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. In an age where 24/7 connectivity and increasing workloads are the norms, it can be hard for employees to take time off. 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. For example, include information about the notice required in advance of a holiday and how much notice is required to refuse a holiday request. When employees know that you value their time off and take it seriously, theyll be more likely to see the importance of taking time off themselves. 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. Download Template : (pdf, docs, ODT, RTF, txt, HTML, Epub, Etc), Subject: Letter to Encourage Employees to Take Vacations. Teams are feeling . To minimize employees' lost days, 24 percent of companies are planning to increase carryover limits. Let them know that vacation can improve their relationships at work, as well as their productivity and morale. Set email communication a part of your corporate image . Dear (mention the name of the recipient). Employee Letter and Email Examples - The Balance Careers Steve Pemberton, chief human resources officer at the company, which is co-headquartered in Dublin, Ireland, and Framingham, Mass. Please try again later. Teams are feeling exhausted, work demands are on the rise, and more and more time is devoted to work instead of ourselves. I Am a Self-Taught Marketer with 10 Years of Experience. 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. Brett is a #SHRM22Influencers and has also been a keynote speaker at several state SHRM conferences around the topic of employee engagement. if(currentUrl.indexOf("/about-shrm/pages/shrm-china.aspx") > -1) { 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. Here are a few sample vacation request emails and a reminder email draft to help you get started: 1. But these templates really just help you organise your thoughts. Need help with a specific HR issue like coronavirus or FLSA? The SHRM Blog does not accept solicitation for guest posts. To give the company time to finalize schedules, team members are expected to submit requests by [date] through [communication method]. Subject: letter to encourage employees to take vacations. HBR Learnings online leadership training helps you hone your skills with courses like Team Management. If taking time off is hard for your employees, there are alternatives that you can consider. Limit the rollover of unused paid leave days. 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. Sample email. - John Lie-Nielsen, One Park Financial 5. 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. Here are five ways to encourage your employees to take a holiday leave: 1. Explain the need for leave. If you sense that your employee is stressed out and just not telling you,. Team members of some of my clients try things theyve never done, just to infuse novelty such as sketching or singing. Sterling R. Morris, Intermountain Healthcare. 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. 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. The company sent employees reminders to start planning their vacation schedules, with few responses. Please enable scripts and reload this page. Purpose - - The purpose of this paper is to explore the impact of the employer's wage policy on the wage dynamics of vulnerable groups of employees at large firms, including younger employees, employees on fixed-term contracts, and employees who take parental leave. The current crisis is creating more urgency and more work. Be happy when employees book time off. Does the organization pay out unused time off? Please confirm that you want to proceed with deleting bookmark. 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. For more info on handling staff leave, check out our articles on: Our customers tell us what makes them tick. Please enter the text you see in the image below: SHRM provides content as a service to its readers and members. 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. However, while the number of hours worked is soaring, peoples capacity to focus and produce quality work is diving. $("span.current-site").html("SHRM MENA "); Your session has expired. To keep your mind and body healthy, its important to take some time for yourself every once in a while. "People don't have a lot of control right now, and they are trying to control what they can.". A policy that is clear and available to all shows that you, as the employer, value the importance of vacation time for employees. Have a Clear Employee Vacation Policy First, make sure your employee vacation policy is clearly outlined. For many employees, working from home has led them to pour more time and effort into their jobs without realizing it. $('.container-footer').first().hide(); By using a human resources information system (HRIS) like BerniePortal, HR can make this enhanced employee handbook available for everyone on the team with a few clicks. The fear of being replaced or overlooked for projects or promotions is a potential factor preventing your employees from taking time off. Talking to your employees about the coronavirus is no easy feat. 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 Steve Pemberton, chief human . Make sure your message is clear. Vacation leave letters may be addressed to your direct supervisor or the human resources department at your company. Help staff ease back into work after their leave. 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. } So, by looking into your efforts and integrity to accomplish your goal in the company, we have decided to offer you a special leave for (mention the period) days, and we will be very happy if you accept it. (See the bottom section for more information about this process.). var currentUrl = window.location.href.toLowerCase(); You also want them to come back feeling refreshed and ready for another round of productivity. Weve given you three different templates above for informing someone about the leave theyre about to lose. Ask team members where they can share responsibilities and cover for each other so they can rotate times off without stopping work. 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. If anyone has any questions or concerns about this email, please feel free to reach out. Energise your workforce. 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. 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. 