Running the office gift swap or the family exchange this year? This Secret Santa kit handles the whole thing, from the first invite to the last thank-you note. You get 21 printable and fillable pages in US Letter and A4, and Ribbon Draw Name Picker, a small offline app that draws names for you and follows your rules. No more redraws because someone pulled their own name or their husband’s.
What this Secret Santa kit does
It takes the guesswork out of a gift exchange. Everyone fills in a questionnaire, so Santas know what to buy. The app (or the printable slips) handles the draw. Tags, assignment cards and thank-you cards keep the day looking nice, and the organizer tracker shows who still needs to buy, wrap or deliver.
Who it’s for
- Office managers and team leads planning a holiday party
- Families who want cousins, in-laws and grandparents matched fairly
- Teachers, scout leaders, church groups, book clubs and friend groups
- Remote teams running the exchange by mail
The name-draw app
Ribbon Draw Name Picker opens in your web browser and works without internet. There’s no account and nothing to install.
- Add people fast. Type names one by one or paste a whole list. Up to 100 people.
- Keep couples apart. Give people a group (a household, a couple, a team) and they won’t draw each other.
- No swaps. If Maya gets Jordan, Jordan won’t get Maya.
- Can’t-draw rules. Block any pair, one way or both. One tap turns this year’s matches into rules for next year.
- Pass-the-phone reveal. Each person taps their name, confirms it’s them, sees their match with the limit, date and place, then hides it. Names turn green once seen.
- Organizer tools. A blurred master list you can show when needed, printable fold-over slips, a printable master list and a CSV download.
- Any currency. Pick $, €, £, R, ₹ and more, or type your own symbol.
- Saves as you go. Everything stays on your device. Download a backup to move it to another one.
If your rules make a fair draw impossible, the app tells you which person is stuck so you can fix it.
What’s included
- Cover with clickable contents (every page links back to it)
- Party invitation with date, time, place, spending limit, theme and RSVP
- Sign-up sheet for 25 people with form-returned and name-drawn tick boxes
- Exchange rules page with space for your own house rules
- Secret Santa questionnaire, full page: favorites, sizes, gift card preference, needs, wishes and a Please Avoid box for allergies
- Questionnaire half sheets, two per page
- This or That card with 16 quick picks
- Wish list with four ideas, links and sizes
- Kids questionnaire with big lines and a drawing box
- Mailing info cards for long-distance exchanges
- 16 name draw slips and 4 assignment cards
- Organizer tracker: giver, receiver, form sent, bought, wrapped, delivered
- Gift idea guide with 32 ideas in 8 groups
- 12 gift tags in three colors
- Guess Your Santa game cards
- White elephant rules plus number cards 1 to 40
- 4 thank-you cards and an organizer notes page
- User guide (DOCX) with setup steps, tips, troubleshooting and FAQ
How it works
- Invite. Type the details into the invitation and send the PDF, or print it for the break room.
- Learn. Hand out a questionnaire style that suits your group.
- Draw. Use the app or cut out the slips and pull names from a hat.
- Reveal. Tag the gifts, play Guess Your Santa, then send thank-you cards.
File formats and software
- 2 PDF files: US Letter (8.5 x 11 in) and A4 (210 x 297 mm), 21 pages each
- 1 HTML file: the name-draw app. Opens in a web browser. Tested in Google Chrome on a computer and on a phone-size screen.
- 1 DOCX user guide
- To type into the PDF, use a PDF app that supports fillable forms. Adobe Acrobat Reader is free. You can also print the pages blank and write by hand.
Customizing
Money fields on the printables say Spending limit or Limit with no currency sign, so you can write any amount in any currency. The rules pages have blank lines for your own twists. Single-line fields shrink long names to fit. Print only the pages you need, as many times as you like.
Digital download
This is a digital product. Nothing ships. After checkout you’ll get a ZIP file with everything inside. Unzip it, open the guide, and you’re ready to go.
Real ways people use it
- A 40-person office party where the HR lead types the invite, collects forms by email and runs the draw on a laptop at the morning meeting.
- A family gift exchange where three households join in, and nobody draws their own spouse or kids.
- A classroom swap with the kids questionnaire and printed gift tags.
- A remote team exchange using mail-to cards and a ship-by date.
Secret Santa kit FAQ
Can I fill it in on my phone or tablet?
Yes, in a PDF app that supports forms, such as the free Adobe Acrobat Reader. The name-draw app also works on a phone-size screen.
Do I need internet for the app?
No. It runs from the file on your device and saves there too.
Can I keep couples or families from drawing each other?
Yes. Put them in the same group in the app and leave Keep groups apart switched on.
How many people can join?
The app handles up to 100. The sign-up sheet and tracker have 25 rows, so print extra copies for bigger groups.
Is this a Canva or Word template?
No. It’s a fillable PDF plus a browser app, so there’s nothing extra to buy.
Can I print it in black and white?
Yes. The lines and text stay clear in grayscale.
Can I share it with my coworkers?
You can print and hand out as many copies as your own exchange needs. Please don’t share the files or resell them.
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