Summer is here and people want to take time off. However, sometimes it's just not possible to accommodate every employee's preferred vacation dates. How can an employer gracefully deny a vacation request from an employee while not hurting employee morale? Five members of YEC weigh in.
Q. What’s the best way to deny a vacation request from an employee?
1. Lead with empathy
Acknowledge the employee’s request and its importance to them: "I understand how much you’ve been looking forward to this time off, and I know how important it is for your well-being."
Ensure you fully understand their perspective and show that you’re actively listening: "You’ve mentioned that you’ve been planning this trip for months and it’s crucial for you to recharge."
Address the issue directly: "We are facing a critical deadline and your role is essential for our success during this period."
Offer a compromise to show that you’re willing to work with them: "While it’s not possible to approve your vacation for the requested dates due to our current workload, I’m committed to making sure you get the time off you need. Let’s look at the calendar together to find another time that works for both you and the team."
By approaching the conversation with genuine empathy, active listening, and a willingness to find a mutually beneficial solution, you can maintain employee morale while ensuring that work progresses smoothly. —Ryan Meghdies, Tastic Marketing Inc.
2. Set clear vacation policies
Denying a vacation request requires both preparation and empathy to get right. Preparation means having clear vacation policies that explain the needs of the business at particular times of year and that vacation will only ever be denied when there’s no other choice. Setting expectations early should help staff appreciate that vacation depends on the needs of the business, as will being consistent with how that policy is applied across the board. Empathy means explaining why the vacation request has to be denied. While an employee may not like the message, providing solid justification can slightly ease the blow. If possible, offer something in return, like first refusal during Christmas or the next school holiday. This may not always help, but it should show staff you’re trying to be as fair as possible, even if they aren’t getting what they want. —Abhijeet Kaldate, Astra WordPress Theme
3. Avoid making case-by-case decisions
The key is having a fair and consistent policy. If you do everything on a case-by-case basis, it will seem arbitrary. If employees know what to expect, you can avoid situations where you'll have to refuse a request. Base your policy on how busy things are during different seasons. If you know you're going to be busy at a time when people like to take vacations, such as summer or during the winter holidays, make preparations. Some businesses can benefit by hiring temporary seasonal help, which frees up the schedule for full-timers. However you handle it, create a policy that's written down to reduce the appearance of randomness or favoritism. —Kalin Kassabov, ProTexting
4. Be honest and upfront
When turning down a vacation request, the key is all in the approach. Be honest and upfront with your employees about why you have to say no. There may be urgent deadlines or a skeleton crew that week. Acknowledge their request and show that you understand their need for time off. Offer alternatives or workarounds, and most importantly, express your appreciation for their hard work and dedication. It's all about balancing business needs and employee well-being to keep the team spirit and workflow steady.—Kristin Kimberly Marquet, Marquet Media, LLC
5. Explore alternative solutions
Summer vacation requests can be tough to manage, particularly with smaller teams or organizations where cover is harder to arrange. To gracefully deny a request, it is important to acknowledge the disappointment this is likely to cause and explain the specific reason in a transparent way (staffing crunch, deadlines, etc.). Try to offer alternative dates or shorter breaks, and work with the employee to navigate the various moving parts. By showing empathy, being genuinely invested in finding a solution, and perhaps offering incentives, you can minimize the morale hit. —Chris Percival, CJPI
