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

"Time off gives you the opportunity to recharge. 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. Vacation Policy Communication Should be Proactive and Ongoing - Spark Managers might also consider reducing the number of meetings around the holidays, or making Mondays and Fridays meeting-free days from Thanksgiving until the end of the year to encourage employees to extend their weekends. 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. Leaders can show employees they value this by taking time off themselves. Harvards Leslie Perlow showed how consultants at Boston Consulting Group made significant progress in job satisfaction, work-life balance, and collaboration and effectiveness by taking predictable time off from their cell phones while ensuring that their work is covered by a fellow team member during that time. This person can then quickly approve or decline the request, with a full view of any potential holiday clashes in the app. But these templates really just help you organise your thoughts. 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], Managers are also encouraged to be vocal about taking shorter amounts of time off. 3. document.head.append(temp_style); You may be trying to access this site from a secured browser on the server. 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. The reason for this leave request is purely due to medical reasons. You can do this by offering the following: When you work for a company, you probably know that taking time off is good for your health and well-being. Your session has expired. 14 Tips For Encouraging Employees To Take Time Off - Forbes (Campaign Monitor,2019) Add an eye-catching subject line and body. Start your free one-month trial today. the leave type), provide any more details (if necessary), and then submit their request. For further queries, you can reach our management department at [mention phone number] or directly through an email [mention email address]. This combination pushed the company to send an e-mail to its 600 employees last month asking each of them to take five days of vacation before the end of August, said How to Encourage Employees to Take Vacation - SHRM Employees who take regular time off are less stressed, less likely to burn out, and better equipped to find solutions when problems arise. Vacation Request Letter: 4 Templates and Emails, Vacation Request Email to Boss Sample: 4 Examples, Holiday Request Letter to Manager: 4 Templates, Leave Extension Letter Example: 4 Templates, Holiday Request Letter example: 4 Templates, Leave Application Confirmation Letter: 4 Templates, Leave of Absence Letter Template: 4 Emails, Commercial Credit Analyst Cover Letter Example: 4 Templates, Commercial PropertyManager Cover Letter Example: 4 Templates, Commercial Real Estate Broker Cover Letter Example: 4 Templates, Commis Chef Cover Letter Example: 4 Templates, Clinical Application Specialist Cover Letter Example: 4 Templates. 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. 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). We encourage team members to take a minimum of 3 weeks (15 work days) of vacation time throughout the year, in addition to the holidays (bank, religious or otherwise) you choose to observe. I will be back at work on [DATE]. Many have rediscovered activities within their immediate reach. This is an easy way to help your employees unplug, refocus, and enjoy themselves. 7 Reasons to encourage employees to take time off To give the company time to finalize schedules, team members are expected to submit requests by [date] through [communication method]. 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. You will need to demonstrate through your own actions that youre serious about time off. part-a (to be filled up by. to. We think that you truly deserve this paid vacation, and we hope you will consider our effort to appreciate your loyalty to the company and will accept this vacation. 5 Reasons You Should Encourage Your Employees To Take Vacations Taking time off should be encouraged by companies and managers to promote employee wellness, happiness, and productivity in the workplace. If you havent taken a vacation yet this year, I hope youll consider taking some time off soon. "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. It's considered best practice for companies to make their PTO policies easily accessible for all employees, ideally in a comprehensive Culture Guide. Guide To Vacation Leave Letters: Definition, Template and Sample We have noticed that you have been working tirelessly for a long time without taking any type of leaves. Remind employees to schedule annual leave in advance Have an open talk with your employees about their unused annual leave. How to help employees take vacationeven when they're stressed Learn how SHRM Certification can accelerate your career growth by earning a SHRM-CP or SHRM-SCP. Why You Need to Encourage Employees to Use Their Vacation Time But we know that unplugging from work is important.' 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. 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. You, your team, and your directors. When the economy is unstable, employers are faced with difficult decisions around staffing, pay and benefits. document.head.append(temp_style); You may be trying to access this site from a secured browser on the server. "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. Practice what you preach. 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. Ask employees to create a vacation plan and mark the due date for filing leaves on their calendars. Hi everyone. Use this communication template to remind employees to check their PTO status before the year endsand their time off potentially expires. 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. Virtual & Washington, DC | February 26-28, 2023. There's more to PTO than making adjustments at the end of the year. Home Letters Templates Encouragement Letters. However, when a manager (i.e. Access more than 40 courses trusted by Fortune 500 companies. Limit the rollover of unused paid leave days. The nation's workers also eschew lunch to work longer. How To Compose a Vacation Request Email (With 3 Examples) Why you should encourage staff to take annual leave I will be traveling to visit my parents/taking family vacation time. Implement rollover limits. Team members of some of my clients try things theyve never done, just to infuse novelty such as sketching or singing. 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 holidays. How to get employees to take vacation - Recruiting Resources: How to Its very important that our employees stay balanced in their life. 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. 