Secret Santa Email Templates for Work: Invites, Reminders, and More
Secret Santa is a fun way to celebrate the season, bring together even remote employees, and share the joy of giving. This article suggests a Secret Santa email invitation template for work and other types of emails, so the game runs smoothly.
Organizing a Secret Santa at work can be a hectic task. To help you stay on top of everything, explore our copy-and-paste templates for every stage of the Secret Santa game, and feel free to use them for your event.
What are the advantages of Secret Santa in the office?
If organized right, Secret Santa works as a powerful team-building instrument, and here’s why:
- Fosters personal connections – as people pick gifts for the assigned recipients, they learn more about them, which can spark casual conversations and improve team dynamics.
- Welcomes new employees – doing a Secret Santa is a fun way to make newcomers feel as part of the team and learn more about their coworkers.
- Improves collaboration – choosing a gift that matches your recipient’s wishes can strengthen relationships with them and make team communication better.
- Boosts retention – Christmas team-building events, including Secret Santa, improve motivation and retention for 85% of employees.
Streamline the office Secret Santa with an online generator
You can do Secret Santa the traditional way with the hat, questionnaires, and spreadsheets. Yet, it’s much more convenient to use an online generator, such as the MySanta app.
In the app, you can invite players easily with a link, create wishlists, track gifts, and more:
- Invite unlimited players with a link or QR code – just send it to a Slack or MS Teams channel.
- Set exceptions so some people don’t give to each other (to exclude couples or coworkers who don’t get on well).
- Create wishlists with links to online stores so each player gets exactly what they want.
- The host can track progress and send reminders so nobody remains without a gift.
- In the MySanta app, all email notifications are automated. Players receive emails after the draw and when someone messages them on the platform. Plus, as a game host, you can send notifications right from the app to keep everyone informed.
Secret Santa invitation email template for work
When sending out the office Secret Santa invitation email, keep it short and sweet. Include the essential details such as the time and location of the gift exchange, budget for presents, theme, and any other details. Share a link to the game in the online organizer so people can join if they feel like participating.
Here are templates you can use.
Formal Secret Santa invitation template
Subject: Invitation to Our Annual Secret Santa Event
Dear Team,
We are excited to announce our annual Secret Santa gift exchange! This is a wonderful opportunity to celebrate the holiday season together and share a bit of festive cheer with our colleagues.
If you would like to participate, please sign up by [Date]. We will use the MySanta online generator, and you can join the game via the link: [Link].
Once sign-ups are complete, you will receive the name of a randomly selected colleague for whom you’ll purchase a gift. To keep things fair and fun, we suggest a spending limit of [Amount] per gift.
Please keep your assigned person a secret until our gift exchange event, which will take place on:
Date: [Date]
Time: [Time]
Location: [Location]
If you have any questions, feel free to reach out to [Coordinator Name].
We look forward to celebrating with you!
Best regards,
[Your Name]
Casual Secret Santa invitation for work
Subject: Invitation: Team Secret Santa
Hello everyone,
You’re invited to participate in this year's Secret Santa gift exchange to celebrate the season together.
If you’d like to join, please sign up via [Link] by [Date]. Participants will be randomly assigned a colleague to give a small gift to, with a suggested spending limit of [Amount].
The gift exchange will take place on:
Date: [Date]
Time: [Time]
Location: [Location]
Please let [Coordinator Name] know if you have any questions.
We hope you’ll take part!
Best,
[Your Name]
Secret Santa reminder emails for coworkers
December is a busy time of the year, with countless deadlines to meet, tasks to wrap up, and holiday preps to make. So, you might need to send a follow-up email after the invitation to ensure that people haven’t forgotten to join in.
Formal email template
Subject: Reminder: Secret Santa Sign-Up Closes Soon
Hello Team,
This is a friendly reminder that the sign-up for this year's Secret Santa gift exchange will close in two days, on [Date].
If you have not yet registered and would like to participate, please do so via [Link] before the deadline. The name draw will occur shortly after, and you will receive the details of your assigned colleague.
Thank you,
[Your Name]
Informal email template
Subject: Last Call for Secret Santa!
Hi team,
Quick heads-up: we're drawing Secret Santa names in just two days! If you haven't signed up yet but want to join in the fun, please do so here [Link] before [Date].
We'll send you the name of your assigned person right after the draw.
Don't miss out!
Thanks,
[Your Name]
Secret Santa email after the draw
Once you draw names, inform the participants so they can find out to whom they will buy a gift early. Include other game details as a reminder.
Formal email
Subject: Secret Santa Name Draw Complete – Next Steps
Hello,
The Secret Santa name draw has been successfully completed. Your assigned recipient is now available to view. To find out who you are gifting for, please follow the link to the online service here: [Link].
Please remember the spending guideline of [Amount] and keep your recipient secret until our gift exchange party on [Date].
Thank you for your participation.
Best regards,
[Your Name]
Casual Secret Santa email after the draw
Subject: Secret Santa Names Are Ready!
Hi team,
The draw is done! Your Secret Santa assignment is ready. Log in to the Secret Santa portal to see who you're gifting: [Link].
