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

The best paid time off tracking software (3 options), The best vacation tracking software (2 options), The best annual leave calendar for your business, The best way to track employee time off: plus, 2 alternative methods. 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). According to WorldatWork, about $365B of PTO was accrued in 2019 across all companies and organizations in the US. It is the most valued," Reinberg said. In an age where 24/7 connectivity and increasing workloads are the norms, it can be hard for employees to take time off. This policy is based on mutual trust . Suddenly, a majority of people within an organization want to take time off. Brett is a #SHRM22Influencers and has also been a keynote speaker at several state SHRM conferences around the topic of employee engagement. Members may download one copy of our sample forms and templates for your personal use within your organization. A smaller share (16 percent) are requiring employees to take vacation time, and another 22 percent are planning to take or considering that approach. You may be doing a great job as a manager, but are you showing your employees how to be good managers? It outlines the employee's intended days off and their plan for coverage at work. 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. Thank you for being YOU! Sometimes we all need to take some time off and do something completely unproductive. Here are five reasons to encourage your employees to take a vacation. Many volunteers have been reluctant to go to the center amid the pandemic, which made it difficult for the 43 employees to take time off. We need to refuel early and often. Due to the sluggish economy, employees hesitate to take time off, and/or do not disconnect 100% while on vacation, often checking in once a day or scanning emails.Failing to take vacation days can result in higher levels of stress and greater levels of disengagement at work. They influence President Biden signed the Pregnant Workers Fairness Act into law on December 29, 2022 BerniePortal is the all-in-one HR software solution at a fair price, so HR can focus on providing a good place to work. To all employees: COVID-19 is unpredictable. Create a cafe-like office. Sabina Nawaz. For example, include information about the notice required in advance of a holiday and how much notice is required to refuse a holiday request. 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. If you have any questions about your leave balance, or how to book leave, please reach out to your manager. Estimated Read Time: 4 minutes. Use this communication template to remind employees to check their PTO status before the year endsand their time off potentially expires. If our content helps you to contend with coronavirus and other challenges, please consider, Unused vacations have cost U.S. businesses, women academics are publishing fewer papers. It is essential for your employees to take time off from work for their sake, as much as yours. 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. It gives both the employee and employer time for review. But do your employees? Also, push your team to unplug for at least a day on the weekend, never checking any work messages. 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. The current crisis is creating more urgency and more work. I will be back at work on [DATE]. 4. 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. This is an easy way to help your employees unplug, refocus, and enjoy themselves. $(document).ready(function () { It's also important to clearly indicate who approves someone's holiday requests. This sample leave restriction letter clearly states the company rules and actions against the failures. And there are plenty of ways to do so. The company sent employees reminders to start planning their vacation schedules, with few responses. "Then you know what they have planned, and you can encourage them to follow up on it and take the time off.". Encourage Employees to Take a Digital Detox, Remind Employees about the Benefits of Taking Time Off, Make it a Habit to Unplug from Work Often, Show Employees that Work-life Balance is Important, Send Monthly Vacation Balance Reminders to Employees, Have One-on-One Meetings With Employees to Encourage Them to Take Some Time Off, Provide Employees with Tools to Help them Unplug From Work, Set Up an Out-of-office Reply that Promotes Relaxation, Encourage them to Do Something Unproductive, Sample Email to Encourage Employees to Take Annual Leave, Incentives for doing so; i.e., discounts on gift cards, An official no phone zone at work that includes no cell phones or laptops allowed during certain hours of the day, A designated area in the office where people can go when they need some space away from their devices, When you work for a company, you probably know that taking time off is good for your health and well-being. In this post, we gave you three sample letters you can send to your team to remind them they have annual leave left to use or letting them know that leave will be carried over. Moreover, vacations can also help employees stay healthy by encouraging them to exercise and eat better habits. Taking time off is something many people will avoid when job security is at the forefront of someones mind. I suggested that she take a few long weekends and do local explorations. Pay attention to your email's header and the design of its body . Find the latest news and members-only resources that can help employers navigate in an uncertain economy. Company leaders thought it would be too expensive to allow employees to carry over time or pay them for unused vacation days. document.head.append(temp_style); You may be trying to access this site from a secured browser on the server. Leaders can show employees they value this by taking time off themselves. They are now allowed to carry over two weeks instead of just one. Others may channel their anxiety about the world into their work so they are reluctant to take time off. What Is a Dependent Care FSA and How Does It Work? Lisa Rabasca Roepe is a freelance writer based in Arlington, Va. You have successfully saved this page as a bookmark. For example, one of my direct reports said she was not going to use her vacation as she did not have any plans. 