sample email to encourage employees to take vacation sample email to encourage employees to take vacation

"Make it mandatory," says Profico. You can also use these meetings as an opportunity to motivate your employees to take a break by explaining how important it is for their health and productivity. Encourage staff to switch off during annual leave. There is no maximum vacation recommendation , though there may be more and longer conversations for unique situations in which a teammate might want to take . Dear [Name of Manager], I would like to request for one week of leave from [DATE] to [DATE]. Because paid time off is offered optionally and at employers discretion, employers have the ability to block off periods of time when requests wont be approved (or will be approved in limited quantities or under special circumstances). As of [DD/MM/YY], you have an annual leave balance of [X DAYS /X HOURS]. Neither members nor non-members may reproduce such samples in any other way (e.g., to republish in a book or use for a commercial purpose) without SHRMs permission. By having these conversations, you can better understand why your employees arent taking time off, and what factors are preventing them from doing so. Employees need to feel that their organization understands work-life balance and that they are encouraged to take time away from the office. Subject: letter to encourage employees to take vacations. This power move does two things: One, it communicates that taking a vacation is okay and two, it reinforces that your company prioritizes employee wellness. In this section, we show how Timetastic, our staff leave app, helps your team take their holidays throughout the year. Summary. By setting out a clear policy and making leave easy to book, business owners can set a precedent that taking leave from work is encouraged. How to Encourage Your Team to Use Employee Vacation Time 1. You have been a hard-working and sincere employee to our team; you have worked for so long without taking any half-day or leave. You, your team, and your directors. Vacation leave letters may be addressed to your direct supervisor or the human resources department at your company. We need to refuel early and often. By starting from a place of care and concern for your workforce you reinforce the maxim that people are your strongest asset and that youre there for them in good times and bad, regardless of their individual circumstances. Here are 12 ways you can proactively encourage employees to take time off work: Contents hide 1 Encourage Employees to Take a Digital Detox 2 Remind Employees about the Benefits of Taking Time Off 3 Do What You Preach 4 Make it a Habit to Unplug from Work Often 5 Create Company Holidays 6 Show Employees that Work-life Balance is Important Here are a few samples to help you draft the perfect vacation request letter. Organizations that utilize a use it or lose it PTO approach may find HR overwhelmed by this careful balancing act during the holiday season. They will follow suit if they see that you put in your fair share of hours at work. I have been continuously suggesting people use their vacation time so they do not forfeit it at the end of the year and to ensure they are getting downtime. They dont solve the root of your problem, which is finding out who on your team hasnt taken leave and giving your team a really easy way to book their holiday. In our company time off policy, it states that [X AMOUNT] of your annual leave will be carried over into the next year. Remind staff to book annual leave in advance. I will be traveling to visit my parents/taking family vacation time. Be open and transparent. You also want them to come back feeling refreshed and ready for another round of productivity. Does the organization pay out unused time off? HR leaders should also train managers on vacation policies, and encourage employees to speak to HR if they have concerns about taking time off. But please keep in mind that this leave must be used within the next calendar year or the carry over balance will expire. 3) who you are leaving in charge of any project should an emergency or immediate question arise. Encourage managers to set an example by utilizing their vacation time. We strongly recommend taking vacation time during this pandemic. Please log in as a SHRM member. To solve this problem, you can use Timetastic as your staff leave app. Home Letters Templates Encouragement Letters. Brett Farmiloe is the Founder and CEO and currently CHRO - of Terkel.io, a platform where business leaders can answer questions related to their expertise and get published in articles featuring theirinsights. Let them know that vacation can improve their relationships at work, as well as their productivity and morale. Here are six strategies on how managers can approach vacations when so much of the workforce is working from home. "In the middle of a global pandemic? One of the things employers can do to encourage PTO is to reduce meetings, which allows employees to have a clear schedule and take time off without fear of missing out on work information or opportunities, some experts say. As a result, other team members will see that using time off is acceptable, and they will feel they can . Research shows the benefits of vacations to employee productivity and the economy both of which are currently under threat. advise the employee you would like them to take some of their annual leave, and. Many HR professionals across the country are struggling with how to convince employees to take vacation. Template: Check PTO Status HR Reminder As Limeades CEO Henry Albrecht stated in my survey, Share the rules, show care, model the behaviors, and trust people to do the right thing.. It doesn't have to be outside their home, where they can get infected, but within the boundaries of their home where they can bond with one