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

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What is important is that they spend time with them, because they never know how long they have with their loved ones regardless if there is a pandemic. } 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. 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. And if most of your team waits until the end of the year to take their leave, youll struggle to accommodate everyone and end up with an unhappy team, wasted time off, or too much carry-over into the next year. But how can they do that if they dont know how to disconnect from work? 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. Perhaps a team competition with a free lunch to the winning team . by. When you set these types of expectations, your team plans ahead and you don't have to get in the middle and manage everyone's schedules. "People don't have a lot of control right now, and they are trying to control what they can.". If there arent any available at your company yet but would like something similar instead then consider adding an incentive program where each employee receives points based on how many hours they worked each week which can then be redeemed at the end of each month towards goods or services such as gym memberships or other activities outside work hours. HR circular format for employees are very helpful in this situation. 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. Even though staff taking holiday can be disruptive in the short term, encouraging staff to book annual leave actually holds many benefits to employers in the long run: Cut stress & burnout, and improve productivity. 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. Review these examples of letters and emails sent to candidates during the hiring process: Interview Invitation Letters Candidate Rejection Letters Welcome a New or Returning Employee Whether you're making an initial job offer or welcoming an employee back from an extended leave, here are some samples of what you might say. 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. The best approach is a mandatory vacation set at a company-wide level. 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. John Linden, an interior designer at MirrorCoop, a custom-mirror company in Los Angeles, was so desperate for employees to take time off that he began buying them tickets to local museums so they might consider fun and socially distanced activities for their days off. I will be traveling to visit my parents/taking family vacation time. Use the following template to remind employees to check their PTO status before the end of the year: As we approach the end of the year, now is the time to check your PTO status to determine if you need to take any time off before your benefit resets. I've included a sample email template to send to your team today. The company sent employees reminders to start planning their vacation schedules, with few responses. With varying demands for inter-generational care and self-care, encourage your employees to take the time they need to balance competing priorities. var temp_style = document.createElement('style'); if(currentUrl.indexOf("/about-shrm/pages/shrm-china.aspx") > -1) { A substantial number of companies (42 percent) have made or are planning changes to PTO, vacation and sick-day programs, according to Willis Towers Watson. use up to four hours of administrative leave time, or your sick time. 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). "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're like most Americans, it's likely been a while, as 55% of workers don't use all their paid time off. 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 . 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. That said, human resources personnel should also communicate regular reminders to employees about making the most of their PTO throughout the year. Ask team members where they can share responsibilities and cover for each other so they can rotate times off without stopping work. If taking time off is hard for your employees, there are alternatives that you can consider. Moreover, vacations can also help employees stay healthy by encouraging them to exercise and eat better habits. 3. Especially amid uncertainty, many people might not feel secure about their jobs and will require extra encouragement from their managers before trusting theyre safe while getting some respite. Im writing to remind you that we have an annual leave policy. SHRM's HR Knowledge Advisors offer guidance and resources to assist members with their HR inquiries. 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. But encouraging your employees to use their time off is a win for you and for them. 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. For example, from February to June, employees' risk for developing depressive disorders surged 54 percent while the risk of general anxiety jumped 41 percent, according to Total Brain, a San Francisco-based provider of mental health services. Employees should clearly understand your organization's vacation policy. 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. "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. 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. 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]. Its time to make it a habit for your employees to unplug from work often, taking into account their mental well-being. Learn how SHRM Certification can accelerate your career growth by earning a SHRM-CP or SHRM-SCP. The point is, you now have the information on hand. Find the latest news and members-only resources that can help employers navigate in an uncertain economy. "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. "As employers, we have to be cognizant of the mental health impact that the pandemic is having," Pemberton said. Helping Startups/ It Companies/ and Small Businesses to Enhance Their Business Through Branding and Marketing Ideas. 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. Suggest shorter breaks more often, rather than weeklong vacations. 3) who you are leaving in charge of any project should an emergency or immediate question arise. Meanwhile, vacation requests fell roughly 50 percent during the initial months of the pandemic. 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. Being transparent about leave policies allows individuals to consciously weigh trade-offs and enables everyone to operate from the same set of principles. Members can get help with HR questions via phone, chat or email. Sales may also be the job that needs time off the most. var currentUrl = window.location.href.toLowerCase(); ". They can use that time as a mini-weekend getaway with their friends or family. 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. 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. Address and ease their fears of taking time off. For example, include information about the notice required in advance of a holiday and how much notice is required to refuse a holiday request. 