Excess holiday recovery letter template
Our Excess Holiday Recovery Letter template helps employers address overpaid holiday pay issues professionally and transparently.
5 mins
Get a value bundle that includes our Excess holiday recovery letter template
What is an Excess holiday recovery letter?
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.
Usually when the employee resigns, or at the end of a holiday year
The Employer (you) to the Employee
Great Britain & NI (United Kingdom), Worldwide
What steps should I take to ensure the effective, compliant execution of this letter?
| 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 |
To view this you will need to make a purchase.
To view this you will need to make a purchase.
What legislation or best practices underpin this template / should I be aware of?
-
Employment Rights Act 1996: Provides guidelines on holiday entitlement and pay, including how to handle overpaid holiday pay.
-
Working Time Regulations 1998: Defines rules around annual leave, including calculation, carry-over, and how to handle excess leave taken.
-
Deduction from Wages (Limitation) Regulations 2014: Outlines legal requirements for recovering overpaid wages, including excess holiday pay.
To view this you will need to make a purchase.
To view this you will need to make a purchase.
Refer to your local employment legislation / labor laws to support the execution of the template. Review the wording for local accuracy.
Excess holiday recovery [Delete this line]
[Company name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Recovery of holiday taken in excess of your entitlement
Yours [faithfully | sincerely],
[Sender name]
[Sender job title]
[Sender telephone]
[Sender email]
What communication / process sequence is this part of?
Annual leave policy
Our Annual Leave Policy template simplifies time-off requests, ensures fair allocation, and fosters a well-rested workforce for better productivity.
Why buy our Excess holiday recovery letter template?
- It's easily editable and implementable, saving you time and money
- It's designed by CIPD accedited Chartered HR practitioners with operational experience in this area
- You will maintain compliance with ACAS guidelines, legislation, and industry best practices
- Email notifications for any updates made to this template or its accompanying materials
- 12 months of unrestricted access without any additional costs (any update in that period is free to you)
- A 25% discount on all library, toolkit, and template purchases/renewals
