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How to Encourage Employees to Take PTO—And Why It Matters

How to Encourage Employees to Take PTO—And Why It Matters

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Manage your paid time off all in one place with Vacation Tracker.

Summary

  • 78% of U.S. employees don’t use all their PTO, often because they’re unclear on how to take it, not because they don’t want to.
  • Clarity beats generosity. Employees are more likely to take time off when policies and request processes are simple and well-communicated.
  • Mandatory PTO is gaining traction. Companies are shifting from unlimited to required time off to reduce burnout and normalize rest.
  • PTO feels risky to younger workers. Over half of Gen Z and Millennials feel nervous requesting time off.

 

Last updated on June 6, 2025

Frequently asked questions

Yes, managers can deny PTO requests for business reasons like coverage needs or critical deadlines, but denials should be the exception rather than the rule.

Most companies require 1-2 weeks' notice for short breaks and 3-4 weeks for longer vacations, though this varies by organization and role.

Consider implementing separate sick leave or personal emergency time policies, so employees feel comfortable using vacation time for actual vacations. 

Small businesses can implement staggered schedules, cross-train employees, use temporary help during busy seasons, or consider blackout periods when everyone takes time off together.  

Yes, in most cases, employers can require employees to take PTO, as long as it aligns with applicable labor laws and company policy. This is often done for reasons like maintaining work-life balance, avoiding burnout, or managing unused PTO balances before expiration. For example, some companies implement mandatory PTO policies or company-wide shutdowns during slower periods. 

Using a leave management tool like Vacation Tracker can make it easier for employees to view their available PTO, submit requests, and plan around their team’s schedule. Clear visibility and a quick approval process reduce hesitation and help teams actually use the time off they’ve earned.