As summer approaches, employees start thinking about rest, travel, and time with family. Yet many of them hesitate to take the time off they've earned. Whether it's due to unclear policies, workplace culture, or fear of falling behind, underutilized Paid Time Off (PTO) remains a persistent issue and one with real consequences.
According to the American Psychological Association, only 40% of employees say their employer fosters a culture where time off is respected. That disconnect can contribute to burnout, decreased productivity, and higher turnover. While providing PTO is important, it is not enough. Employees need clear, ongoing communication to understand their options and feel confident using them.
That’s where Total Rewards Communication plays a critical role.
Make PTO Information Easy to Access and Understand
PTO policies can vary widely across organizations and roles. Some employees earn time off by hours worked, others accrue monthly. Some employers offer unlimited policies, others have use-it-or-lose-it deadlines. Without consistent communication, employees may miss the opportunity to fully use what they’ve earned.
With a Total Rewards Communication strategy, HR teams can present PTO information in a centralized and employee-friendly format. This includes:
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● Sharing how much PTO has been accrued and how to request time off
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● Explaining how PTO connects to broader wellness goals and retention policies
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● Clarifying whether mental health days, sick days, and holidays are tracked separately or together
These details are often buried in handbooks or HRIS systems. Elevating them in personalized Total Rewards materials helps employees understand what is available, and how to use it.
Use Summer as a Natural Touchpoint
Summer offers a unique window to promote PTO use. Many employees are already considering taking time off, but just need a small nudge to finalize their plans. This season is also a time when workloads may slow slightly in some industries, creating natural coverage opportunities and scheduling flexibility.
Consider sending out summer-specific reminders that:
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● Reinforce your PTO policy, including any upcoming deadlines
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● Encourage employees to plan ahead for vacations or long weekends
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● Offer tips for preparing teams to manage workload while someone is out
These reminders can be part of an internal email campaign, a message from leadership, or a section in a mid-year Total Rewards Statement. The key is consistency. Communicating PTO once during onboarding is not enough, regular reminders reinforce that your organization supports healthy boundaries and rest.
Make PTO Part of the Total Employee Experience
Including PTO details in Total Rewards Statements also helps reinforce that time off is a valuable part of overall compensation. By showing accrued balances, usage trends, or encouragement to schedule time away, you can promote a culture where rest is normalized and celebrated.
When PTO is communicated as part of an employee’s full value, from salary and bonuses to benefits and recognition, it no longer feels like a fringe benefit. It becomes an expected and supported part of the employment relationship.
Keep the Communication Going
PTO awareness should not be limited to summer months. Use this seasonal opportunity as a starting point for a more proactive approach to communicating all aspects of Total Rewards. Integrate reminders throughout the year, especially ahead of busy periods like back-to-school, year-end planning, or open enrollment. By making PTO part of your larger communication strategy, you reduce uncertainty, build trust, and promote well-being.
Explore how backstitch can help enhance your Total Rewards Communication Strategy.
