Make it opt-in, never mandatory
The single most important rule for a work exchange is that joining is a choice. Some colleagues are on a tight budget, some do not celebrate, and some simply prefer not to take part. Invite people warmly, give a clear deadline to sign up, and make it just as easy to say no.
Avoid chasing people who have not replied, and never keep a public list of who declined. If someone joins later, that is fine too, as long as the draw has not happened yet.
Keep the budget fair
At work, a modest budget keeps things comfortable for everyone. Somewhere between €10 and €25 is typical. Set one fixed amount, not a range, so nobody wonders whether they spent too little or too much.
- State the budget clearly in the invitation and in the draw itself.
- Ask people to stay close to it in both directions. A €60 gift can make others feel awkward.
- Remind everyone that thoughtfulness counts more than price.
Choose appropriate gifts
A good office gift is something anyone would be happy to unwrap in front of their colleagues. Safe and well-loved options include:
Desk upgrades
A nice notebook, a plant, a desk organizer or a quality pen.
Treats
Good coffee, loose-leaf tea or local chocolate. Check for allergies or dietary needs in the wishlist hints.
Cosy comforts
A warm scarf, a scented candle or a large mug for long winter mornings.
Experiences
A cinema voucher or a gift card for a favourite café or bookshop.
For more inspiration at office-friendly prices, see our top 10 gift ideas.
Skip the risky jokes
A gag gift that would be hilarious among close friends can land badly at work. As a rule of thumb, leave out anything related to appearance, weight, age, alcohol, romance, religion or politics. Also avoid gifts that hint at someone's habits or "fix" something about them, like deodorant or a self-help book on punctuality.
If your team really loves a bit of silliness, consider a separate, clearly optional game for that, such as a White Elephant round with a low budget.
Include remote and hybrid colleagues
Teams spread across offices or working from home can absolutely take part. A few adjustments help:
- Allow extra time for shipping, especially across borders.
- Suggest ordering from an online shop that delivers directly to the recipient.
- Hold the reveal on a video call so everyone opens their gift together.
- Digital gifts, such as e-books or subscriptions, work well for people who are far away.
Our virtual Secret Santa guide has more ideas for distributed teams.
Use exclusions where they help
Exclusions let you stop certain pairs from drawing each other. They work both ways, so neither person can be assigned the other. At work, some organizers use them to:
- Keep managers and their direct reports apart, so nobody feels pressure to impress the boss.
- Separate couples who work at the same company.
- Mix teams so people get to know colleagues outside their usual circle.
Use them sparingly. The more exclusions you add, the fewer valid combinations exist, especially in small groups.
Be inclusive in how you frame it
Not everyone celebrates Christmas. Calling the event a "winter gift exchange" or "end-of-year swap" lets everyone feel welcome without losing any of the fun. Keep decorations and messages general, schedule the exchange at a time that does not clash with other holidays, and let people know that taking part is about team spirit, not religion.
A simple timeline
| When | What to do |
|---|---|
| 4 weeks before | Announce the exchange, budget and date. Open sign-up. |
| 3 weeks before | Close sign-up and run the draw. Send each person their private reveal link. |
| 2 weeks before | Gentle reminder to shop, especially for anyone shipping to remote colleagues. |
| 1 week before | Gifts arrive at the office or are sent to remote team members. |
| Exchange day | Hand out gifts, open them together and enjoy some festive snacks. |
Our tool does not send reminders, so pop a note in your calendar or team chat for those check-ins.
Organizer checklist
- Invitation sent, with clear opt-in wording and a sign-up deadline
- Fixed budget agreed, for example €20
- Exchange date and location (or video call link) confirmed
- Exclusions decided, if any
- Participants asked to write a few wishlist hints, including allergies
- Draw completed and reveal links shared privately by email or chat
- Remote colleagues' delivery plans sorted
- A short message to everyone with the key details
- A spare gift or two on hand, just in case
Ready to start? Create your office draw in a few minutes. No accounts, no sign-ups, and each colleague gets a private link showing only their own match.
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