- What helped you succeed?*
*Think about next year:
- What skills do you want to develop?
- Which projects interest you?
- How can the team support you better?*
See you at the meeting.
Best regards, [Your name] [Position]
7. Inventory Count Schedule
Subject: Annual Inventory Count – Schedule and Instructions
Dear warehouse team,
The yearly inventory count starts December 28th at 8 AM. This email contains your assigned sections and counting procedures.
*Schedule:
- 8:00 AM: Team briefing
- 8:30 AM: Count begins
- 12:30 PM: Lunch break
- 1:30 PM: Continue counting
- 5:00 PM: Daily review*
Please arrive 15 minutes early for your shift. Bring your employee ID and wear closed-toe shoes. The counting sheets will be at your station.
Thank you for your help with this important task.
Best regards, [Your name] [Position]
8. Customer Appreciation Message
Subject: Thank You for Your Business This Year
Dear [Customer Name],
Your trust in our services made this year special. We’re grateful for the chance to work with you and help your business grow.
*Some highlights from our partnership:
- [Specific achievement]
- [Successful project]
- [Milestone reached]*
To show our appreciation, we’re adding a 10% bonus credit to your account for January orders. We look forward to supporting your success next year too.
Happy holidays to you and your team.
Warm regards, [Your name] [Company]
9. Supplier Contract Renewal Notice
Subject: 2025 Contract Renewal Discussion
Dear [Supplier Name],
Your current supply contract ends December 31st. Based on our positive partnership, we’d like to discuss renewal terms for next year.
*Our purchasing team noted these points for discussion:
- Volume forecasts for next year
- Pricing adjustments if needed
- Delivery schedule updates
- Quality metrics review*
Could we schedule a video call next week to talk about these details? Please suggest some times that work for you.
Looking forward to continuing our work together.
Best regards, [Your name] [Position]
10. Department Budget Review
Subject: Department Budget Review – Year End Summary
Dear [Manager Name],
Please review your department’s budget summary for this year. We need your input before finalizing the books.
*Current status:
- Budget used: 92%
- Major expenses reviewed: Yes
- Outstanding invoices: 3
- Available funds: [Amount]*
Send any final expense reports by December 18th. The finance team needs this information to close the yearly accounts properly.
Thanks for your prompt attention to this matter.
Best regards, [Your name] [Position]
11. Employee Benefits Update
Subject: Important Benefits Changes for Next Year
Dear [Employee Name],
The yearly benefits enrollment period starts soon. Several updates will affect your choices for next year.
*Key changes:
- New health plan options
- Updated dental coverage
- Added wellness programs
- Revised leave policy*
The enrollment window runs December 1-15. Benefits staff will be available at your office December 5-6 to answer questions.
Don’t miss this chance to review and adjust your benefits package.
Best regards, [Your name] HR Department
12. IT Systems Maintenance Notice
Subject: Year-End System Updates Schedule
Dear users,
The IT team will perform essential system updates during the holiday break. This ensures all systems run smoothly next year.
*Maintenance schedule:
- Start: December 26th, 6 PM
- End: December 27th, 6 AM
- Systems affected: [List]*
Please save your work and log out before leaving on December 26th. The help desk will monitor all critical systems during the update.
Contact IT support with any questions.
Thanks for your cooperation.
Best regards, [Your name] IT Department
13. Sales Team Year-End Push
Subject: Final Sales Sprint – Let’s Finish Strong
Dear sales team,
We’re close to hitting our yearly target. This email outlines our strategy for the final push.
*Current status:
- Team goal: 95% achieved
- Top opportunities: 15 pending
- Days remaining: 12*
*Focus areas:
- Follow up with warm leads
- Offer year-end specials
- Close pending proposals*
The sales support team will help fast-track any deals you need to close. Let’s make this final sprint count.
Best regards, [Your name] Sales Director
14. Customer Payment Reminder
Subject: Year-End Account Settlement Request
Dear [Customer Name],
We’re preparing to close our books for the year and noticed some pending payments on your account.
*Account summary:
- Outstanding amount: [Sum]
- Due date: December 20th
- Payment methods: [List]*
Settling these invoices helps both our companies close the year cleanly. Please let us know if you need any clarification about the charges.
Thanks for your prompt attention to this matter.
Best regards, [Your name] Accounts Department
15. Office Security Updates
Subject: New Security Procedures for Next Year
Dear staff,
Starting January 1st, we’re updating our office security procedures. These changes help protect our workplace better.
*New procedures:
- Updated access cards
- Visitor check-in process
- After-hours protocols
- Emergency contact updates*
Visit the security desk before December 30th to get your new access card. Bring your current ID and card for the exchange.
Your safety remains our top priority.
Best regards, [Your name] Security Manager
16. Marketing Campaign Wrap-up
Subject: Year-End Campaign Results and Planning
Dear marketing team,
Let’s review our campaign results before planning next year’s strategy.
*This year’s highlights:
- Website traffic up 25%
- Social media growth: 10,000 new followers
- Email list: 5,000 new subscribers
- Campaign ROI: 180%*
Please prepare your ideas for next year’s first quarter. We’ll discuss them at the planning meeting next week.
Great work everyone.
Best regards, [Your name] Marketing Director
17. Remote Work Policy Update
Subject: Updated Remote Work Guidelines for Next Year
Dear team,
Based on this year’s experience, we’re adjusting our remote work policy. These updates start January 1st.
*Key changes:
- Flexible hours expansion
- Equipment allowance update
- Communication guidelines
- Team meeting schedules*
Read the full policy on the HR portal. Send questions to your supervisor or HR by December 20th.
Thank you for making remote work successful.
Best regards, [Your name] HR Director
18. Equipment Return Request
Subject: Year-End Equipment Check and Return
Dear [Employee Name],
Please check all company equipment in your possession before the holiday break.
*Items to verify:
- Laptop and charger
- Mobile devices
- Access cards
- Office keys*
Return any unused items to the IT department by December 22nd. This helps us update our inventory and prepare for next year.
Thanks for your help with this task.
Best regards, [Your name] IT Asset Manager
19. Client Services Schedule
Subject: Holiday Support Schedule and Contacts
Dear valued client,
Here’s our support schedule for the holiday season. We’ve arranged coverage to handle any urgent needs.
*Support hours:
- Regular days: 24/7
- December 24-26: Emergency only
- December 31-January 2: Emergency only*
Emergency contact: [Phone number] Regular support: [Email]
Regular service resumes January 3rd.
Best regards, [Your name] Client Services Manager
20. Team Recognition Message
Subject: Celebrating Our Team’s Success
Dear team,
Your hard work made this year remarkable. Let’s celebrate some key wins before the holiday break.
*Team achievements:
- Client satisfaction: 98%
- Projects completed: 45
- Team growth: 5 new members
- Skills certified: 12 new certifications*
The company dinner on December 21st will recognize these accomplishments. Please RSVP by Friday.
Proud to work with such talented people.
Best regards, [Your name] Team Leader
Wrapping Up
These email templates demonstrate how straightforward communication helps handle year-end tasks efficiently. Each message targets specific needs while keeping a professional tone. Select and combine elements from different templates to create messages that suit your situation. The main point stays consistent: keep it clear, keep it professional, and make sure every email achieves its purpose.