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Improving the quality of your break room gives employees the feeling that they are a valuable asset to the company and their overall happiness is essential. Next year, youll have [CARRY OVER AMOUNT + NEW YEAR AMOUNT] in holiday leave. 'We understand you can't travel. A company's leaders ultimately need to set the tone for the company's vacation policy. A vacation leave letter is a written request from employees to their company asking for approval for time off. This is just a friendly reminder that, as of [DD/MM/YY], you have a remaining leave balance of [X DAYS / X HOURS]. The center, which provides counseling services to women with unplanned pregnancies, depends on volunteers to help carry out its mission. [Include Template 4] Thanks, Your HR Team TEMPLATE 4: Managers Team Involvement (Every 6 months) Hello Team! 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. 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]. At this time I am proudly able to announce the reopening of Our Business on June 05, 2020. 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. Everybody needs refreshment in their life from their work, so by looking into your hard work and sincerity towards your work, the company has decided to give you a leave for someday, and we will appreciate if you take it. Sales may also be the job that needs time off the most. Our unlimited vacation company policy allows employees to take as much leave as they need. More employees began requesting vacations in June, but they pulled back again in mid-July July as virus cases roared back, according to Zenefits, a San Francisco-based benefits provider. It's also important to clearly indicate who approves someone's holiday requests. "As employers, we have to be cognizant of the mental health impact that the pandemic is having," Pemberton said. 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. Given below is a leave memo sample. Its not just our commute times that have been co-opted but also our vacations. We asked nine thought leaders to share their best advice on how to encourage employees to take some well-deserved time off. Employees may be weary because they dont want to appear unwilling to work for fear of losing their jobs or being furloughed. Her complaint wasnt about working in quarantine per se, but about her frantic pace and static productivity. In fact, 62% of American workers say they eat lunch at their desks. I suggested that she take a few long weekends and do local explorations. 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.. In our company time off policy, it states that [X AMOUNT] of your annual leave will be carried over into the next year. "It is important for all of us to step away from time to time and come back to work refreshed and revitalized," Chancellor Rebecca Blank says. As a leader or HR professional, navigating how to go about asking employees to use their paid-time-off during these times can be a challenging task. But how can they do that if they dont know how to disconnect from work? We really want our employees to take their leave its yours to take and we hope you enjoy it. Organizations that utilize a use it or lose it PTO approach may find HR overwhelmed by this careful balancing act during the holiday season. So it becomes your responsibility to motivate such employees sometimes to take vacation leaves for a few days, and to help you create the appropriate letter for that, I have written some sample letters which you can refer to. "In the middle of a global pandemic? But a template doesnt do anything to solve the root of your annual leave problem. 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. They are now allowed to carry over two weeks instead of just one. Keep your communication and expectations open and transparent. To minimize employees' lost days, 24 percent of companies are planning to increase carryover limits. 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. Essentially, we reduce the individual reps sales goal for the month by a ratio equivalent to the number of days off. As of [DD/MM/YY], you have an annual leave balance of [X DAYS/ X HOURS]. This is the same information in the Burnout Board, but its sent directly to you, so you dont risk overlooking it. 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. 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. What Is a Dependent Care FSA and How Does It Work? Taking time off should be encouraged by companies and managers to promote employee wellness, happiness, and productivity in the workplace. Posted on August 4, 2021 Take a stand against this trend of all work and little play. Virtual & Washington, DC | February 26-28, 2023. $(document).ready(function () { First, provide clarity about your time-off policy and any company, government, or health official guidelines and restrictions. $("span.current-site").html("SHRM China "); 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. Be Happy to Help: You need to encourage staff members to use their PTO. Employees accrue 15 days of vacation for the first year of employment and 20 days of vacation each year after the first year. Remind staff to book annual leave in advance. Please enable scripts and reload this page. Find the latest news and members-only resources that can help employers navigate in an uncertain economy. According to WorldatWork, about $365B of PTO was accrued in 2019 across all companies and organizations in the US. 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. 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. Estimated Read Time: 4 minutes. On A Mission to Help Small Businesses to Be a Brand. 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. Your Burnout Board highlights who on your team is overdue for a break: Your Burnout Board tells you how much time off someone has left to use, when the last time they took a day off was, and if they have any bookings coming up. 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. 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. Itll be a great way to recharge their batteries without sacrificing any work hours. 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. Encourage holiday talk in your company. Redefine vacations to mean more than just recreation and travel to include family time, caregiving, and self-care. Sometimes we all need to take some time off and do something completely unproductive. To solve this problem, you can use Timetastic as your staff leave app. 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. From dress code to time off, my team follows the tone set by the leader. Build a better team and achieve more of what matters. If anyone has any questions or concerns about this email, please feel free to reach out. For our reps, we've developed a simple algorithm for encouraging them to take vacation days and PTO. 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. Some businesses may close down for a week or two at a certain time of the year, and that period is everyone's . }); if($('.container-footer').length > 1){ 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. If you're in HR, use this email template to communicate to your staff regarding coronavirus and flu prevention. Generally, there's no formal consequences for not using your mandatory vacation time. Many HR professionals report that they've struggled with how to address this trend because vacation is such a sensitive topic. Template for external staff letter. 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. 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. Limit vacation day rollovers. Sample Welcome Back Letter From Sick Leave. To help businesses, Paycor is offering businesses a sample communication letter sharing your vaccination policy. The nation's workers also eschew lunch to work longer. How does employee seniority impact PTO benefits? "Time off gives you the opportunity to recharge. 