Don't forget the [Amount] spending limit and to keep it under wraps! We'll reveal everything at our party on [Date].
Happy planning!
Cheers,
[Your Name]
Secret Santa email reminder about wishlists
Wishlists make Secret Santa easier. They help each giver buy a gift that the recipient will truly enjoy, and eliminate the guesswork. In the MySanta app, each participant can add links to desired presents from online stores and get exactly what they want.
If some players haven’t completed their wishlists, there’s no harm in sending a kind reminder.
Formal email template
Subject: Reminder to Complete Your Wishlist
Hello,
This is a reminder to complete and submit your Secret Santa wishlist. Adding ideas helps your Santa select a meaningful gift for you. Please finalize your list by logging in here: [Link]. The deadline for your wishlist is [Date].
Your prompt attention is appreciated.
Sincerely,
[Your Name]
Informal email template
Subject: Wishlist Reminder
Hi team,
A quick but important reminder: please complete your Secret Santa wishlist! This is the last chance to add your gift ideas so your Santa can get shopping.
Please log in and finalize your list here: [Link] before [Date].
Best,
[Your Name/Team Name]
Email template – a Secret Santa gift reminder
Another important email you’ll want to send to players in Secret Santa is a reminder about purchasing (or shipping) gifts. Missed deadlines can lead to forgotten gifts, and you want to avoid frustration when someone in your team doesn’t receive a present.
When the gift deadline is approaching, send 1-2 reminders and ask the late shoppers to hurry up.
Formal email template
Subject: Gift Purchase Deadline Approaching
Hello,
This is a reminder that the deadline to purchase your Secret Santa gift is approaching. Please make sure to buy and wrap your gift by [Gift Purchase Date].
The gift exchange event will be held on [Event Date] at [Event Time]. Gifts should be brought wrapped to this event.
If you have any questions, please contact [Coordinator Name].
Thank you,
[Your Name]
Informal email template
Subject: Gift Deadline & Party Day Reminder
Hi team,
A quick reminder on two important dates for Secret Santa:
Gifts should be purchased by [Gift Purchase Deadline]. We swap gifts at our party on [Event Date] at [Event Time].
Please have your wrapped gift ready to bring to the exchange!
Let's make it a great celebration.
Cheers,
[Your Name]
Secret Santa gift reminder for a remote game
Subject: Instructions for a Virtual Secret Santa Gift Exchange
Hello,
As we prepare for our upcoming remote Secret Santa celebration, here are the important details about the virtual gift exchange.
Key Details:
Gift Shipping Deadline: Please ship your gift directly to your assigned recipient's address by [Shipping Date].
Virtual Unwrapping Party: We will gather online for a gift reveal on [Date] at [Time]. The meeting link is: [Link].
Important:
Ensure your gift arrives in time for the party.
Do not open your gift until we are together on the call.
For those who wish to send digital gifts, please coordinate with the recipient separately.
If you have any questions about shipping or the process, please contact [Coordinator Name].
We look forward to celebrating with you virtually.
Best regards,
[Your Name]
Top tips for a stress-free Secret Santa at work
Now that you have plenty of emails to make game organization easier, here are some extra tips you might want to consider:
Set a reasonable budget.
Establish a gift budget (say, $20) and encourage everyone to stick to it. This will keep the exchange equal, minimizing frustration because of subpar gifts.
Choose a theme.
To add a touch of creativity, set a gift theme that resonates with most people in the team. It can be a a Christmas movie or novel, or you can agree to exchange cozy winter gifts, tech presents, or items that start with the C letter.
Make sure everyone knows the rules.
You don't want someone to spoil the surprise. Share this link to Secret Santa rules with everyone so that everyone understands how it works and keeps things secret.
Have a few spare gifts at hand.
Different situations occur, and nobody should leave the party without a gift. In case someone drops out the last minute or fails to bring a gift, have a few small gifts (such as digital certificates) at hand.
These Secret Santa email templates and reminders will help you stay on the same page with participants and clarify the details to make your gift exchange a stress-free, exciting experience. With the MySanta app, you can manage every aspect of the game, even with hundreds of players, helping team bonding and creating wonderful memories for the next year.
FAQs
Why use pre-written email templates for organizing a work Secret Santa?
Pre-written email templates simplify the organizational process, as you only need to add your dates, locations, gift value and send them out to everyone. Thus, organizers save valuable time, prevent crucial details from being overlooked, and ensure all participants receive clear, uniform information.
What details should I include in a Secret Santa invitation email for the workplace?
A Secret Santa invitation letter should include the event's purpose, provide a link or instructions for signing up, and specify the gift budget. Also, be sure to include deadlines for sign-ups, drawing names, gift purchases, and the date, time, and location of the gift exchange. You might also mention the gift theme or party details.
What follow-up message is appropriate to send to participants after the Secret Santa event?
Use a short, appreciative follow-up message, thanking everyone for their participation and for contributing to a successful and festive event. It's a great opportunity to reinforce positive team spirit and reflect on the fun shared. You may also include a group photo, or hint at future team-building activities.