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. Companies need to ensure that they consider the rights and benefits of the employees whenever certain policies are planned, created and developed. These include [dates]. It's considered best practice for companies to make their PTO policies easily accessible for all employees, ideally in a comprehensive Culture Guide. These days will be scheduled so they dont interfere with any other company-wide events, such as annual meetings and retreats, and will allow everyone in your organization a chance to relax, recharge and reconnect with family or friends. There's more to PTO than making adjustments at the end of the year. However, when a manager (i.e. Thank you for being a great leader. But how can they do that if they dont know how to disconnect from work? The reason for this leave request is purely due to medical reasons. Of this total, $210B was used and $155B was unused. 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. A subscription purchase is the best way to support the creation of these resources. You know who hasnt taken enough time off, and you dont have to trawl through spreadsheets to find out, since its delivered directly to you. In fact, 62% of American workers say they eat lunch at their desks. Its time to make it a habit for your employees to unplug from work often, taking into account their mental well-being. A policy that is clear and available to all shows that you, as the employer, value the importance of vacation time for employees. Energise your workforce. Meanwhile, vacation requests fell roughly 50 percent during the initial months of the pandemic. Not to mention that according to SHRM, when employees take PTO, they're often more productive and exhibit lower stress and better mental health. Sterling R. Morris, Intermountain Healthcare. Members can get help with HR questions via phone, chat or email. Many have rediscovered activities within their immediate reach. Through a combination of this survey data and individual coaching conversations, here are six strategies for managers on how to approach vacations when so much of the workforce is working from home. (See the bottom section for more information about this process.). Many HR professionals across the country are struggling with how to convince employees to take vacation. (Campaign Monitor,2019) 3. The request is automatically sent to the right person usually their direct manager, but this can be anyone you want in charge of reviewing holiday requests. Now that there is a boundary, people want to take time off, she explained. From dress code to time off, my team follows the tone set by the leader. When you run a small business, it's hard to compete with the big guys in winning the war for talent. Subject Line: Please join us as we re-open our doors on June 05, 2020. If employees are constantly connected to their colleagues and the office, theyre more likely to feel like they need to be at their desks answering emails and taking calls. 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. First, when you use Timetastic, you get access to your teams Burnout Board. Thank you for going the extra mile. } Consider the following scenarios HR may face during the holiday season: PTO tools with at-a-glance calendars allow for easier staffing decisions, but other employers still may want to audit and update their time off policy to save resources in the long run. On his next half day off, he plans to go for a bike ride and camp on his deck with his daughters. "Make it mandatory," says Profico. When the company's needs override those of the employee, you may ask an employee to take a scheduled leave or use accrued vacation hours to compensate for. You have always been a diligent, hard-working, and loyal team employee (mention the details). 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! Additionally, employees will become more conscious of scheduling their breaks. In, Template: PTO Communication to Remind Employees to Use Time Off Hours, more productive and exhibit lower stress and better mental health, There's more to PTO than making adjustments at the end of the year. I will be traveling to visit my parents/taking family vacation time. Once downloaded, you can customize the text . "People seem to say, 'I don't want to go to work today,' " she said, adding that the summer weather has also pushed people to use their PTO. Research shows the benefits of vacations to employee productivity and the economy both of which are currently under threat. 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;}'; Subject: letter to encourage employees to take vacations. Our unlimited vacation company policy allows employees to take as much leave as they need. 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. The next big thing to solve is making sure your team has the tools to book their holiday. 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. Vacation leave letters may be addressed to your direct supervisor or the human resources department at your company. Otherwise, theyll burn out quickly (and possibly quit). Overworked employees are unhappy, do not engage and do not contribute to a productive office environment. Keep your communication and expectations open and transparent. 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. Another option is for HR to implement PTO blackout dates. Long Vacation Message. Please note that all such forms and policies should be reviewed by your legal counsel for compliance with applicable law, and should be modified to suit your organizations culture, industry, and practices. Model time away, standardize. Thats why its a good idea to keep your team updated on how much leave they have and the last time they took a break. When people arent taking their leave, it can be for several reasons, including: Thankfully, there is a better way using a staff leave app that makes it easy for you to see who needs a holiday and makes it easier for them to book it. 