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

PTO is one of the most valued workplace benefits, yet it’s still widely underused. 

Research shows that 78% of U.S. workers take less PTO than they are entitled to.  

So why the hesitation?  

In this article, we’ll break down why employees avoid taking PTO, what cultural shifts can help remove the stigma around time off, and five actionable steps to help you start building a healthier, more PTO-friendly workplace culture. 

The Myths Driving Low PTO Usage 

Many employees hesitate to take time off, even when it’s available and encouraged by their employer. Some worry about falling behind or appearing less committed. Others simply don’t know how or when to take it. This hesitation often stems from workplace cultures where constant availability appears to be rewarded. 

But the data tells a different story.  

A study showed that employees who took 11 or more vacation days per year were over 30% more likely to receive a raise or bonus, proving that taking time off doesn’t mean falling behind. In fact, the opposite may be true. 

The Benefits of PTO

Taking PTO is not just a personal benefit, it’s a business advantage. According to Gallup, 49% of American employees report feeling burnt out, which directly affects focus, productivity, and retention. Regular breaks help employees rest, recharge, and return with renewed energy. 

👉 Want to dig deeper into burnout and recovery? Watch our webinar on preventing burnout and promoting healthy time-off habits. 

The benefits of time off go beyond mental clarity. Research from the American Psychological Association links chronic work stress to serious health problems like headaches, sleep disturbances, and even heart disease. Taking time off helps alleviate that stress by allowing time for rest, recuperation, and fun!

When employees return from vacation, many report feeling more productive and creative. Time away gives the brain a chance to reset, often leading to fresh ideas and new perspectives. 

How to Build a Policy that Supports Time Off 

Clarify PTO Rules and Process

Clear communication about PTO policies removes confusion and hesitation. When PTO policies are vague or inconsistently communicated, employees are less likely to use them. Some may not know how much time they have, how to request it, or whether taking time off will be perceived negatively. Removing that uncertainty starts with making the process simple and transparent. 

Start by addressing three common points: 

• Policy clarity: Explain PTO accrual rates, how to request time off, and any blackout periods in simple terms.  
• Request process: Create a straightforward system for submitting and approving PTO requests.  
• Advance planning: Encourage employees to schedule PTO early, making it easier to arrange coverage.  

Clear policies remove unnecessary friction and help turn good intentions into actual time off. 

Prioritize Flexibility 

Different employees have different needs when it comes to time off. Some prefer long vacations, while others benefit more from occasional three-day weekends.   

Offering flexible PTO options allows employees to choose the format that works best for their lives. This makes them more likely to use the time they’ve earned and return to work more focused and energized. 

Options for flexible PTO include:  

• Half-day options for appointments or personal matters  
• Ability to combine PTO with remote work for longer trips  
• Extended weekend policies that allow for regular short breaks  
• Sabbatical options for longer periods of rejuvenation  

Even something as simple as approving a half-day instead of a full day off can make PTO feel more usable. The more flexible your approach, the more inclusive your culture becomes. 

Put It into Practice: 5 Strategies to Support PTO Usage 

1. Implement Minimum PTO Requirements  

Setting a minimum amount of PTO that employees must take each year ensures everyone takes at least some time off. This approach removes the stigma of requesting time off by making it a standard expectation rather than an exception. A 2024 survey found that 85% of workers support minimum PTO policies to ensure regular breaks. 

Deloitte reinforces this idea by highlighting that some organizations are moving beyond “unlimited PTO” toward mandatory vacation policies. These policies aren’t just about ensuring time away, they’re designed to actively protect employee well-being and reduce the risk of burnout. When time off is required rather than optional, it helps shift the narrative from PTO being a luxury to a fundamental part of sustainable work. 

2. Create Company-Wide PTO Days  

Designating specific days when the entire company takes PTO eliminates the concern about falling behind while away. When everyone is off at the same time, there's no email backlog or advancing projects to worry about.  

These company-wide breaks might align with holidays or occur during typically slower business periods. Some organizations add these days to existing holiday breaks, creating longer periods of rest for all employees.  

3. Normalize Time Off  

When PTO is seen as routine, not risky, employees are far more likely to use it. But for many, the hesitation is real. Nearly half of employees say they feel nervous when asking for time off, with the number climbing to 58% for Gen Z and 61% for Millennials. For younger workers especially, just seeing their peers take PTO without penalty can make a big difference. 

That’s why companies need to normalize and celebrate time away, not just allow it. 

Here’s how to make that happen: 

• Lead by example: Managers who take time off and talk about it openly send a clear message that rest is respected. 
• Reframe your policies: Try saying, “We provide two weeks of recovery time” instead of “We allow two weeks of vacation.” This subtly reinforces that time off isn’t indulgent—it’s essential. 
• Talk about PTO like it matters: Acknowledge time off in meetings or internal communications. With permission, some companies even share vacation photos or travel stories in Slack or newsletters to reinforce that unplugging is encouraged. 
• Remind people often: Use quarterly PTO balance check-ins, calendar nudges, or casual manager prompts to keep time off top of mind. 

These small gestures build a culture where PTO isn’t questioned, it’s expected. And when employees feel confident taking the breaks they’ve earned, the whole team benefits.  

4. Provide Planning Support  

Many employees avoid PTO because they worry about work piling up while they're gone. As one Reddit user put it, “It’s too much trouble to take PTO when you have to spend days preparing your coworkers, and then it takes a week of double duty to catch up afterward.”  

That kind of stress makes time off feel more like a burden than a benefit. But offering support for pre-PTO planning helps address this concern.  

This might include helping them with:  

• Workload adjustments before and after PTO  
• Selecting designated backup colleagues for specific responsibilities  
• Creating templates for out-of-office plans and handoffs  
• Reduced expectations for the first day back  

5. Use Technology to Simplify PTO Management

Complicated request processes discourage employees from using their time off. When requesting PTO involves multiple forms, long wait times, or unclear approval chains, employees often decide it's not worth the trouble.  

The right tools make PTO management easier for everyone. When employees can easily see their available time, request days off, and check team calendars, they're more likely to use their benefits.  

Vacation Tracker is a leading PTO tracker that offers features like leave quota visibility, team calendar views, and approval workflows that integrate with existing communication tools. This visibility helps teams coordinate time off and reduces the administrative burden of managing PTO requests.

Maximize PTO Benefits with the Right Tools

Managing PTO effectively requires the right systems. Paper-based tracking or basic spreadsheets create unnecessary complications and often lead to confusion about available time and approval status.  

Modern leave management solutions like Vacation Tracker provide clear visibility into time-off balances and team schedules. When employees can easily see who's away and when, they can plan their own time off more effectively. 

These tools also help managers maintain appropriate coverage by showing team-wide availability at a glance. This visibility reduces concerns about leaving teams short-staffed, often a major barrier to taking time off.  

With the right technology in place, the entire PTO process becomes more transparent and accessible. Employees feel more comfortable requesting time off when they can see their available balance and understand how their absence fits into the team schedule.  

Sign up for free to see how Vacation Tracker can help your team make the most of their PTO.  

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FAQ

Can managers deny PTO requests?

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.  

How much notice should employees give for PTO requests?

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

What if employees are saving PTO for emergencies?

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

How can small businesses encourage PTO when coverage is difficult?

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

Can you force employees to take PTO?

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 minimum PTO policies or company-wide shutdowns during slower periods. 

What tools can help simplify PTO tracking and encourage usage?

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.