another. However, when a manager (i.e. [company] is committed to ensuring that employees make the most of their allotted PTO, so please coordinate with your manager or supervisor to utilize this policy. Here are some ways you can encourage employees to step away from their devices: Sometimes employees hesitate to take time off because they feel they will be distracted from getting all work-related emails and then having to reply to them instantly. The first step to dismissing any negative perceptions about taking time off is to reassure your employees that their jobs are safe. This strategy will give everyone equal opportunities when it comes to making decisions about how they spend their free time outside of work hours. Employees need to feel that their organization understands work-life balance and that they are encouraged to take. But if you dont use it by the end of the year, [DD/MM/YY], then your time off will reset for the new year. We are keen to hear your thoughts on the best way to motivate everyone in the workplace to get involved with our drive to be more energy efficient. You may be setting the bar high with your hard work and dedication, but if you arent taking time off yourself (and showing others how its done), then they wont know how to break away from their official responsibilities. When Crystal Brown-Tatum, a human resources manager at Dallas Summer Musicals, noticed that her staff members were accruing more paid time off (PTO) during the pandemic than they would be able to roll over in 2021, she sent out a list of road trips for employees to consider taking. If you can, make a notice as early as 2 months before the actual leave.This will make you look responsible and a good planner. Otherwise, theyll burn out quickly (and possibly quit). Make sure your message is clear. The Laurel, Del.-based insurance agency has a "use it or lose it" policy and didn't want its 38 employees to forgo paid time off (PTO), even if they couldn't get away to their usual vacation haunts due to the pandemic. 1. Dear Valued Customer, We are beyond grateful for your continued support and loyalty to our brand and services. else if(currentUrl.indexOf("/about-shrm/pages/shrm-mena.aspx") > -1) { The center, which provides counseling services to women with unplanned pregnancies, depends on volunteers to help carry out its mission. Tip#3: Be sure to use the word "because" when explaining your reasons. Encouraging to take time off is one of the most important things that you can do for your employees. by. if(currentUrl.indexOf("/about-shrm/pages/shrm-china.aspx") > -1) { We have noticed that you have been working tirelessly for a long time without taking any type of leaves. Its time to make it a habit for your employees to unplug from work often, taking into account their mental well-being. There are a lot of stressors now and our biggest concern is our employees becoming burned out. ". Hi everyone. It is essential for your employees to take time off from work for their sake, as much as yours. Drew Gieseke Your session has expired. The nation's workers also eschew lunch to work longer. Use imagery around the office. someone who can approve or decline leave requests) logs into Timetastic, they can see the remaining leave allowances for everyone on the team. For example, if you are going on vacation next week but want to respond to emails while youre gone, consider using an auto-reply that says something like: I am currently out of the office on vacation until July 1st. But encouraging your employees to use their time off is a win for you and for them. By taking time off regularly, you can show everyone else in the company how important it is to take time off so they dont feel guilty about doing so themselves. (See the bottom section for more information about this process.). Though annual leave is part of the compulsory benefits of a regular employee, it is always a good gesture when you planned it ahead of time and inform you immediate superior about it.These are the things that you need to consider before writing the letter: 1. Part time employees accrue vacation on a pro-rated basis. Need help with a specific HR issue like coronavirus or FLSA? In fact, 62% of American workers say they eat lunch at their desks. Accelerate your career with Harvard ManageMentor. In general, yes, employers can require employees who physically enter the workplace to be vaccinated for COVID-19, and before the pandemic, other employer vaccine mandates have been applied, such . Thats why we have an annual leave policyto help you take care of yourself so that youre ready to go when it comes time to come back! This letter is to inform [mention the name of the person] from [mention the name of the company or the organization to which you are writing this letter] that I the [mention designation of yours] of [mention name of the company and the organization] would like to encourage you to take a vacation from your work for few days. You can reach me at [alternate contact info]. Subject: Request for one week vacation leave. I am reaching out because the recruitment department needs your help! PTO will be available to exempt and non-exempt employees. Downloadable (with restrictions)! A smaller share (16 percent) are requiring employees to take vacation time, and another 22 percent are planning to take or considering that approach. Team members of some of my clients try things theyve never done, just to infuse novelty such as sketching or singing. temp_style.textContent = '.ms-rtestate-field > p:first-child.is-empty.d-none, .ms-rtestate-field > .fltter .is-empty.d-none, .ZWSC-cleaned.is-empty.d-none {display:block !important;}'; Review this collection of common PTO questions and answers or watch the embedded HR Party of One video below to prepare accordingly. Set the example for your employees Discuss the days you will be taking off and