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. This request is due to [provide reason/s]. As of [DD/MM/YY], you have an annual leave balance of [X DAYS /X HOURS]. For instance, you can declare a day off for the entire organization: One of my clients, analytics company, Sisense, has scheduled a monthly company-sponsored, company-wide self-care day, where nobody works. 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. To get all of HBRs content delivered to your inbox, sign up for the Daily Alert newsletter. 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. 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. 12 Ways to Encourage Employees to Enjoy and Take Time Off 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. Moreover, vacations can also help employees stay healthy by encouraging them to exercise and eat better habits. If you have any questions, please contact [contact]. 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. 8 Email Templates to Thank Employees for Their Great Work - The 6Q Blog Some of the best human resource policies and practices are implemented accordingly as the workforce are aware how these can help them have a better work . The first step to dismissing any negative perceptions about taking time off is to reassure your employees that their jobs are safe. You truly deserve this vacation; we hope you will consider our letter and will take this opportunity. Paid time off is part of your compensation. Summary. 4. 4.2.2 Earning Vacation. Unused vacations have cost U.S. businesses $224 billion a year. That's why it is so important to lead by example. Various studies show that the current environment is taking a toll on employees' mental health and fueling workers' reticence about taking time off. When the economy is unstable, employers are faced with difficult decisions around staffing, pay and benefits. Hi everyone. [Give a reason for sending the incorrect mail according to you in your own words, this is just an example given]. Tip#3: Be sure to use the word "because" when explaining your reasons. Ask employees to create a vacation plan and mark the due date for filing leaves on their calendars. Now that there is a boundary, people want to take time off, she explained. year after restoration (i.e., restored in leave year 2013 to be used by the end of leave year 2014). This strategy will give everyone equal opportunities when it comes to making decisions about how they spend their free time outside of work hours. Employees need to feel that their organization understands work-life balance and that they are encouraged to take. That also means that they're responsible for getting that work done and coordinating with other team members to make that happen. These employee thank you letters are a perfect way to show the company's gratitude to some employees or even peers for their hard work and effort, as well as their accomplishment to a project. Sample Welcome Back Letter From Sick Leave. 8 Engagement Templates to Encourage Employee Glassdoor Reviews 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. Be open and transparent. I will be traveling to visit my parents/taking family vacation time. 7 ways to encourage employees to take paid time off Ensure there is appropriate cover. Its not just our commute times that have been co-opted but also our vacations. But a template doesnt do anything to solve the root of your annual leave problem. Use this communication template to remind employees to check their PTO status before the year endsand their time off potentially expires. There's more to PTO than making adjustments at the end of the year. 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. Members can get help with HR questions via phone, chat or email. If it has been awhile since you took a vacation, start planning your time off. Here are 12 ways you can proactively encourage employees to take time off work: Encourage employees to take a digital detox. 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. Consider providing informal time off, increasing caps on maximum vacation accrual, and encouraging people to take breaks. We set very clear performance metrics with our employees and allow them flexibility in accomplishing those goals. A company's leaders ultimately need to set the tone for the company's vacation policy. 2. Letter To Employee To Take Annual Leave - pdfFiller 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. How To Encourage Employees To Take Time Off And Recharge - Forbes Written by 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 . 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. Demonstrate care of your employees by offering flexibility, and model behaviors yourself by taking advantage of your own time off. 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. Note: For privacy reasons, when someone on your team logs into their Timetastic account, they can only see their own individual leave balance. The PMQ teaches managers to lead effectively, giving HR more time to meet the demands of the workplace. Implement rollover limits. "In the middle of a global pandemic? 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). agree on a time for the employee to take the leave. 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. 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. How You Can Encourage Your Employees to Take Annual Leave - A Job Thing The way leaders take a vacation is a signal for employees on vacation expectations. Home Letters Templates Encouragement Letters. Another option is for HR to implement PTO blackout dates. Managers are also encouraged to be vocal about taking shorter amounts of time off. 