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. Format #1. Encouraging employees getting fresh air and exercise during work hours through outdoor breaks or fitness classes held onsite (many companies offer these types of perks). 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. 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. 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. If we take time away from work to recharge and reconnect with loved ones, we can return to work ready to approach our work with energy and purpose. Otherwise, theyll burn out quickly (and possibly quit). Smith speculated that employees didn't see the point in taking time off when they were working from home just to stay at home. Something went wrong. Im writing to remind you that we have an annual leave policy. advise the employee you would like them to take some of their annual leave, and. On the other hand, your business operations may permit you to allow employees to take vacation time on a day-by-day basis. 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;}'; Sometimes, it's also about finding ways to encourage employees to take well-deserved time off. 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. 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. Emailing Employees - HR Communication Handbook $('.container-footer').first().hide(); PDF Sample employee email to encourage them to get vaccinated One way to encourage employees to take some time off is to have, Provide a list of fun activities or places nearby that are great for taking a break (e.g., If its nice out, try going on a hike!), Offer tips on how to stay focused on work while away from the office (e.g., Turn off notifications so they dont distract them!). Encourage employees to walk out of the office, turn off their cell phones, shut down the computer, focus on just themselves for at least a couple of hours and simply ask them to enjoy your time. Fewer employees want to take vacations given that the pandemic has severely curtailed travel options. Note: This is what it looks like when you book a holiday using our mobile app. Managers need to rise to the occasion by encouraging time off from their employees. Employees need to feel that their organization understands work-life balance and that they are encouraged to take. It is essential for your employees to take time off from work for their sake, as much as yours. Here are five tactics that can make a difference: 1. Research shows that, thanks to remote work, we're spending an average. Take a moment to think about what makes your employees happyit could be anything from playing with their dog or cat, reading a book, watching their favorite movie, or listening to music. What you say is less important than what you do. Once the request is approved, the company Wallchart is updated so everyone can see that new time off has been added to the company calendar. Taking time off is something many people will avoid when job security is at the forefront of someones mind. They worry that workers' reluctance to take time off is only adding to the anxiety, stress and other mental health problems caused by COVID-19 and the recession. Asking employees to take a mandatory leave of absence can give both the employer and employee time to evaluate. The best way for employers to encourage employees to use their time off wisely is by creating these days themselvesnot just for their own benefit but also for those who enjoy working at home or remotely from home offices. 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. By having these conversations, you can better understand why your employees arent taking time off, and what factors are preventing them from doing so. 3) who you are leaving in charge of any project should an emergency or immediate question arise. var temp_style = document.createElement('style'); If you have any queries, you can reach our department of [Mention the details] at [mention phone number] or send your questions through an email at [mention the email address]. Studies show that almost 75% of employees do not take all of their allotted paid time off (PTO.) 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. Sales may also be the job that needs time off the most. You can show them that work-life balance is important by: Employees are busy, and it can be easy to forget about the vacation days theyve accrued over the past year. Use imagery around the office. Drew Gieseke 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 . Ease the numbness induced with back-to-back video calls and a long to-do list by reinventing vacations and time off, and encouraging your team to do the same. Virtual & Washington, DC | February 26-28, 2023. (See the bottom section for more information about this process.). So why not encourage your employees to try scheduling an extra day off on a Friday or Monday once in a while? From dress code to time off, my team follows the tone set by the leader. We really want our employees to take their leave its yours to take and we hope you enjoy it. Of this total, $210B was used and $155B was unused. 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. 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. 'We understand you can't travel. Employees encouraged to take time off for well-being Once downloaded, you can customize the text . 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. Encourage Employees to TAKE Vacations | Workology We know that not everyone feels comfortable taking time off work, but trust me: its worth it! "In the middle of a global pandemic? How to encourage employees to take annual leave - Robert Half To keep your mind and body healthy, its important to take some time for yourself every once in a while. 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. This leave can make you more motivated and help you perform more effectively. Take a stand against this trend of all work and little play. someone who can approve or decline leave requests) logs into Timetastic, they can see the remaining leave allowances for everyone on the team. The company sent employees reminders to start planning their vacation schedules, with few responses. Talk through these fears and encourage them to use vacation time to spend more time with their families or to lay by the pool as a way to relax and unwind. "[Time off] is the most emotional benefit we have. 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. Subject Line: Please join us as we re-open our doors on June 05, 2020. 