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. 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. 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). 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. 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 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]. Creating a COVID-19 vaccination policy is just the first stepnext you need to communicate the details to your employees. We've all missed you, and the residents have been anxious for your return. use up to four hours of administrative leave time, or your sick time. var temp_style = document.createElement('style'); 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. Remind employees to schedule annual leave in advance Have an open talk with your employees about their unused annual leave. Gain the intel you need now to successfully anticipate and navigate employment laws, stay compliant and mitigate legal risks. Another option is for HR to implement PTO blackout dates. 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. 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. Your communication needs to include your companys stance on travel, any restrictions back at work if someone does leave town for example, a lab worker who must be on site after vacation and risks to public and personal safety. Why it's in your interest for staff to take leave. 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]. Teams are feeling . Tip#4: Ease any concerns about finishing your projects on time. Thats what we will discuss next. 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. 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. 1. 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. Meanwhile, vacation requests fell roughly 50 percent during the initial months of the pandemic. Team members of some of my clients try things theyve never done, just to infuse novelty such as sketching or singing. 1. 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 would be very happy to give some of the savings we achieve in reduced electricity costs back to you. Putting a cap on this important time doesn't help our effort to achieve high levels of employee satisfaction and productivity. To request permission for specific items, click on the reuse permissions button on the page where you find the item. "[Time off] is the most emotional benefit we have. Gain the intel you need now to successfully anticipate and navigate employment laws, stay compliant and mitigate legal risks. For more info on handling staff leave, check out our articles on: Our customers tell us what makes them tick. "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. " We send two emails per month max. Need help with a specific HR issue like coronavirus or FLSA? Model time away, standardize. Here are a few sample vacation request emails and a reminder email draft to help you get started: 1. If workers take 29% less vacation for the entire year, this translates into about $60B in additional accrued PTO liability. It contributes to a great company culture. Learn how SHRM Certification can accelerate your career growth by earning a SHRM-CP or SHRM-SCP. Not to mention that according to SHRM, when employees take PTO, they're often more productive and exhibit lower stress and better mental health. You might need to provide extra flexibility. 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. Establish firm availability boundaries for yourself and share what you did during your time off. When I take time off, I make sure I don't send emails or attempt advance work forward. We know that not everyone feels comfortable taking time off work, but trust me: its worth it! We strongly recommend taking vacation time during this pandemic. You can reach me at [alternate contact info]. She also suggested that employees reduce their workweek by taking a Friday or Monday off each week until the end of the year. To get all of HBRs content delivered to your inbox, sign up for the Daily Alert newsletter. On the other hand, your business operations may permit you to allow employees to take vacation time on a day-by-day basis. You may be doing a great job as a manager, but are you showing your employees how to be good managers? 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). (Campaign Monitor,2019) 3. 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. 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. They can use that time as a mini-weekend getaway with their friends or family. Please purchase a SHRM membership before saving bookmarks. $("span.current-site").html("SHRM MENA "); If you have any questions about your leave balance, or how to reschedule your leave, please reach out to your manager. Download Template : (pdf, docs, ODT, RTF, txt, HTML, Epub, Etc), Subject: Letter to Encourage Employees to Take Vacations. The PTO issue finally began to resolve itself in mid-June when employees started returning to the office, said Jill Smith, the agency's operations manager. Please enable scripts and reload this page. You can use our sample leave of absence forms to encourage employees to take time off work. Build specialized knowledge and expand your influence by earning a SHRM Specialty Credential. This allows HR to properly plan work schedules and project deadlines around planned employee absences. 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!). $('.container-footer').first().hide(); Employees should clearly understand your organization's vacation policy. $(document).ready(function () { On his next half day off, he plans to go for a bike ride and camp on his deck with his daughters. 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. This is especially helpful in getting high performers or those gunning for a promotion to take vacation time. Part time employees accrue vacation on a pro-rated basis. - John Lie-Nielsen, One Park Financial 5. Companies need to ensure that they consider the rights and benefits of the employees whenever certain policies are planned, created and developed. And finally, activate your team by creating a plan where work is still accomplished, even as people are offline. Please confirm that you want to proceed with deleting bookmark. 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. However, in the retail industry, the final two months of every year are almost always the busiest. else if(currentUrl.indexOf("/about-shrm/pages/shrm-mena.aspx") > -1) { Please confirm that you want to proceed with deleting bookmark. 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 . Some organizations, such as the Assure Women's Center in Omaha, Neb., opted to let employees carry over more vacation time. Here are five tactics that can make a difference: 1. 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. Subject Line: Please join us as we re-open our doors on June 05, 2020. Studies show that almost 75% of employees do not take all of their allotted paid time off (PTO.) 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. Lisa Rabasca Roepe is a freelance writer based in Arlington, Va. You have successfully saved this page as a bookmark. To learn more about communicating these updates, use the template in, federal holidays like Thanksgiving and Christmas, human resources information system (HRIS), this collection of common PTO questions and answers. Employees need time to rest and enjoy themselves outside work. Of this total, $210B was used and $155B was unused. Demonstrate care of your employees by offering flexibility, and model behaviors yourself by taking advantage of your own time off. Energise your workforce. Then encourage employees to incorporate those activities into their daily routine so they dont forget about them. "Make it mandatory," says Profico. 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. Smith speculated that employees didn't see the point in taking time off when they were working from home just to stay at home.