encourage your team to do the same. Please log in as a SHRM member before saving bookmarks. This helps reduce the risk of burnout, and it helps reduce any stress your team may feel as the year comes to a close and everyone on your staff is trying not to lose their holiday time. Fewer employees want to take vacations given that the pandemic has severely curtailed travel options. Establish firm availability boundaries for yourself and share what you did during your time off. Let them know that, Its time to make it a habit for your employees to unplug from work often, taking into account their, One of the most important things you can do to ensure that your employees are able to enjoy their time off is to create company, Encouraging your employees to take vacations. It gives both the employee and employer time for review. For small teams, granting PTO requests while maintaining an effective workforce is a big challenge, especially around federal holidays like Thanksgiving and Christmas as well as other religious holidays like Hannukah. Employees may be weary because they dont want to appear unwilling to work for fear of losing their jobs or being furloughed. When the economy is unstable, employers are faced with difficult decisions around staffing, pay and benefits. It was hard for all survey respondents to know what to do with an extended vacation of more than a week. Follow this simple memo to staff on . Here are five reasons to encourage your employees to take a vacation. Please enable scripts and reload this page. There are many good reasons to choose to get a vaccine , but the most important one is that . 'We understand you can't travel. But how can they do that if they dont know how to disconnect from work? You may be doing a great job as a manager, but are you showing your employees how to be good managers? For instance, you can declare a day off for the entire organization: One of my clients, analytics company, Sisense, has scheduled a monthly company-sponsored, company-wide self-care day, where nobody works. Template for external staff letter. According to global staffing firm Robert Half, 28 percent of U.S. office workers anticipated taking fewer days off in the summer months compared to last year because of concerns about COVID-19. When anyone on your team logs into Timetastic, theyll see their Wallchart: Their Wallchart tells them who has approved time off on the calendar, along with their own leave balance, so they can see how much leave they still have left to use. How can you encourage employees to take vacation days? However, in the retail industry, the final two months of every year are almost always the busiest. And there are plenty of ways to do so. They can use that time as a mini-weekend getaway with their friends or family. For some companies, this situation might not prove difficult whatsoeverit's entirely possible that November and December are slow periods for plenty of employers. The way leaders take a vacation is a signal for employees on vacation expectations. Learn how SHRM Certification can accelerate your career growth by earning a SHRM-CP or SHRM-SCP. This policy is based on mutual trust . Restored leave still remaining to the employee's credit at the end of this period will be forfeited without the right to further restoration. Knowing who on your team is at risk of burnout or who has a lot of leave left to use is a huge win. It has taken jobs, businesses and human lives. An example of this could simply be sending a calendar invitation via email to remind your employees that you will be out of the office. The reply should explain when the employee will be away and for how long, but also include some language that indicates that the employee is taking a break from work and is not available during this time. **Note to employees who are projected to have annual leave that otherwise would be subject to forfeiture Annual allotment vs. accrual bank vs. unlimited? use up to four hours of administrative leave time, or your sick time. There's more to PTO than making adjustments at the end of the year. Taking time off might seem like an unnecessary luxury given that we all have deadlines looming over our heads all day long; however, these breaks allow both employers and employees to get away from our desks so they can relax and come back refreshed when they return. Please log in as a SHRM member before saving bookmarks. Note: This is what it looks like when you book a holiday using our mobile app. Noticing that managers are deluding themselves about their own and team members productivity, I surveyed clients and heard back from 20 of them in companies ranging from startups to Fortune 30 and universities located across the U.S. The best approach is a mandatory vacation set at a company-wide level. If you have any questions about your leave balance, or how to book leave, please reach out to your manager. else if(currentUrl.indexOf("/about-shrm/pages/shrm-mena.aspx") > -1) { "When managers are intentional about making time for themselves during the dayblocking time to eat lunch, regularly scheduled personal development, being strict with their work and nonwork hourstheir teams have followed suit," Winn said. To encourage more employees to take time off before Dec. 31, HR professionals are urging managers to think creatively about how to use vacation time. It's hard to strike the right balance between informing staff of the facts and sharing the protective measures your business is taking without sowing fear or anxiety . How does employee seniority impact PTO benefits? Practice what you preach. This works out to a monthly accrual of 1.25 vacation days during the first year and 1.6667 vacation days per month after the first year. Find the latest news and members-only resources that can help employers navigate in an uncertain economy. "They were very relieved [by the change in