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. It's considered best practice for companies to make their PTO policies easily accessible for all employees, ideally in a comprehensive Culture Guide. This letter is to inform you from [mention the name of the company or the organization for which the sender is writing this letter] that I, the [mention designation of the sender] of [mention name of the department], would like to encourage you to take a vacation from your work for some days. 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. We set very clear performance metrics with our employees and allow them flexibility in accomplishing those goals. Subject: Request for one week vacation leave. 'We understand you can't travel. "[Time off] is the most emotional benefit we have. Even if your company doesnt offer paid time off, encouraging employees to put down their phones and computers for even just one day a week will be beneficial for their health and productivity. advise the employee you would like them to take some of their annual leave, and. Many have rediscovered activities within their immediate reach. "While traditional vacations and large events are not available to all employees this year, the best thing we've done to support our team is reframe what time off could look like," said Courtney Wilson, head of people operations at HealthJoy, a Chicago-based benefits platform. Please enter the text you see in the image below: SHRM provides content as a service to its readers and members. Here are five reasons to encourage your employees to take a vacation. $('.container-footer').first().hide(); "With the holidays coming up, we'll continue to remind employees that taking time to recharge benefits everyone, and it will help them be in a better mindset for what will hopefully be a much less chaotic 2021," she said. Please reach out to your direct manager to see about booking time off ASAP to take a well-deserved holiday. Ask employees to create a vacation plan and mark the due date for filing leaves on their calendars. Drew Gieseke is an aPHR-certified marketing professional who writes about HR, compliance, and healthcare solutions. 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 . var temp_style = document.createElement('style'); A smaller share (16 percent) are requiring employees to take vacation time, and another 22 percent are planning to take or considering that approach. Restored leave still remaining to the employee's credit at the end of this period will be forfeited without the right to further restoration. 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. Managers are also encouraged to be vocal about taking shorter amounts of time off. Dear [Name of Manager], I would like to request for one week of leave from [DATE] to [DATE]. This is an easy way to help your employees unplug, refocus, and enjoy themselves. 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. Project: Time Off's study found that employees who take all of their vacation time increase their chances of getting promoted and getting a raise by 6.5 percent, compared with people who. 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.. The nation's workers also eschew lunch to work longer. $("span.current-site").html("SHRM MENA "); Posted on August 4, 2021 That is why I would encourage employees to take days off by recommending they spend time with their families. Make booking leave from work easy. Is the PTO benefit still competitive with other employers in the industry? The best way to encourage employees is by setting an example yourself. Some organizations, such as the Assure Women's Center in Omaha, Neb., opted to let employees carry over more vacation time. 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. But ideally, no one will ever be on your Burnout Board. "I think with remote work, it was hard to separate work from home life," Smith said. the leave type), provide any more details (if necessary), and then submit their request. Offer Time Off As A Sign Of Appreciation Practice patience and sensitivity. (Campaign Monitor,2019) Add an eye-catching subject line and body. Finally, employers can simply remind employees to take their time off before the end of the year. A. shows that employees who take a lunch break are more likely to be satisfied with their job, and say they are as effective and efficient as they would like to be. agree on a time for the employee to take the leave. Sample employee email to encourage them to get vaccinated . A leave allows the workers to have a break to rest and re-energize themselves for their future work. Follow this simple memo to staff on . They will follow suit if they see that you put in your fair share of hours at work. It contributes to a great company culture. part-a (to be filled up by. The next big thing to solve is making sure your team has the tools to book their holiday. This request is due to [provide reason/s]. Your session has expired. Smith speculated that employees didn't see the point in taking time off when they were working from home just to stay at home. Next year, youll have [CARRY OVER AMOUNT + NEW YEAR AMOUNT] in holiday leave. The reason for this leave request is purely due to medical reasons. You truly deserve this vacation; we hope you will consider our letter and will take this opportunity. Have a Clear Employee Vacation Policy First, make sure your employee vacation policy is clearly outlined. 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. Paid time off is part of your compensation. Here are a few sample vacation request emails and a reminder email draft to help you get started: 1. 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. Adjust Job Requirements to Allow for Stress-Free PTO. 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. Practice what you preach. We are so happy to have you back at the Sunshine House. You can reach me at [alternate contact info]. 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. 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. 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. 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 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. Various studies show that the current environment is taking a toll on employees' mental health and fueling workers' reticence about taking time off. Here are five tactics that can make a difference: 1. That's why it is so important to lead by example. Yet, few employees feel comfortable taking the time off they need, especially as travel plans and other vacations are cancelled. Overworked employees are unhappy, do not engage and do not contribute to a productive office environment. } Its very important that our employees stay balanced in their life. Note: For privacy reasons, when someone on your team logs into their Timetastic account, they can only see their own individual leave balance. Some businesses may close down for a week or two at a certain time of the year, and that period is everyone's . David Zaitz/Getty Images. Talking to your employees about the coronavirus is no easy feat. Make sure your message is clear. This can help managers optimize workload delegation. Set the example for your employees Discuss the days you will be taking off and encourage your team to do the same. You should also include any rules on how many people from a team/the organisation can be away simultaneously. Fewer employees want to take vacations given that the pandemic has severely curtailed travel options. 