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. Now?" My coworker was incredulous. Set email communication a part of your corporate image . Your team can also easily book a holiday through their Wallchart: They simply select the dates they want off, list the reason (i.e. HR circular format for employees are very helpful in this situation. "Employees may wonder what to do with a week off all at once, so encourage them to take a long weekend, or even a day in the middle of the busy workweek, for a few weeks in a row to lighten their workload," Winn said. By having these conversations, you can better understand why your employees arent taking time off, and what factors are preventing them from doing so. "Time off gives you the opportunity to recharge. Please log in as a SHRM member before saving bookmarks. In these difficult times, weve made a number of our coronavirus articles free for all readers. When employees know that you value their time off and take it seriously, theyll be more likely to see the importance of taking time off themselves. 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. 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. Is the PTO benefit still competitive with other employers in the industry? 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. Managers at HealthJoy are encouraged to talk with staff about their own planned time off, including sharing what they're looking forward to during their time away, Wilsonsaid. }); if($('.container-footer').length > 1){ Need help with a specific HR issue like coronavirus or FLSA? You must provide the employee with notice that you require them to take annual leave, in line with the . However, in the retail industry, the final two months of every year are almost always the busiest. Thank you for a great year. To give the company time to finalize schedules, team members are expected to submit requests by [date] through [communication method]. She also suggested that employees reduce their workweek by taking a Friday or Monday off each week until the end of the year. Frequent breaks are more helpful because amped up levels of stress mean we cant always wait for the long-anticipated, lengthy vacations of the past. They will follow suit if they see that you put in your fair share of hours at work. You truly deserve this vacation; we hope you will consider our letter and will take this opportunity. This isn't unusual. 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. But do your employees? Start your free one-month trial today. Plus, you want to give them an easy way to book time off, so they dont need to jump through hoops or read the fine print of a complicated leave request policy just to take a holiday. Learn if they are planning any fun trips, and remind them to book their vacation as far in advance as possible so you can be ready for it. This program has been very successful in encouraging actual vacation time, which helps our people come back well-rested and ready to continue on our mission. This was the concern one of my clients recently. HR and managers may find that employees have questions about their time-off benefits throughout the year, including if they can use PTO during their two weeks notice and if employers have the right to turn down time-off requests. If you sense that your employee is stressed out and just not telling you,. But please keep in mind that this leave must be used within the next calendar year or the carry over balance will expire. A leave allows the workers to have a break to rest and re-energize themselves for their future work. Consider providing informal time off, increasing caps on maximum vacation accrual, and encouraging people to take breaks. With people understandably fearful about their employment, employers need to set up and give people the mental break they need. To help employees feel comfortable taking time off, its important to set up an out-of-office reply that promotes relaxation. **Note to employees who are projected to have annual leave that otherwise would be subject to forfeiture "They were very relieved [by the change in policy], and we are trying to reward them as much as possible for their work.". Asking employees to take a mandatory leave of absence can give both the employer and employee time to evaluate. Employees often postpone PTO because they worry about who will take up the slack while they are out, said LauraHandrick, a contributing HR professional at Choosing Therapy, a Brooklyn-based website that helps educate the public about the benefits of therapy. Shift your organizations expectations from what youd do on a traditional vacation or even a staycation to envision creative ways to relax using resources lying in plain sight. The PMQ teaches managers to lead effectively, giving HR more time to meet the demands of the workplace. Make booking leave from work easy. Unused vacations have cost U.S. businesses $224 billion a year. Limit vacation day rollovers. This leave can make you more motivated and help you perform more effectively. HR and managers may find that employees have questions about their time-off benefits throughout the year, including if they can use PTO during their two weeks notice and if employers have the right to turn down time-off requests. It does not offer legal advice, and cannot guarantee the accuracy or suitability of its content for a particular purpose. Download Employee Mandatory Vaccination Policy Letter Template. 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 If you havent taken a vacation yet this year, I hope youll consider taking some time off soon. Dear Valued Customer, We are beyond grateful for your continued support and loyalty to our brand and services. It has taken jobs, businesses and human lives. Follow this simple memo to staff on . For instance, you can give your employees the tools to help them unplug from work. Drew Gieseke is an aPHR-certified marketing professional who writes about HR, compliance, and healthcare solutions. Employees who are able to relax and spend time with their families often report higher job satisfaction than those who dont have this opportunity (and may even want more). It gives them space to refresh, a chance to reflect on their own personal growth and health, and helps them come back with renewed energy and focus. year after restoration (i.e., restored in leave year 2013 to be used by the end of leave year 2014). 