Gift Guides
Secret Santa Email Templates for Work: Invite, Remind, Reveal
To organize a workplace Secret Santa, state how to join, the signup deadline, the budget, the exchange date, and how each participant will receive their private draw result.
A Secret Santa invitation email should tell coworkers how to sign up, when sign-ups close, the spending limit, and when gifts will be exchanged. Explain how people will receive their assigned names, and say that joining is optional. The templates below cover the follow-up messages too, including private draw instructions, a gift reminder, and the exchange announcement. Replace the bracketed details, choose the messages you need, and send them through email, Slack, or Teams.
These are messages from the organizer to participants, not notes to put inside a gift or a Secret Santa card. “Reveal” means the gift exchange, when people can identify themselves as the giver. It does not mean posting everyone’s assigned names.
Use [SIGN-UP DEADLINE] for the last day to join and [EXCHANGE DATE] for the gift exchange. Include the currency in [BUDGET]. Where a template offers two options, keep only the one your group agreed on.
An office-wide Secret Santa invitation email
For an all-staff email
Subject: Join the office Secret Santa by [SIGN-UP DEADLINE]
Hello everyone,
We're putting together an optional Secret Santa gift exchange for [TEAM NAME]. Each participant will be randomly assigned one coworker to buy a gift for. You'll keep your assigned name private until the exchange.
To join, sign up at [SIGN-UP LINK] by [SIGN-UP DEADLINE]. The spending limit is [BUDGET]. We'll exchange gifts on [EXCHANGE DATE] at [TIME] in [LOCATION].
After sign-ups close, I'll send instructions for privately viewing your assigned name. If you'd rather sit this one out, no reply is needed.
Questions? Reply directly to me instead of replying all.
[SIGNATURE]
A casual invitation for Slack or Teams
For a smaller team
Anyone up for a team Secret Santa? We'll draw names, keep gifts at [BUDGET] or less, and open them together on [EXCHANGE DATE] at [TIME] in [LOCATION].
Add your name here by [SIGN-UP DEADLINE] if you'd like in: [SIGN-UP LINK]. I'll send each person their draw result privately after we close sign-ups. Totally optional.
Confirm the spending limit and gift guidelines
Send to the confirmed participants
Subject: A few details for our Secret Santa
Thanks for joining. The gift limit is [BUDGET], [INCLUDING TAX, SHIPPING, AND WRAPPING / BEFORE TAX, SHIPPING, AND WRAPPING]. It's fine to spend less.
Buy one gift for the coworker you're assigned. Please choose something they'll be comfortable opening with the team. Keep their name private until we meet on [EXCHANGE DATE] at [TIME] in [LOCATION].
If your plans change and you can't take part, let me know directly.
Still deciding on a limit? Read the guide to setting a Secret Santa budget for work. The broader office Secret Santa rules are covered separately.
The first Secret Santa reminder email
Reply in the original invitation thread
Subject: Reminder: Secret Santa sign-ups close [SIGN-UP DEADLINE]
There's still time to join our gift exchange. Sign up here by [SIGN-UP DEADLINE]: [SIGN-UP LINK].
The limit is [BUDGET], and we're exchanging gifts on [EXCHANGE DATE]. If you've already signed up, you're all set. If you're skipping it, no action needed.
A final sign-up nudge
One short channel message
I'm closing the Secret Santa list on [SIGN-UP DEADLINE] at [TIME]. Add your name at [SIGN-UP LINK] before then if you want to join. I'll draw from the confirmed list after that.
Send this before the deadline, only if another reminder would help. Leave people who haven't opted in off the draw list.
The name-draw email
Group announcement, private assignments
Subject: Secret Santa names are drawn
The draw is done. I'll send your personal result link directly to you so you can see who you're buying for.
Please keep that link and your assigned name private. If your message doesn't arrive or the link won't open, contact me directly. Don't post a screenshot of your result in the team channel.
Gift limit: [BUDGET]. Exchange: [EXCHANGE DATE] at [TIME] in [LOCATION].
