Pies, turkeys, cookie boxes, party trays, holiday catering: if you make food or gifts to order, pre-orders let you plan your busiest weeks instead of guessing. But a vague "taking holiday orders now!" post leads to missed cutoffs, confused pickup times, and a phone that never stops ringing. Here's how to set up and announce holiday pre-orders clearly, plus three copy-paste AI prompts that write the announcements for you.

The 2026 holiday dates to plan around

Your pre-order cutoffs and pickup days work backward from the days your customers are hosting or celebrating. For 2026, the key dates are:

With Thanksgiving on Thursday, most people want to pick up food on Tuesday or Wednesday of that week. Christmas Eve and New Year's Eve both land on Thursdays this year too, so the days just before them will likely be your busiest pickup days. If you serve customers who celebrate Hanukkah, Kwanzaa, or another holiday, consider offering pre-orders for those dates as well.

Step 1: Decide what you'll offer (keep it short)

A pre-order menu should be smaller than your regular menu. Fewer items means less shopping, less prep, and fewer mistakes.

Step 2: Set your cutoff and pickup windows

The two dates customers care most about are "when do I have to order by?" and "when do I pick it up?"

  1. Pick an order cutoff with a day, date, and time, like "Order by Sunday, November 22 at 5 PM." Leave yourself enough time to shop for ingredients and plan your prep.
  2. Offer a few pickup windows instead of "any time." For example, Tuesday 2–6 PM and Wednesday 10 AM–4 PM. This spreads out the crowd.
  3. Decide if you'll deliver. If you do, give it its own cutoff, area, and fee.
  4. Check your hours. If your regular hours change that week, announce them at the same time. Our guide on how to announce holiday hours walks through it.

Tip: Put your menu, prices, cutoff, pickup windows, and payment rules in one short note before you write anything. Paste that note into every prompt below so the AI uses your exact details and can't invent a price, date, or promise you didn't make.

Step 3: Choose how people order and pay

Pick one main way to order so nothing slips through the cracks:

Then decide on payment: full payment up front, a deposit, or pay at pickup. Write down your cancellation and refund policy too, and say both plainly in every announcement. If you need help with the refund part, see our return and refund policy guide.

Not legal advice: Rules for selling food (including home-based or "cottage food" sales), deposits, refunds, and sales tax vary by state and city. If you're not sure what applies to you, check with your local health department or a professional before you take orders.

Step 4: Write the announcement so nobody misses a detail

A good pre-order announcement answers every question before someone has to call. Include:

Lead with the most important line, like "Thanksgiving pie pre-orders are open until Sunday, Nov 22." Most people only read the first sentence.

Step 5: Post it where customers look

A simple holiday pre-order timeline

  1. Early November: set your Thanksgiving menu, prices, limit, cutoff, and pickup windows. Open orders and announce them.
  2. Every few days until the cutoff: a short reminder post, especially if items are selling out.
  3. Two days before the cutoff: a "last chance" email and post.
  4. The day before pickup: send each customer a reminder with their pickup window and what they owe.
  5. After Thanksgiving: repeat the process for Christmas and New Year's, and mention it in your Black Friday and Cyber Monday emails.

Prompt: write my pre-order announcement

Use this when orders open, for your website, social media, and Google Business Profile.

Copy this prompt
I own a [TYPE OF BUSINESS, e.g., bakery / restaurant / catering company] called [BUSINESS NAME] in [TOWN]. I'm taking pre-orders for [HOLIDAY, e.g., Thanksgiving on Thursday, Nov 26].
What I'm offering (with sizes and prices): [LIST EACH ITEM, SIZE, AND PRICE]
Order cutoff: [DAY, DATE, AND TIME]
Pickup windows: [DAYS AND TIMES]
How to order: [LINK / PHONE / EMAIL / IN STORE]
Payment and cancellation: [e.g., pay in full when you order; cancel by Nov 22 for a full refund]
Write 3 versions: a one-line website banner (under 20 words), a social media post (under 100 words), and a short Google Business Profile update (under 70 words). Put the cutoff date near the top. Include the day of the week with every date. Warm, friendly, and clear. Use my items, prices, and dates exactly as written and don't add any discounts, promises, ingredients, or details I didn't give you.

Prompt: write my pre-order email and "last chance" reminder

Use this for your email list: one email when orders open, and one shorter reminder a couple of days before the cutoff.