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]. Next year, youll have [CARRY OVER AMOUNT + NEW YEAR AMOUNT] in holiday leave. Downloadable (with restrictions)! by. Change the Way PTO is Discussed in Your Office. Others are more likely to follow when company policies express and your behaviors demonstrate what you most value. With the initial adrenaline rush of the crisis passed, vast numbers of my clients are reporting that they and their teams feel flayedand exhausted to the point of being useless, work demands are on the rise, and the time saved commuting has been converted to meetings that creep earlier into the day and fill the space between dinner and (a too-late) bedtime. The pandemic has affected many people. "[Time off] is the most emotional benefit we have. You also want them to come back feeling refreshed and ready for another round of productivity. Be open and transparent. Smith speculated that employees didn't see the point in taking time off when they were working from home just to stay at home. First, provide clarity about your time-off policy and any company, government, or health official guidelines and restrictions. Employees should clearly understand your organization's vacation policy. $('.container-footer').first().hide(); The fear of being replaced or overlooked for projects or promotions is a potential factor preventing your employees from taking time off. Team members of some of my clients try things theyve never done, just to infuse novelty such as sketching or singing. Does the organization pay out unused time off? 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. To get all of HBRs content delivered to your inbox, sign up for the Daily Alert newsletter. Here are a few sample vacation request emails and a reminder email draft to help you get started: 1. The nation's workers also eschew lunch to work longer. Something went wrong. Fewer employees want to take vacations given that the pandemic has severely curtailed travel options. Sample employee email to encourage them to get vaccinated . That is why I would encourage employees to take days off by recommending they spend time with their families. Make sure your message is clear. You should also include any rules on how many people from a team/the organisation can be away simultaneously. Adjust Job Requirements to Allow for Stress-Free PTO. Here's how you can encourage your employees to take their vacation time this year, even if it's only a staycation: Set an example. Here are five ways to encourage your employees to take a holiday leave: 1. If you're going to be on vacation for a week or two, then it's essential you set up your vacation email. } This includes ensuring everyone takes their allotted time off and fostering a culture that doesn't make people feel hesitant to take their vacation days. Limit the rollover of unused paid leave days. Employees need to feel that their organization understands work-life balance and that they are encouraged to take. We send two emails per month max. Dear [Name of Manager], I would like to request for one week of leave from [DATE] to [DATE]. On his half day off, one of my clients created a bouquet for his wife from his garden, repaired a bicycle, and read a book that had been sitting on his shelf for a decade. Policy brief & purpose. How does your company handle end-of-year time off requests? If workers take 29% less vacation for the entire year, this translates into about $60B in additional accrued PTO liability. Tip#2: Be friendly. How does employee seniority impact PTO benefits? What you say is less important than what you do. All PTO requests and approvals will be tracked using [system]. 5 ways to encourage staff to take annual leave. Annual allotment vs. accrual bank vs. unlimited? At Workhuman, surveys showed that employee stress was on the rise and vacation requests were running below 2019 levels. Some employees have taken limited or even no time off this year because they feel as though they are restricted with travel options," said Tracy Winn, SHRM-SCP, a senior HR advisor at G&A Partners, a payroll and HR firm in Houston. Template: Check PTO Status HR Reminder [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. You can reach me at [alternate contact info]. Suggest shorter breaks more often, rather than weeklong vacations. Please confirm that you want to proceed with deleting bookmark. Redefine vacations to mean more than just recreation and travel to include family time, caregiving, and self-care. Review this collection of common PTO questions and answers or watch the embedded HR Party of One video below to prepare accordingly. 3. var currentLocation = getCookie("SHRM_Core_CurrentUser_LocationID"); Research shows that, thanks to remote work, we're spending an average. Unfortunately, the time for booking your annual leave has passed. "This helps reassure the employee that they can truly take time off to relax with family without feeling guilty or stressing out about checking e-mail and phone messages.". Putting a cap on this important time doesn't help our effort to achieve high levels of employee satisfaction and productivity. 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. One way to encourage employees to take some time off is to have one-on-one meetings with them and discuss the importance of taking a break and enjoying some time off. But ideally, no one will ever be on your Burnout Board. If you miss the odd day, the world won't implode, but if people don't know you're away for a few weeks and they don't know exactly when you'll be back, or who they can contact in your place, you're going to have some unhappy clients or customers. Likewise, as mentioned above, employers might want to completely rework their PTO benefits for the new year. Tip#3: Be sure to use the word "because" when explaining your reasons. $("span.current-site").html("SHRM China "); 1) all the projects you recently finished or are currently working on. ref: ltc sanction order no dt (copy to be enclosed) note: this bill should be prepared in duplicate-one for payment and the other as office copy. To recap, here's how to ask for time off: Tip#1: Send a vacation request email weeks in advance. SHRM Employment Law & Compliance Conference, Heres How to Encourage Employees to Take PTO, New OSHA Guidance Clarifies Return-to-Work Expectations, Trump Suspends New H-1B Visas Through 2020, Faking COVID-19 Illness Can Have Serious Consequences, Report: Managers Have Bigger Impact on Employee Mental Health than Therapists, How to Handle Overtime, Meal Break and Other Wage and Hour Crises. "It ended up that a lot of people were not able to use their vacation," said Barb Malek, the center's operations director. Its also important to provide employees with references to any government or health official guidance, so they can also take that into account.