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This template for a company’s holiday policy is adaptable and can be tailored to meet your company’s unique needs and requirements. Having a clear, comprehensive holiday policy is a fundamental aspect of every company. Utilize this template to establish your company’s HR Policies and Procedures regarding holidays.

What is the purpose of company’s holiday policy?

A company’s holiday policy serves several important purposes:

  1. Clarity. It clearly outlines which holidays the company observes and whether employees receive paid time off on these days. This removes any ambiguity and helps employees know what to expect.
  2. Consistency. It ensures that all employees receive the same benefits and are treated equitably when it comes to holiday time off.
  3. Planning. It allows for better operational planning. When everyone knows the holidays in advance, it’s easier to plan work schedules and manage workload.
  4. Compliance. In some jurisdictions, there are legal requirements regarding holiday pay and time off. The policy ensures the company is adhering to these rules.
  5. Employee Engagement. By providing paid holidays and detailing them in a policy, a company shows it values its employees’ wellbeing and work-life balance. This can enhance job satisfaction and morale.

By documenting the holiday policy and making it readily accessible, a company ensures that all employees are informed and that the policy is applied consistently across the organization.

Example of company’s holiday policy email template

Subject: [Company Name] Holiday Policy

Dear Team,

At [Company Name], we understand the importance of holidays and time off for our employees. This letter serves as a reminder of our company’s holiday policy.

  1. Company Holidays: We observe the following holidays during which the office will be closed. All full-time employees will receive paid leave on these days:
    • New Year’s Day
    • Memorial Day
    • Independence Day
    • Labor Day
    • Thanksgiving Day
    • Day after Thanksgiving
    • Christmas Day

    When a company holiday falls on a weekend, we will observe it on the closest weekday (Friday for Saturday holidays and Monday for Sunday holidays).

  2. Floating Holidays: In addition to these set holidays, all full-time employees are also entitled to two “floating holidays” each calendar year. These are days off that can be used at your discretion. Please provide at least two weeks’ notice to your supervisor when planning to use your floating holidays.
  3. Holiday Pay: Full-time employees will receive regular pay for holidays. Part-time employees will be paid for holidays if the holiday falls on a day they are usually scheduled to work.
  4. Unobserved Holidays: If you wish to take time off for a holiday that is not observed by the company, you may use personal time off or vacation days, subject to manager approval and staffing needs.
  5. Working on a Holiday: If business needs require that you work on a holiday, we will provide additional compensation or a substitute day off in accordance with local, state, and federal law.

Please note that this policy may be subject to change. We will inform you of any updates as far in advance as possible.

We are grateful for your hard work and dedication to [Company Name], and we strive to respect and accommodate the diverse ways our team members observe holidays. If you have any questions regarding this policy, please don’t hesitate to reach out to Human Resources.

Thank you for your understanding and cooperation.

[Your Name] [Your Position]

Thanks for your feedback

How to use this email template?

Use the above email template as your guide, but make sure you insert all the needed information and customize it to fit your own needs.

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Check out our collection of HR email templates.


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