How to Set Up a Holiday Auto-Reply in cPanel (Seasonal Email Responder)

Heading away for a Christmas break or summer holiday? While you’re relaxing, your customers may still be emailing you and expecting a response. A holiday auto-reply (also called an autoresponder) lets people know you’re away, when you’ll be back, and how to get help if it’s urgent.

This guide shows you how to set up a seasonal auto-reply in cPanel in just a few minutes.

Why You Should Always Use a Holiday Auto-Reply

Turning on an auto-reply while you’re on holidays helps you:

• Maintain professionalism – emails are acknowledged even while you’re away.
• Set clear expectations – customers know when you’ll respond.
• Reduce frustration – fewer follow-up “just checking in” messages.
• Protect your reputation – you don’t look like you’re ignoring people.

Even if you’re only away for a few days over Christmas or New Year, an auto-reply is a simple way to keep communication clear.

What You’ll Need Before You Start

Before logging in to cPanel, make sure you have:

• Your cPanel login details.
• The email address you want to set the auto-reply on (for example info@yourdomain.com).
• Your holiday dates (start and end).
• A short, professional message to send as the auto-reply.

Step-by-Step: How to Set Up a Holiday Auto-Reply in cPanel

Step 1: Log In to cPanel

Log in to your hosting control panel using your cPanel URL and login details provided by your hosting provider.

Step 2: Open the “Autoresponders” Tool

1. In cPanel, scroll down to the Email section.
2. Click on Autoresponders.

Step 3: Add a New Autoresponder

1. Click the Add Autoresponder button.
2. Leave the Character Set as utf-8.
3. Set the Interval to 0 if you want to reply to every email that comes in.
4. Choose the Domain and enter the Email (for example info for info@yourdomain.com).

Step 4: Enter the Subject and Message

Use a clear subject line such as:

Out of Office – Holiday Break (Back on 8 January)

Then add your message in the Body field. You can use this template and adjust the dates and wording:

Thank you for your email.

Our office is currently closed for the holiday period and will reopen on 8 January.

During this time, our responses will be delayed.

If your matter is urgent, please log in to your client area and submit a support ticket marked as "Urgent".

We look forward to assisting you when we return.

Kind regards,
The [Your Company Name] Team

If you see the option HTML, leave it set to Plain Text unless you specifically want to format the message with HTML.

Step 5: Set the Start and Stop Dates

To make sure the auto-reply only runs during your holiday period:

• Set the Start time to the day you begin your holiday.
• Set the Stop time to the day you return (or the day after).

This way, you don’t have to remember to turn it off when you come back to the office.

Step 6: Create the Autoresponder

When you’re happy with the message and dates, click Create (or Create/Modify). Your holiday auto-reply is now active for that email address.

Testing Your Holiday Auto-Reply

Before you log off and head to the beach or Christmas lunch, test that it’s working:

1. Send a test email to the address you set the autoresponder on (from another email account, such as Gmail).
2. Wait a few minutes and check that you receive the auto-reply.
3. Confirm the dates, wording and any links look correct.

If you don’t receive the auto-reply, double-check the autoresponder settings or contact your hosting support team.

Using Auto-Replies on Multiple Addresses

If your business uses several mailboxes, repeat the process for each one that needs a holiday message, such as:

• sales@yourdomain.com
• support@yourdomain.com
• accounts@yourdomain.com
• Any personal mailbox you use for customer communication

Tips for a Great Holiday Auto-Reply

• Always include your return date so people know when to expect a reply.
• Offer an alternate contact for urgent issues (for example, a support ticket system).
• Keep the tone friendly and professional – light seasonal wording is fine.
• Avoid technical jargon – write it for customers, not IT staff.
• Update it each year so last year’s dates don’t appear by accident.

When You Return from Holidays

If you set an end date, the autoresponder will stop automatically. If you didn’t, make sure you:

• Log back into cPanel > Autoresponders and delete or disable the holiday message.
• Check your inbox and ticket system for any urgent enquiries that came in while you were away.
• Send a quick follow-up to important customers if their query was time-sensitive.

Need Help Setting Up Your Holiday Auto-Reply?

If you’re not comfortable working in cPanel or something doesn’t look right, our support team can:

• Set up your holiday autoresponder for you.
• Test that it’s sending correctly.
• Apply it to multiple mailboxes across your domain.

Just log in to your client area and open a support ticket before your holiday break.

Enjoy your time off and let your email handle itself while you relax!