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Encouraging Staff to Take Annual Leave [Free Template]

We all know how difficult it can be to take time off work. Concerns about workload, team dynamics, and perceptions of commitment are common reasons that might hold you back from scheduling your well-deserved break. However, it's crucial to remember the numerous benefits that taking annual leave brings. ?️

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Using These Templates

These email templates are designed for managers and supervisors to effectively communicate with individual team members or entire teams, emphasising the advantages of taking annual leave. They serve as a friendly nudge to encourage staff to schedule time off when required.

Simply copy the text into an email, filling in the [bracketed] sections with the appropriate information. Feel free to use these templates as a starting point and customise them to suit your particular recipient and circumstances – and remember to add any other relevant details.

Email Template Example for Individual Team Member

Subject Line: It’s Time to Unwind – Friendly Reminder to Take Annual Leave

Dear [Employee Name],

I hope this email finds you well. I wanted to touch base with you about your annual leave entitlements, as I noticed that you have accrued a significant amount of annual leave which has yet to be taken, and I wanted to encourage you to take some time off in the near future.

Annual leave is very important for your health and wellbeing, as well as allowing you time to relax away from the workplace. Additionally, from a business perspective, it’s important for us to manage our team’s leave entitlements to ensure that we can provide adequate cover for all tasks and responsibilities.

I understand that it can sometimes be difficult to take time off from work, especially during busy periods or when there are important projects underway. However, it’s important for you to take a break and recharge your batteries.

Please let me know if you have any concerns or questions about taking leave. I’m more than happy to discuss this with you further and help you plan adequate cover if you need support.

Thank you for your hard work and dedication to the team. I look forward to seeing you back at work after a well-deserved break.


[Your Name]

Email Template Example for a Group of Employees

Subject Line: It’s Time to Unwind – Friendly Reminder to Book Annual Leave

Dear team,

I hope this email finds you well. As we move further into the year, I wanted to take a moment to encourage each of you to take your annual leave. I know that we’ve all been working hard and there may be some hesitation to take time off, but it’s important that we prioritise our health and wellbeing.

Taking a break from work is essential to recharge our batteries and come back to work with renewed energy and focus. It can also provide an opportunity for personal growth, allowing us to pursue hobbies and interests outside of work.

Please take the time to review your current leave balances and consider scheduling time off in the upcoming weeks and months. Our team is essential to the success of [Company Name], and we need you to be at your best.

If you have any concerns about taking time off or need assistance in planning your leave, please do not hesitate to reach out to me or our HR team. We’re here to support you in any way we can.

Thanks for all that you do and your consideration of this request.


[Your Name]


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