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). Thank you for a great year. "It's important for employers to say [to employees], 'We care about you,' " said Jackie Reinberg, North America consulting leader, absence, disability management and life, at London-based Willis Towers Watson. " Unlimited Vacation Policy For Employees Template | Workable var currentUrl = window.location.href.toLowerCase(); People will be scared and caring about their health and source of income. One of the best ways for managers to encourage their staff to take time off is by taking PTO themselves. 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. 8 Engagement Templates to Encourage Employee Glassdoor Reviews Taking a break from work can be a great way to recharge and re-energize, but it can also do a lot for your mental and physical health. Organizations that utilize a use it or lose it PTO approach may find HR overwhelmed by this careful balancing act during the holiday season. Please enable scripts and reload this page. Suggest shorter breaks more often, rather than weeklong vacations. In our company time off policy, it states that [X AMOUNT] of your annual leave will be carried over into the next year. HBR Learnings online leadership training helps you hone your skills with courses like Team Management. Redefine vacations to mean more than just recreation and travel to include family time, caregiving, and self-care. For example, women academics are publishing fewer papers, presumably because of their disproportionate responsibility at home. Instead, you can rely on Timetastic a staff leave software that keeps you updated on who needs time off and gives your team an easy way to book their holidays. If you're in HR, use this email template to communicate to your staff regarding coronavirus and flu prevention. SHRM's HR Knowledge Advisors offer guidance and resources to assist members with their HR inquiries. 2. "Encourage To Take Vacation" Letter to Employee: 4 Templates Step 3 - Create your direction to take annual leave due to an excessive leave balance letter . You want your employees to take a break from their work and enjoy the world outside. Vacation Policy - 11+ Examples, Format, Pdf | Examples "It's not necessarily time off, but we encourage our people on no-meeting days to do that extra load of laundry or have . Sample Welcome Back Letter From Sick Leave. We are so happy to have you back at the Sunshine House. 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. } As a result, other team members will see that using time off is acceptable, and they will feel they can . Thats what we will discuss next. These Three Words Describe Me in The Best Way. 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 focus on family; provide caregiving; volunteer; engage in self-care and hobbies; or do traditional holiday activities such as wrapping presents, decorating their homes or baking cookies. $("span.current-site").html("SHRM MENA "); Please do not hesitate to reach out with any questions or concernsI look forward to hearing from you soon!. You have successfully saved this page as a bookmark. Finally, employers can simply remind employees to take their time off before the end of the year. If you have any questions, please contact [contact]. Template: Check PTO Status HR Reminder Here are five ways to encourage your employees to take a holiday leave: 1. Not to mention that according to SHRM, when employees take PTO, theyre often more productive and exhibit lower stress and better mental health. Suddenly, a majority of people within an organization want to take time off. Here are a few sample vacation request emails and a reminder email draft to help you get started: 1. 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. 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. Be open and transparent. If there is a negative narrative presented from either HR or management, employees will be fearful of requesting any time off. "I would encourage every employee to take the time off that they are entitled to and deserve." Employees are also reminded of the upcoming deadlines to use personal holiday hours or vacation carryover. I Am a Self-Taught Marketer with 10 Years of Experience. Have a Clear Employee Vacation Policy First, make sure your employee vacation policy is clearly outlined. Review this collection of common PTO questions and answers or watch the embedded HR Party of One video below to prepare accordingly. 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;}'; When you run a small business, it's hard to compete with the big guys in winning the war for talent. Pay attention to your email's header and the design of its body . For example, one of my direct reports said she was not going to use her vacation as she did not have any plans. var currentLocation = getCookie("SHRM_Core_CurrentUser_LocationID"); The next big thing to solve is making sure your team has the tools to book their holiday. By involving the entire team, you make taking breaks part of the culture along with supporting and being generous with each other. But please keep in mind that this leave must be used within the next calendar year or the carry over balance will expire. Here is a template you can use when structuring your email: Subject: [type of leave] request - [your name] Dear [employer's name], I would like to request [number of days or weeks] leave days that start from [date] and end on [date]. Restored leave still remaining to the employee's credit at the end of this period will be forfeited without the right to further restoration. [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. Ask team members where they can share responsibilities and cover for each other so they can rotate times off without stopping work. How to Encourage Your Team to Use Employee Vacation Time 1. 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. Unused vacations have cost U.S. businesses $224 billion a year. 1. This could include switching from an accrual bank or lump sum benefit to unlimited PTO, which eliminates the risk of expensive year-end payouts for unused vacation days. Company leaders thought it would be too expensive to allow employees to carry over time or pay them for unused vacation days. 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. They will follow suit if they see that you put in your fair share of hours at work. Set the example for your employees Discuss the days you will be taking off and encourage your team to do the same. The fear of being replaced or overlooked for projects or promotions is a potential factor preventing your employees from taking time off. We know it can be difficult to remember, especially when youre in the middle of a busy day, but taking small breaks throughout the day will actually help keep you and your employees feeling energized, happy and inspired. At Workhuman, surveys showed that employee stress was on the rise and vacation requests were running below 2019 levels. Here are six strategies on how managers can approach vacations when so much of the workforce is working from home.