Copy this prompt
Write two short emails from me, [YOUR FIRST NAME], owner of [BUSINESS NAME], to customers who signed up for our emails.
Email 1 (orders are open, under 150 words): announce our [HOLIDAY] pre-orders.
Email 2 ("last chance," under 80 words): remind people the cutoff is [DAY, DATE, AND TIME].
My details: [PASTE YOUR NOTE WITH MENU, PRICES, CUTOFF, PICKUP WINDOWS, HOW TO ORDER, AND PAYMENT RULES]
For each email, give me 3 subject line options under 45 characters and a preview line. List the menu in a short, easy-to-scan list. Be friendly and helpful, not pushy. No fake urgency. Only say "limited quantities" if I wrote it in my details. Don't change any of my prices, dates, or times.

Prompt: write my order confirmation and pickup reminder

Use this to create a fill-in template you can send to each customer by email or text. Fill in each customer's details yourself, not in the AI chat.

Copy this prompt
My [TYPE OF BUSINESS] called [BUSINESS NAME] takes holiday pre-orders. Write two short message templates with blanks in [BRACKETS] that I'll fill in myself for each customer:
(1) An order confirmation (under 80 words) with blanks for the customer's first name, items ordered, pickup day and time window, amount paid, and amount still owed.
(2) A pickup reminder for the day before (under 50 words) with blanks for the customer's first name, pickup day and time window, and amount owed.
Our pickup address and parking note: [ADDRESS AND ANY PARKING OR ENTRANCE TIPS]
Our cancellation policy: [YOUR POLICY]
Keep both warm and short, and end with a thank-you. Don't add any details I didn't give you.

Tip: Never paste customer names, phone numbers, emails, or order lists into an AI chat. Ask the AI for a template with blanks, then fill in each customer's details yourself. Before you post, check every price, date, day of the week, and time against your own calendar and order list.

Example announcement (made-up business)

This is a made-up business with made-up items, prices, and times, used only to show the idea. Your announcement should use your own menu, prices, dates, and voice.

Made-up example (Copper Kettle Kitchen, a small neighborhood bakery and café):
Thanksgiving pre-orders are open until Sunday, November 22 at 5 PM!
Apple, pumpkin, or pecan pie (9-inch, serves 8): $28
Dinner rolls (one dozen): $10
Side-dish trio (stuffing, mashed potatoes, green beans; serves 6): $45
Pickup: Tuesday, Nov 24, 2–6 PM, or Wednesday, Nov 25, 10 AM–4 PM. We're closed Thanksgiving Day.
Order at the counter, call the café, or use the order form linked in our bio. Pay in full when you order; cancel by Nov 22 for a full refund. Limited quantities, so order early. Thank you for letting us be part of your table! – Dana at Copper Kettle

What not to do

Quick checklist before you post

Related reading: how to announce holiday hours to customers, how to sell gift cards for the holidays (a great backup when pre-orders sell out), and how to write a holiday thank-you message.

FAQ

When should I start announcing holiday pre-orders?

For Thanksgiving (Thursday, November 26, 2026), many small food businesses open pre-orders in early November and close them a few days before the holiday, depending on how much prep and shopping they need to do. For Christmas and New Year's, open once Thanksgiving is done. Pick a cutoff you can truly handle, announce it as soon as orders open, and send reminders as the cutoff gets close.

Should I take a deposit or full payment for pre-orders?

It's your call. Many small businesses take full payment or a deposit up front so they aren't left with unclaimed food, while others let regular customers pay at pickup. Whatever you choose, say it plainly in the announcement, along with your cancellation and refund policy. Payment, deposit, and refund rules can vary by state, so check your local rules if you're unsure. This guide is not legal advice.

What do I do if I sell out before the pre-order deadline?

Close orders as soon as you hit your limit and update every place you posted: your website, social posts, Google Business Profile, and any sign in the shop. A short "We're sold out, thank you!" post is enough. If you have a backup, like a waitlist, walk-in items on the day, or gift cards, mention it so people still have an option.

Can I take pre-orders without an online store?

Yes. Plenty of small businesses take holiday pre-orders by phone, email, a printed order form at the counter, or a free online form. The key is one clear way to order, one place where you track every order, and a confirmation you send back to each customer with their items, pickup day, pickup time, and what they owe.

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