policy], and we are trying to reward them as much as possible for their work.". What Is the Pregnant Workers Fairness Act (PWFA). Here are 12 ways you can proactively encourage employees to take time off work: Encourage employees to take a digital detox. Below is a vacation request email sample for medical reasons: Subject: Medical leave application Dear (Manager's name), I'm writing this letter to request vacation leave from Tuesday (December 15th) through Thursday (December 24th). Design/methodology/approach - - The first step of the analysis identifies the wage policy . "Then you know what they have planned, and you can encourage them to follow up on it and take the time off.". But these templates really just help you organise your thoughts. Some businesses may close down for a week or two at a certain time of the year, and that period is everyone's . Long Vacation Message. Research shows that, thanks to remote work, we're spending an average. It also shows your employees that you don't need to spend needless extra time in the office to look busy if you're delivering on your goals. Some organizations, such as the Assure Women's Center in Omaha, Neb., opted to let employees carry over more vacation time. "Managers who meet with their staff prior to them taking PTO can brainstorm with them about who in the company is best to take over each task, project or client while they're out," Handrick said. If you sense that your employee is stressed out and just not telling you,. You should also include any rules on how many people from a team/the organisation can be away simultaneously. To minimize employees' lost days, 24 percent of companies are planning to increase carryover limits. Ask team members where they can share responsibilities and cover for each other so they can rotate times off without stopping work. Format #1. When you run a small business, it's hard to compete with the big guys in winning the war for talent. Each and every employee of an organization work hard day and night every single day to produce the exact results that the corporation wants and make sure that the reputation of the organization always remains clean and only achievements are what that the organization gets. For additional queries, you can reach our department of [Mention the details] at [mention phone number] or directly through an email at [mention the email address]. Encourage holiday talk in your company. This leave can make you more motivated and help you perform more effectively. $("span.current-site").html("SHRM China "); Talking to your employees about the coronavirus is no easy feat. Companies need to ensure that they consider the rights and benefits of the employees whenever certain policies are planned, created and developed. This allows HR to properly plan work schedules and project deadlines around planned employee absences. It does not offer legal advice, and cannot guarantee the accuracy or suitability of its content for a particular purpose. If you havent taken a vacation yet this year, I hope youll consider taking some time off soon. Tami Wolownik, human resources head at Siemens Mobility, North America, a transportation consulting firm in Alpharetta, Ga., suggests that managers encourage employees to take a day or two off to . Brett is a #SHRM22Influencers and has also been a keynote speaker at several state SHRM conferences around the topic of employee engagement. It can cause no symptoms, some symptoms, serious illness . But a template doesnt do anything to solve the root of your annual leave problem. Build specialized knowledge and expand your influence by earning a SHRM Specialty Credential. Additionally, [company] has the right to identify blackout periods where PTO requests cannot be approved. Its not just our commute times that have been co-opted but also our vacations. People will be scared and caring about their health and source of income. Ensure there is appropriate cover. So, by looking into your efforts and integrity to accomplish your goal in the company, we have decided to offer you a special leave for (mention the period) days, and we will be very happy if you accept it. Generally, there's no formal consequences for not using your mandatory vacation time. Working from home doesnt mean working all the time. Its also important to provide employees with references to any government or health official guidance, so they can also take that into account. If you're going to be on vacation for a week or two, then it's essential you set up your vacation email. But, according to Balsamiq founder Giacomo Guilizzoni, "It instills an opposite kind of guilt: If I don't take my 20 days I will set a bad example for my team." Make unlimited vacation time work Several of my clients executives and managers, along with their human resource partners are increasingly seeking guidance on how to unplug and recharge and encourage their employees to do the same. As a human being, you need rest in your life from these long days of work, so by looking into your hard work and integrity towards your job, the company has decided to offer you a special leave for (mention the time) days, and we will be very happy if you accept it. Please do not hesitate to reach out with any questions or concernsI look forward to hearing from you soon!. We set very clear performance metrics with our employees and allow them flexibility in accomplishing those goals. Suddenly, a majority of people within an organization want to take time off. Steve Pemberton, chief human resources officer at the company, which is co-headquartered in Dublin, Ireland, and Framingham, Mass. This allows your employees to start thinking of dates they might like to request off. Step 3 - Create your direction to take annual leave due to an excessive leave balance letter . 