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. They considered creating a vacation bank that would accept donations of employees' unused PTO that could be tapped by colleagues facing extraordinary circumstances, but that was found to be too complicated to administer. document.head.append(temp_style); You may be trying to access this site from a secured browser on the server. In fact, 62% of American workers say they eat lunch at their desks. We asked nine thought leaders to share their best advice on how to encourage employees to take some well-deserved time off. Please try again later. Weve given you three different templates above for informing someone about the leave theyre about to lose. 1) all the projects you recently finished or are currently working on. $('.container-footer').first().hide(); However, in the retail industry, the final two months of every year are almost always the busiest. When the economy is unstable, employers are faced with difficult decisions around staffing, pay and benefits. To request permission for specific items, click on the reuse permissions button on the page where you find the item. Part time employees accrue vacation on a pro-rated basis. You also want them to come back feeling refreshed and ready for another round of productivity. Sometimes, it's also about finding ways to encourage employees to take well-deserved time off. Encourage holiday talk in your company. Your session has expired. Employees who take time off come to work with a positive mindset and charged to take on challenges. Long Vacation Message. 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. 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). Annual allotment vs. accrual bank vs. unlimited? Then encourage employees to incorporate those activities into their daily routine so they dont forget about them. year after restoration (i.e., restored in leave year 2013 to be used by the end of leave year 2014). 4.2.2 Earning Vacation. 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. In this section, we show how Timetastic, our staff leave app, helps your team take their holidays throughout the year. $("span.current-site").html("SHRM MENA "); Managers need to rise to the occasion by encouraging time off from their employees. A specified amount of time off can be allowed that must be taken in minimum increments of, for example, a week. Likewise, as mentioned above, employers might want to completely rework their PTO benefits for the new year. 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). Employees may be weary because they dont want to appear unwilling to work for fear of losing their jobs or being furloughed. 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. Now?" My coworker was incredulous. Teams are feeling . Limit vacation day rollovers. Company culture has to promote self-care and wellness for the employees. 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. 2. If our content helps you to contend with coronavirus and other challenges, please consider subscribing to HBR. 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. Now that there is a boundary, people want to take time off, she explained. "Then you know what they have planned, and you can encourage them to follow up on it and take the time off.". 1. Estimated Read Time: 4 minutes. Be open and transparent. Create a cafe-like office. Her complaint wasnt about working in quarantine per se, but about her frantic pace and static productivity. Redefine vacations to mean more than just recreation and travel to include family time, caregiving, and self-care. Please log in as a SHRM member. What you say is less important than what you do. Helping to Minimize Lost Days The first step to dismissing any negative perceptions about taking time off is to reassure your employees that their jobs are safe. 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]. Additionally, [company] has the right to identify blackout periods where PTO requests cannot be approved. 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. A subscription purchase is the best way to support the creation of these resources. A vacation leave letter is a written request from employees to their company asking for approval for time off. Once downloaded, you can customize the text . Marketing | Branding | Blogging. hbspt.cta._relativeUrls=true;hbspt.cta.load(131307, '070b3b46-9e86-40d1-85c0-17bd895480dc', {"useNewLoader":"true","region":"na1"}); Crafting and following a comprehensive onboarding checklist ensures a consistent, As the cost of living continues to rise around the country, many employeesespecially HR professionals play an indispensable role within an organization. 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. For example, women academics are publishing fewer papers, presumably because of their disproportionate responsibility at home. We help you make things easy for everyone by giving you two things in this article: Lets be honest: You shouldnt really need letter templates. It gives both the employee and employer time for review. We need to refuel early and often. 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. Teams are feeling exhausted, work demands are on the rise, and more and more time is devoted to work instead of ourselves. Here are five ways to encourage your employees to take a holiday leave: 1. Studies show that almost 75% of employees do not take all of their allotted paid time off (PTO.) "It's not necessarily time off, but we encourage our people on no-meeting days to do that extra load of laundry or have . How can you encourage employees to take vacation days? Leave request email template. Downloadable (with restrictions)! Please enable scripts and reload this page. If they see the boss working nonstop, they. On the other hand, your business operations may permit you to allow employees to take vacation time on a day-by-day basis. I suggested that she take a few long weekends and do local explorations. To solve this problem, you can use Timetastic as your staff leave app. Lisa Rabasca Roepe is a freelance writer based in Arlington, Va. You have successfully saved this page as a bookmark. "Time off gives you the opportunity to recharge. Research shows that, thanks to remote work, we're spending an average. By involving the entire team, you make taking breaks part of the culture along with supporting and being generous with each other.