Telling employees to take annual leave can be tricky for employers; making someone take their leave at a certain time may cause frustration if they don't want to do so. However, with the right processes in place, you can get employees to take enforced annual leave while still having a positive working relationship.
Is enforced annual leave possible?
It’s perfectly reasonable to enforce annual leave for employees. However, you need to adhere to certain rules as set out in the Working Time Regulations 1998 (WTR 1998). There are also strategic ways you can communicate with your staff for a smoother approach to enforcing leave.
How to enforce annual leave
For enforced annual leave, you need to give the employee notice that is at least twice as long as the amount of time you request that they take. So, for example a day of enforced annual leave requires 2 days’ notice at least. However, the more notice you give in advance, the more time the employee will have to make plans.
Giving twice the amount of notice as the leave period is similarly the case for holiday leave notice, in terms of both employees requesting and managers denying annual leave. Cancelling annual leave, on the other hand, only requires the same amount of time in notice as the holiday itself would have been.
It’s common for companies to have periods of the year where everyone takes leave because of a lack of work. Frequent shutdown periods include Christmas and New Year. Where you don’t have variable hours employees who can work flexibly, enforced annual leave may be required for staff.
If you have a shutdown period, it’s good practice to note this within an employee’s contract. Or, if this isn't possible, company documentation such as your company handbook. Also make it clear that this enforced leave forms part of their annual leave entitlement if this is the case.
How to enforce leave smoothly
Having a clear paper-trail for your policies on enforcing annual leave is crucial. This can help you avoid some employees feeling resentful when they realise they need to take certain periods as leave.
Beyond this, communicating about enforced leave periods in advance (via an email or notification) can help employees make holiday plans that help them get the most out of the time off. This means the period of enforced leave is more likely to be something everyone can look forward to!
Enforcing annual leave with software
Using annual leave software to enforce periods of leave is a simple and accessible solution for you and your employees.
With myhrtoolkit, authorised account users (Controllers) can book in holidays for staff. The booked days are reflected in an employee's remaining holiday entitlement.
A holiday calendar also clearly shows everyone their holiday periods, so everyone is on the same page. To find out more, you can get in touch with the myhrtoolkit team.
Written by Camille Brouard
Camille is a Marketing Executive for myhrtoolkit whose writing interests include workplace culture, leave management, diversity, and mental health at work.