3 templates for reminding your employees to take annual leave Template #1: Reminding your employee that the end of the year's approaching and their holiday time doesn't carry over Template #2: Informing your employee that they missed the cut-off for taking their leave (and explaining how your carry-over policy works) Dear [RECIPIENT'S NAME], } It's important to start having conversations about holiday plans with staff now, even if it's just small talk about how they plan to take a break before the end of the year, MirrorCoop's Linden said. Once downloaded, you can customize the text . We live in Virginia and many drives that are beautiful. Download Employee Mandatory Vaccination Policy Letter Template. Informal vacation request email Subject: Vacation request June 1-15 Hi Jean, I'd like to request vacation time from Monday, June 1st through Tuesday the 15th. Unfortunately, the time for booking your annual leave has passed. Set email communication a part of your corporate image . Many companies are encouraging employees to take off half days, a day in the middle of the week, or a Monday or Friday to extend the weekend. We know that not everyone feels comfortable taking time off work, but trust me: its worth it! If taking time off is hard for your employees, there are alternatives that you can consider. The benefits of taking time off are numerous: it helps your employees be more productive at work, it helps them be happier with their job, it can make them more creative by giving their minds a chance to wander freely with no deadlines or restrictions, and it gives them a chance to recharge their batteries so that when work starts up again after the break theyre ready for anything. If there is a negative narrative presented from either HR or management, employees will be fearful of requesting any time off. How Companies Can Encourage Employees to Use Their Vacation Time. Various studies show that the current environment is taking a toll on employees' mental health and fueling workers' reticence about taking time off. } Youll feel so much better when you get back than if you hadnt taken any time at all, and your coworkers will appreciate having someone healthy around them again! ", The request for employees to take vacation "was met with unbridled appreciation," he said, adding that "acknowledgment is important to people.". Asking employees to take a mandatory leave of absence can give both the employer and employee time to evaluate. It's also important to clearly indicate who approves someone's holiday requests. Demonstrate care of your employees by offering flexibility, and model behaviors yourself by taking advantage of your own time off. I've included a sample email template to send to your team today. Back in early May, executives at The Insurance Market were worried that numerous employees were canceling their summer vacations. Meanwhile, vacation requests fell roughly 50 percent during the initial months of the pandemic. Sample email. Companies are offering a range of wellness options but also vary in their policies about taking time off, from we trust you, take care of what you need to to take some of your allotted vacation time to we need all hands on deck right now and we can figure out time off later.. Members can get help with HR questions via phone, chat or email. Some fear that taking time off may make them appear less dedicated or essential, attributes that no one wants to project amid layoffs across many industries. Timetastic helps make that a reality by giving your team an easy way to see their leave balance, check the companys time off calendar, and book their holiday request. The SHRM Blog does not accept solicitation for guest posts. We send two emails per month max. You can use our sample leave of absence forms to encourage employees to take time off work. Taking time off is something many people will avoid when job security is at the forefront of someones mind. As health officials urge everyone to stay close to home and limit contact with people outside their households during the winter holidays to stop the spread of the coronavirus, many workers are reluctant to use their PTOeven after they postponed summer vacation plans. Now that there is a boundary, people want to take time off, she explained. We were worried about you during your absence, and I speak for everyone here when I say that we are all thankful for your quick recovery. Others may channel their anxiety about the world into their work so they are reluctant to take time off. Use this communication template to remind employees to check their PTO status before the year endsand their time off potentially expires. By giving your team the tools they need to see how much leave they have left to use, and book new requests, youre giving them what they need to take their holiday leave throughout the year. }); if($('.container-footer').length > 1){ Please enable scripts and reload this page. To all employees: COVID-19 is unpredictable. Thank you for going the extra mile. Tip#2: Be friendly. For our reps, we've developed a simple algorithm for encouraging them to take vacation days and PTO. Employees need time to rest and enjoy themselves outside work. [Include Template 4] Thanks, Your HR Team TEMPLATE 4: Managers Team Involvement (Every 6 months) Hello Team! Pay attention to your email's header and the design of its body . Given below is a leave memo sample. Gain the intel you need now to successfully anticipate and navigate employment laws, stay compliant and mitigate legal risks. SHRM Employment Law & Compliance Conference, Steve Pemberton, chief human resources officer at the, How to Encourage Employees to Take Vacation, New OSHA Guidance Clarifies Return-to-Work Expectations, Trump Suspends New H-1B Visas Through 2020, Faking COVID-19 Illness Can Have Serious Consequences, UK: Employee Who Refused to Wear a Face Mask Fairly Dismissed, New York Rolls Out 12-Week Paid Parental Leave Policy for State Workers.