Secret Santa rules for a workplace exchange

A set of rules you can adapt

Replace the bracketed details, then share the same version with everyone. Confirm the budget with your team instead of treating a suggested amount as universal.

Our team Secret Santa

1. Joining is optional. Tell [organizer] by [signup deadline] if you would like to take part.
2. Spend up to [amount and currency]. [Shipping is included / shipping is separate.]
3. Share a short wishlist and anything you would prefer not to receive by [date].
4. Each person gives one gift and receives one gift. You cannot draw yourself.
5. Tell [organizer] about a pairing restriction before [draw date].
6. Keep your recipient private until [agreed reveal time, or no reveal].
7. Bring or send your gift by [deadline and location].
8. Avoid gifts that could embarrass a colleague. Follow workplace rules.
9. Contact [organizer] privately if your plans change or your gift has not arrived.
10. Colleagues who do not join the exchange are still welcome at the gathering.

Do you need an even number of people?

No. Secret Santa assigns recipients; it does not have to divide people into pairs. With three participants, Alex can give to Sam, Sam to Jo, and Jo to Alex. Each person gives and receives once.

Two people can exchange gifts, but there is no surprise about the giver. Our generator starts at three participants. Larger groups can include odd or even numbers, as long as their pairing restrictions still allow a complete assignment.

Which pairings should be excluded?

Agree restrictions with the people involved. Couples, close family, or last year’s pairing may be reasonable examples for your group. Do not infer sensitive relationships or publish the reasons. In our browser tool an exclusion applies in both directions.

Do not promise that everyone can exclude as many people as they want. If several givers have only one eligible recipient in common, a valid draw may not exist even when nobody is completely blocked. Reduce restrictions by agreement, then check the whole draw again.

What if someone joins late or drops out?

Before drawing, edit the roster and confirm the deadline. After sharing assignments, do not silently add a person or change a match. Ask whether shopping has begun, explain the problem privately to affected participants, and agree a solution before changing anything.

For a late joiner, it may be kinder to invite them to the gathering and include them in the next exchange. For a withdrawal, a voluntary reserve gift can avoid leaving someone out. Never assign an extra purchase or an extra cost without asking.

What makes a workplace gift appropriate?

Treat the wishlist as guidance, not a demand for an exact purchase. Avoid jokes about someone’s body, background, performance, or personal life. Check preferences before choosing food, alcohol, fragrances, or clothing.

If a gift is missing, the organizer should contact the giver privately rather than call them out during the event. Budget and delivery problems are easier to solve without an audience.