sample email to encourage employees to take vacation

Otherwise, youre heading for burnout and thats bad for everyone. 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. 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. 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. Lisa Rabasca Roepe is a freelance writer based in Arlington, Va. You have successfully saved this page as a bookmark. 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. The current crisis is creating more urgency and more work. The first step to dismissing any negative perceptions about taking time off is to reassure your employees that their jobs are safe. For our reps, we've developed a simple algorithm for encouraging them to take vacation days and PTO. else if(currentUrl.indexOf("/about-shrm/pages/shrm-mena.aspx") > -1) { $(document).ready(function () { 1. 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'm saving my vacation time until Europe reopens!" My specific plans notwithstanding, my coworker's comments make sense. } 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). Employees need to feel that their organization understands work-life balance and that they are encouraged to take time away from the office. HR circular format for employees are very helpful in this situation. Many HR professionals across the country are struggling with how to convince employees to take vacation. Pay attention to your email's header and the design of its body . Sometimes we all need to take some time off and do something completely unproductive. 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. As Limeades CEO Henry Albrecht stated in my survey, Share the rules, show care, model the behaviors, and trust people to do the right thing.. From dress code to time off, my team follows the tone set by the leader. 2. 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. 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. year after restoration (i.e., restored in leave year 2013 to be used by the end of leave year 2014). 2. You truly deserve this vacation; we hope you will consider our letter and will take this opportunity. Please reach out to your direct manager to see about booking time off ASAP to take a well-deserved holiday. Thank you for a great year. $("span.current-site").html("SHRM China "); Use this communication template to remind employees to check their PTO status before the year endsand their time off potentially expires. Employees receive their allotted PTO at the beginning of the calendar year. You don't need us to tell you that taking time off should reduce stress. Find the latest news and members-only resources that can help employers navigate in an uncertain economy. Please confirm that you want to proceed with deleting bookmark. That is why I would encourage employees to take days off by recommending they spend time with their families. 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. Start your free one-month trial today. Ensure there is appropriate cover. You should also include any rules on how many people from a team/the organisation can be away simultaneously. 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. Suddenly, a majority of people within an organization want to take time off. The SHRM Blog does not accept solicitation for guest posts. If workers take 29% less vacation for the entire year, this translates into about $60B in additional accrued PTO liability. Format #1. Please log in as a SHRM member. 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. When was the last time you used your PTO to take a vacation? We asked nine thought leaders to share their best advice on how to encourage employees to take some well-deserved time off. if(currentUrl.indexOf("/about-shrm/pages/shrm-china.aspx") > -1) { Some organizations, such as the Assure Women's Center in Omaha, Neb., opted to let employees carry over more vacation time. 1) all the projects you recently finished or are currently working on. But do your employees? This is an easy way to help your employees unplug, refocus, and enjoy themselves. You want your employees to take a break from their work and enjoy the world outside. "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.". Employees need time to rest and enjoy themselves outside work. You have always been a diligent, hard-working, and loyal team employee (mention the details). By having these conversations, you can better understand why your employees arent taking time off, and what factors are preventing them from doing so. Access more than 40 courses trusted by Fortune 500 companies. 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. Written by You may want your employees to feel like theyre getting enough sleep, eating well, and exercisingand also having fun! This person can then quickly approve or decline the request, with a full view of any potential holiday clashes in the app. 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. 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. This allows your employees to start thinking of dates they might like to request off. Working from home doesnt mean working all the time. "Managers who meet with their staff prior to them taking PTO can brainstorm with them about who in the company is best to take over each task, project or client while they're out," Handrick said. 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 sample leave restriction letter clearly states the company rules and actions against the failures. 0-5 years of service - [days] PTO days each year for exempt employees; [days] PTO days each year for nonexempt employees. This approach is common for groups with regularly recurring busy periods, like sales teams that are expected to close in Q4. 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! Does the organization pay out unused 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. Second, you also get Timetastics Firewire, which is sent out quarterly to you and any department managers you have on your team. We need to refuel early and often. 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. You have always been a very loyal, hard-working, and passionate employee of our team (mention the details), and you have worked for a long time without taking any type of leaves. We showcase this by offering our employees unlimited PTO. And finally, activate your team by creating a plan where work is still accomplished, even as people are offline. 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). But if youre always putting in extra time because that project needs to be on timeor because theres too much work left over from last weekthen this will send the message that its okay for them not to take any personal days and just keep going without sleep or relaxation. - John Lie-Nielsen, One Park Financial 5. But we know that unplugging from work is important.' 