This email template is designed for HR professionals to communicate the approval of an employee’s unpaid time off request. It is essential to respond in a timely manner to ensure employees can manage their personal matters effectively while feeling supported by the organization.
Template Email
Email subject line: Your Unpaid Time Off Request Has Been Approved
Dear [Employee Name],
Thank you for reaching out regarding your request for unpaid time off. We appreciate your communication and have thoroughly reviewed your submission.
We are pleased to inform you that your request has been approved. You are granted unpaid time off from [Start Date] to [End Date]. During this period, you are not required to perform any work duties, and please note that no compensation will be provided.
As a reminder, [insert any relevant policies, such as your responsibilities upon return or any expectations regarding workload]. Should you have any concerns or require assistance while you are away, feel free to reach out to us at [insert contact information].
We hope this time off allows you to address your personal matters and return to work refreshed.
Best regards,
[Your Name]
[Your Title]
[Your Company]
Why does it matter?
Granting unpaid time off is crucial for fostering a positive work-life balance among employees. It demonstrates that the organization values their well-being and recognizes the importance of personal time. When employees feel supported in taking care of personal and family matters, it results in increased loyalty, productivity, and morale within the workplace.
When to send?
Respond to an unpaid time off request as soon as possible after receiving it. This prompt action not only reflects good HR practices but also gives the employee adequate time to prepare for their absence. Ideally, aim to respond within 1-2 business days of the request.
What to include?
- Confirmation of receipt of the employee’s request.
- Approval or denial of the request.
- The specific dates for which the unpaid time off is granted.
- Any relevant policies the employee should be aware of regarding their time off.
- Information on how to reach HR or management during their absence, if necessary.
Best Practices
- Use a warm and supportive tone to convey your message, affirming the employee’s needs.
- Be clear and concise about the specifics of the approval, including dates and any conditions.
- Encourage open communication by inviting the employee to reach out with questions or concerns.
- Keep a record of the request and approval in the employee’s file for future reference.
Common Mistakes to Avoid
- Failing to respond promptly, which may lead to employee frustration.
- Being vague about the approval details, causing confusion regarding the time off.
- Neglecting to mention any relevant policies that could affect the employee during their time off.
- Not providing a clear contact point for the employee during their absence, which can lead to miscommunication.