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. If You're in HR, Send this Email About Coronavirus to Staff - Workest By involving the entire team, you make taking breaks part of the culture along with supporting and being generous with each other. Establish firm availability boundaries for yourself and share what you did during your time off. Here are 12 ways you can proactively encourage employees to take time off work: Contents hide 1 Encourage Employees to Take a Digital Detox 2 Remind Employees about the Benefits of Taking Time Off 3 Do What You Preach 4 Make it a Habit to Unplug from Work Often 5 Create Company Holidays 6 Show Employees that Work-life Balance is Important Please purchase a SHRM membership before saving bookmarks. Adjust Job Requirements to Allow for Stress-Free PTO. Members may download one copy of our sample forms and templates for your personal use within your organization. Why it's in your interest for staff to take leave. Please enable scripts and reload this page. Drew Gieseke is an aPHR-certified marketing professional who writes about HR, compliance, and healthcare solutions. This person can then quickly approve or decline the request, with a full view of any potential holiday clashes in the app. Need help with a specific HR issue like coronavirus or FLSA? Additionally, employees will become more conscious of scheduling their breaks. It's considered best practice for companies to make their PTO policies easily accessible for all employees, ideally in a comprehensive Culture Guide. ". 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]. What Is a Dependent Care FSA and How Does It Work? This allows HR to properly plan work schedules and project deadlines around planned employee absences. Address and ease their fears of taking time off. "Make it mandatory," says Profico. In fact, 62% of American workers say they eat lunch at their desks. 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;}'; "It's not necessarily time off, but we encourage our people on no-meeting days to do that extra load of laundry or have . Design/methodology/approach - - The first step of the analysis identifies the wage policy . Accelerate your career with Harvard ManageMentor. Part time employees accrue vacation on a pro-rated basis. Asking employees to take a mandatory leave of absence can give both the employer and employee time to evaluate. Please log in as a SHRM member before saving bookmarks. Thank you for being a great leader. The company thinks that you truly deserve this vacation, and we hope you will consider our effort to appreciate your hard work and will take this opportunity. They can do this through their browser or through our mobile app anytime they want. 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 . But do your employees? But please keep in mind that this leave must be used within the next calendar year or the carry over balance will expire. One way to encourage employees to take some time off is to have one-on-one meetings with them and discuss the importance of taking a break and enjoying some time off. These include [dates]. HR leaders should also train managers on vacation policies, and encourage employees to speak to HR if they have concerns about taking time off. All of my survey participants said it was important to take time off, but many were personally reluctant to unplug. 7 Reasons to encourage employees to take time off Otherwise, youre heading for burnout and thats bad for everyone. This is just a friendly reminder that, as of [DD/MM/YY], you have a remaining leave balance of [X DAYS / X HOURS]. 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. You don't need us to tell you that taking time off should reduce stress. How does employee seniority impact PTO benefits? PDF Sample employee email to encourage them to get vaccinated var currentUrl = window.location.href.toLowerCase(); "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. Your team can also easily book a holiday through their Wallchart: They simply select the dates they want off, list the reason (i.e. With people understandably fearful about their employment, employers need to set up and give people the mental break they need. 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. Members can get help with HR questions via phone, chat or email. Please confirm that you want to proceed with deleting bookmark. "It ended up that a lot of people were not able to use their vacation," said Barb Malek, the center's operations director. } Many HR professionals across the country are struggling with how to convince employees to take vacation. Offer Time Off As A Sign Of Appreciation Practice patience and sensitivity. 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. That is why I would encourage employees to take days off by recommending they spend time with their families. 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. 3. In this case, make a simple process for reaching out and interacting with coworkers to find coverage for time off. Gain the intel you need now to successfully anticipate and navigate employment laws, stay compliant and mitigate legal risks. If you havent taken a vacation yet this year, I hope youll consider taking some time off soon. Then encourage employees to incorporate those activities into their daily routine so they dont forget about them. 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. Sending it in the morning leaves time for your coworkers to get any clarification before you leave. A specified amount of time off can be allowed that must be taken in minimum increments of, for example, a week. Some employees might not even realize how much PTO they have accrued this year, so it's important for managers to let staff know how many PTO hours they have, especially if company policy limits the number of hours that can be rolled over to the next year. A leave allows the workers to have a break to rest and re-energize themselves for their future work. Once downloaded, you can customize the text . The disparity in working conditions is becoming evident in the yield of work based on individual work-from-home circumstances. Is the PTO benefit still competitive with other employers in the industry? Template: Check PTO Status HR Reminder Encourage Employees to Use Vacation Time [Mindful Policy] - actiPLANS Employees who take time off come to work with a positive mindset and charged to take on challenges. To make sure that you use your annual leave before the end of the year, were writing to inform you that you will be on mandatory leave from [START DATE] to [END DATE]. We were worried about you during your absence, and I speak for everyone here when I say that we are all thankful for your quick recovery. Im writing to remind you that we have an annual leave policy. var temp_style = document.createElement('style'); else if(currentUrl.indexOf("/about-shrm/pages/shrm-mena.aspx") > -1) { Downloadable (with restrictions)! Subject: Request for one week vacation leave. 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;}'; 4 Simple Ways to Encourage Employees to Take Vacation - Montridge