Excess holiday recovery letter template
Supporting information
Employment law compliance
Documentation sequence
Decision-making milestones
Our Excess Holiday Recovery Letter template helps employers address overpaid holiday pay issues professionally and transparently.
Excess holiday recovery letter
[Add Logo]
[Company name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Recovery of holiday taken in excess of your entitlement
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Yours [faithfully | sincerely],
[Sender name]
[Sender job title]
[Sender telephone]
[Sender email]
[For, and on behalf of [Company name] ]
What is this for?
An excess holiday recovery letter is a formal communication from an employer to an employee who has taken more holiday days than they were entitled to, informing them that they must repay the excess days taken.
It is important for employers to communicate this information clearly and sensitively to the employee, and to provide support if needed to ensure that the employee is able to repay the excess holiday taken. Employers may also want to review their holiday policy to ensure that it is clear and consistent, to help prevent similar situations in the future.
Employment law compliance
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Employment Rights Act 1996: Provides guidelines on holiday entitlement and pay, including how to handle overpaid holiday pay.
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Working Time Regulations 1998: Defines rules around annual leave, including calculation, carry-over, and how to handle excess leave taken.
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Deduction from Wages (Limitation) Regulations 2014: Outlines legal requirements for recovering overpaid wages, including excess holiday pay.
Documentation sequence
Annual leave policy
Our Annual Leave Policy template simplifies time-off requests, ensures fair allocation, and fosters a well-rested workforce for better productivity.
Decision-making milestones
| Step | Description | Responsibility | Timing |
| 1 | Identify excess holiday days taken by the employee. | HR | Ongoing monitoring |
| 2 | Calculate the value of excess holiday taken. | Payroll | As soon as identified |
| 3 | Prepare an Excess Holiday Recovery Letter explaining the situation, the excess days, and the recovery process. | HR | Before sending |
| 4 | Send the letter to the employee, including the details of repayment options and deadline. | HR | Upon preparation |
| 5 | Monitor and track the repayment process. | HR | After sending letter |
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