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. 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. Redefine vacations to mean more than just recreation and travel to include family time, caregiving, and self-care. First, provide clarity about your time-off policy and any company, government, or health official guidelines and restrictions. 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 . Various studies show that the current environment is taking a toll on employees' mental health and fueling workers' reticence about taking time off. We would be very happy to give some of the savings we achieve in reduced electricity costs back to you. Summary. 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. Dear [Name of Manager], I would like to request for one week of leave from [DATE] to [DATE]. Asking employees to take a mandatory leave of absence can give both the employer and employee time to evaluate. Encourage managers to set an example by utilizing their vacation time. With varying demands for inter-generational care and self-care, encourage your employees to take the time they need to balance competing priorities. 5 ways to encourage staff to take annual leave. 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. Our unlimited vacation company policy allows employees to take as much leave as they need. Model time away, standardize. "When managers are intentional about making time for themselves during the dayblocking time to eat lunch, regularly scheduled personal development, being strict with their work and nonwork hourstheir teams have followed suit," Winn said. Back in early May, executives at The Insurance Market were worried that numerous employees were canceling their summer vacations. It's considered best practice for companies to make their PTO policies easily accessible for all employees, ideally in a comprehensive Culture Guide. 2. Taking time off is important and we want you to be able to use your holiday. Your session has expired. By involving the entire team, you make taking breaks part of the culture along with supporting and being generous with each other. Company leaders thought it would be too expensive to allow employees to carry over time or pay them for unused vacation days. How does employee seniority impact PTO benefits? Thank you for going the extra mile. Many have rediscovered activities within their immediate reach. We've all missed you, and the residents have been anxious for your return. $("span.current-site").html("SHRM China "); } Its not just our commute times that have been co-opted but also our vacations. The disparity in working conditions is becoming evident in the yield of work based on individual work-from-home circumstances. 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. 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!). Talking to your employees about the coronavirus is no easy feat. However, while the number of hours worked is soaring, peoples capacity to focus and produce quality work is diving. (Campaign Monitor,2019) 3. I've included a sample email template to send to your team today. Sample email to encourage employees to take annual leave - bank lfc encashment calculator Sub bill no gar-14 leave travel concession bill for the block year. The next big thing to solve is making sure your team has the tools to book their holiday. Not to mention that according to SHRM, when employees take PTO, they're often more productive and exhibit lower stress and better mental health. If you're in HR, use this email template to communicate to your staff regarding coronavirus and flu prevention. Here are five ways to encourage your employees to take a holiday leave: 1. For more info on handling staff leave, check out our articles on: Our customers tell us what makes them tick. Something went wrong. Please try again later. someone who can approve or decline leave requests) logs into Timetastic, they can see the remaining leave allowances for everyone on the team. This allows HR to properly plan work schedules and project deadlines around planned employee absences. They can do this through their browser or through our mobile app anytime they want. Gain the intel you need now to successfully anticipate and navigate employment laws, stay compliant and mitigate legal risks. Taking time off is something many people will avoid when job security is at the forefront of someones mind. Please do not hesitate to reach out with any questions or concernsI look forward to hearing from you soon!. 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. Yet, few employees feel comfortable taking the time off they need, especially as travel plans and other vacations are cancelled. Subject: Request for one week vacation leave. } 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. Gain the intel you need now to successfully anticipate and navigate employment laws, stay compliant and mitigate legal risks. With people understandably fearful about their employment, employers need to set up and give people the mental break they need. But please keep in mind that this leave must be used within the next calendar year or the carry over balance will expire. It's important to start having conversations about holiday plans with staff now, even if it's just small talk about how they plan to take a break before the end of the year, MirrorCoop's Linden said. How Will the Anti-Work Movement Impact Businesses? Unused vacations have cost U.S. businesses $224 billion a year. 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. Tip#3: Be sure to use the word "because" when explaining your reasons. 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. To minimize employees' lost days, 24 percent of companies are planning to increase carryover limits. Help staff ease back into work after their leave. 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. HBR Learnings online leadership training helps you hone your skills with courses like Team Management. However, in the retail industry, the final two months of every year are almost always the busiest. (Enovapoint, 2021) Using a name rather than a department in the sender line. Please log in as a SHRM member. 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. It's also important to clearly indicate who approves someone's holiday requests. 1. Create a cafe-like office. Ask team members where they can share responsibilities and cover for each other so they can rotate times off without stopping work. "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.

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