Send each personal link separately
Subject: Your Secret Santa result
Hi [FIRST NAME],
Here's your personal link to view your assigned coworker: [PERSONAL RESULT LINK]. Please don't forward it.
Your gift should cost [BUDGET] or less. We'll exchange gifts on [EXCHANGE DATE] at [TIME] in [LOCATION]. Let me know if you have trouble opening your result.
Use these messages with a draw that provides individual result links. For an in-person paper draw, replace the link instructions with: “We'll draw names on [DRAW DATE] at [TIME] in [LOCATION].” If you haven't set up the draw yet, use the Secret Santa generator and choose instructions that match your selected mode.
Ask for a few gift preferences
An optional follow-up
To give your Secret Santa a starting point, you can send me a short wish list by [DEADLINE]. A few interests, gift ideas within our budget, and anything you'd rather not receive are plenty.
I'll pass your list privately to the person buying for you. These are suggestions, so leave a little room for them to choose. You're welcome to skip the list if you'd prefer a surprise.
Include the Secret Santa wish list template if people want a starting point.
A private reminder to buy the gift
A direct message, not a group callout
Hey [FIRST NAME], just checking in about the Secret Santa gift for [EXCHANGE DATE]. If there's anything getting in the way of having it ready, let me know so we can work something out.
Use this when you have a reason to check in with someone. A public list of who has or hasn't bought a gift adds pressure without helping them solve the problem.
The Secret Santa exchange reminder
Email to participants
Subject: Secret Santa exchange: [EXCHANGE DATE] at [TIME]
We're meeting in [LOCATION] on [EXCHANGE DATE] at [TIME] to open gifts.
Please bring your gift wrapped, with the recipient's name on it and your own name left off. The limit is still [BUDGET].
If you can't make it, message me directly so we can arrange to get your gift to the exchange.
A schedule or location change
Make the new details easy to find
Subject: Updated Secret Santa exchange details
Our exchange has moved to [NEW DATE] at [NEW TIME] in [NEW LOCATION]. This replaces [OLD DATE] at [OLD TIME] in [OLD LOCATION].
Your assigned coworker and the gift budget stay the same. Please let me know directly if the new time doesn't work for you.
Delete any field that isn't changing. If only the room has changed, lead with “We're now meeting in [NEW LOCATION]. The date and time are unchanged.”
The gift exchange and reveal announcement
Send shortly before the event
Time for the gift exchange! Meet us in [LOCATION] at [TIME] with your wrapped gift. Leave it in the gift area with the recipient's name visible.
We'll open gifts together, and each giver can reveal themselves after their recipient opens theirs. See you there.
An email for a remote team
Shipping and video call details
Subject: Remote Secret Santa: gifts and our video call
We'll open our gifts together on [EXCHANGE DATE] at [TIME AND TIME ZONE]. Join the call here: [VIDEO CALL LINK].
If you're comfortable receiving a package, send me your preferred delivery address privately by [DEADLINE]. I'll share it only with the person sending your gift, not in the team channel.
The gift limit is [BUDGET], [INCLUDING TAX AND SHIPPING / BEFORE TAX AND SHIPPING]. Please plan for it to arrive by [TARGET ARRIVAL DATE], and save the unwrapping for our call.
If shipping is delayed or you'd prefer a different way to receive your gift, message me directly.
For the rest of the logistics, use the guide to running a remote Secret Santa.
A thank-you email after the exchange
Keep it brief
Subject: Thanks for joining Secret Santa
Thanks for taking part and making time to open gifts together. I enjoyed seeing everyone's guesses about who had their name.
If a gift still needs to reach someone, send me a quick note and I'll help coordinate it.
[SIGNATURE]
What to check before sending
Check the sign-up deadline, gift budget, exchange date, and location against the details you've agreed on. Include a time zone for remote participants. Open every link before you send it, and keep personal result links out of group emails. The invitation should go out once those details are settled, with enough time for people to opt in and prepare a gift. Start with one reminder before sign-ups close, then follow up only where needed. Use a subject line that names the action or changed detail. You don't need a new email for every template on this page.
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