Employers are not
technically required to give employees vacation time, but most do, for the simple reason that
giving employees time off motivates them and serves as a perk of the job. (Employers are,
however, required to give employees up to 12 weeks of unpaid leave under the Family Medical
Leave Act (FMLA) if they are caring for a sick relative or a baby or under other similar
situations.)
In crafting your letter to employees, you want to explain
clearly why there is a change in your policy. For example, if you are allowing them more
vacation time (or allowing certain employees more vacation time as a reward), you should explain
how employees can earn this extra time. If you are taking away vacation time, you need to
explain that too. If you are taking away vacation time, you could consider adding vacation time
later on if employees meet an organizational goal, and you could make the medicine less bitter
by offering them lunch or other rewards on the days they have to work. You should provide notice
of changes far in advance so that employees do not have conflicts with the changed work
schedule. In general, this letter should come from the human resources department and read
something like the following:
To: All Employees
From: HR
Department
Date: [fill in the date.]
Please be advised
that all employees will be required to work on the Friday before the Labor Day holiday this
year. While this day was granted to all employees last year, this year's increased sales volume
has required us to work on that day. If we meet our sales goals by November 1, we will grant an
additional day off over the winter holiday. Rest assured that we are asking for this additional
day only because it is necessary, and all members of the administrative team will also be
working on that day and will provide free lunch to employees on that day. If you have any
questions or concerns, please contact [fill in the name] in the Human Resources Department at
[e-mail address or phone number].
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