5 Most Popular Internal Holiday Notice Templates

Company rules play an important role in maintaining order and efficiency in the business environment. One of the indispensable components of the internal management system is the holiday notice template. Using professional notice templates not only ensures transparency but also demonstrates professionalism in the company culture. 1C Vietnam will guide you on how to build effective holiday notice templates, ensuring that information is communicated fully and clearly.

1. What is an internal holiday notice form?

An internal holiday notice is an official document issued by the company to notify the holiday schedule, working hours and related regulations. This is an important part of the company's internal regulations, helping to maintain smooth operations and compliance with the law. Using written documents instead of verbal communication helps avoid confusion, ensures clear and consistent information and supports effective human resource management.

The holiday notice template brings many benefits to businesses, such as ensuring transparency, creating trust for employees and improving professionalism in internal communication. At the same time, it helps employees proactively arrange their work before the holiday, avoid work overload and ensure compliance with legal regulations on holiday regime.

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2. Popular types of internal holiday notice templates

Each holiday has its own characteristics, so the company's internal regulations need to have appropriate notice templates for each specific holiday.

2.1. Internal holiday notice form for New Year's Day

The New Year holiday notice is usually simple and brief because it is a short holiday. This notice should clearly state the day of the holiday (usually January 1), the time of return to work, and the work that needs to be completed before the holiday. In particular, the notice should emphasize the handover of work before the holiday to ensure that the company's operations are not interrupted.

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2.2. Lunar New Year holiday notice form

This is the most important notice of the year for company regulations in Vietnam. The Lunar New Year holiday notice should include a detailed holiday schedule (usually 5-9 days), regulations on completing work before Tet, a handover plan, and a return to work schedule after the holiday.

In addition, the notice may include information about Tet bonuses, regulations on participating in pre-holiday group activities (such as year-end parties), and other important notes related to safety and security during the long holiday.

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2.3. National Day holiday notice form 9/2

The National Day holiday notice should clearly state the duration of the holiday (usually 1-2 days depending on the specific annual calendar), the return time, and the work to be completed before the holiday. Sometimes, this notice can be combined with National Day celebration activities organized by the company.

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2.4. Internal holiday notice form April 30 - May 1

This notice should be particularly clear about the time off as this is a double holiday (Southern Liberation Day and International Labor Day). It should be made clear in the company's internal regulations whether there will be an additional day off (if the holiday falls on a weekend). The notice should also include the work plan, pre-holiday handover and return to work schedule.

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2.5. Internal holiday notice form in English

For multinational companies or companies with foreign employees, an English holiday notice form is indispensable. This form not only translates the content of the holiday notice but also needs to briefly explain the meaning of typical Vietnamese holidays so that foreign employees can better understand the local culture.

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3. Contents required in an internal holiday notice template

To ensure a professional company policy template, each holiday notice should have the following basic components:

3.1. Clear and concise title

The title plays an important role in attracting attention and immediately conveying the main message of the document. A good title in a company regulation template should be short and concise but still contain enough necessary information about the content of the notice.

Here are examples of good and bad headlines:

Effective headlines should be clear about the time (year, date), the specific holiday, and the term "announcement" or "holiday schedule" so that readers immediately grasp the content.

3.2. Time off and return to work schedule

Time information is the most important element in the company rules and regulations holiday notice template. This section should be presented clearly and easily understood to avoid any possible confusion.

An effective break presentation should include:

• Start date of leave (specify day of week)
• End date of leave (specify day of week)
• Total days off
• Return to work date (include day of week)

Example of how to present time in a holiday notice template:

"Lunar New Year 2023 holiday schedule:

• Start of break: Friday, January 20, 2023
• End of break: Thursday, January 26, 2023
• Total days off: 07 days
• Back to work: Friday, January 27, 2023"

3.3. Main content of the notice

The main content of the company's internal regulations template should provide all the essential information related to the holiday.

Information required in main content:

• Reason for holiday (specify whether this is an official holiday according to state regulations)
• Instructions for handling work before the holiday:
  • Deadlines to be met
  • Work handover process
  • Emergency contact
• Regulations on handling emails and calls during breaks
• Information on services/departments that remain open during the holiday (if applicable)
• Other special notes regarding the holiday

Presenting key content in an organized manner, using bulleted lists, makes it easy for readers to grasp important information, especially guidelines to follow before and after the holiday.

4. Instructions on how to draft a professional holiday notice template

To draft a professional holiday notice template in the company's internal regulations template, the drafter needs to follow the following basic principles and procedures.

An effective writing process includes the following steps:

Step 1: Identify the recipient of the notification
Be clear about who the notice will be sent to: all employees, a specific department, or including external partners. This will determine the level of detail and language used in the notice.

Step 2: Collect accurate information
Gather complete information about official holiday schedules, government regulations, and company policies. Make sure information about return to work dates and times is absolutely accurate.

Step 3: Choose the appropriate language
Use formal but easy-to-understand language. Avoid using complex words or technical jargon when not necessary. For multinational companies, consider preparing a bilingual version.

Step 4: Draft full content
Make sure the notice includes all necessary sections: subject, sender/approver, time off, work instructions, emergency contact information, and special notes.

Step 5: Review and edit
Double-check the content, especially the date and time information. Make sure there are no spelling, grammar, or formatting errors.

Step 6: Approve content
Send the draft to the appropriate person for approval before official release. Usually the human resources department or the board of directors.

Step 7: Distribute the message
Choose the right distribution channel (email, bulletin board, intranet, internal chat group) and make sure everyone involved gets the message.

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5. Legal regulations related to holiday schedules in Vietnam

When developing a company bylaw, understanding the legal regulations regarding holidays is an important factor in ensuring compliance with the law.

5.1. Regulations on holiday schedule according to the 2019 Labor Code

According to Article 112 of the 2019 Labor Code, employees are entitled to take time off with full pay on official holidays and Tet as follows:

1. New Year's Day: 01 day (January 1st)
2. Lunar New Year: 05 days (specific days are chosen by the employer and notified to the employee before implementation)
3. Hung King's Commemoration Day: 01 day (10th day of the 3rd lunar month)
4. Victory Day: 01 day (April 30th)
5. International Labor Day: 01 day (May 1st)
6. National Day: 02 days (September 2nd and 01 day before or after)
7. War Invalids and Martyrs Day: 01 day (July 27th of the solar calendar)

In addition, the law also stipulates compensatory leave when a holiday or Tet coincides with a weekly day off, employees are entitled to take the following day off in lieu. These regulations need to be clearly stated in the company's internal regulations to ensure the rights of employees.

5.2. Salary and bonus policy during holidays

In addition to regulations on time off, the company's internal regulations also need to clarify the salary and bonus policy during holidays:

• During holidays and Tet, employees are entitled to full salary according to the labor contract.
• If working on holidays, employees are paid at least 300% of their regular salary.
• For hourly workers, they are entitled to additional holiday pay in addition to the salary according to the labor contract.

Example of how to calculate overtime pay on holidays: If an employee's daily salary is 500,000 VND, when working on a holiday, they will receive: 500,000 VND x 300% = 1,500,000 VND/day.

Understanding and correctly applying legal regulations not only helps businesses comply with the law but also creates a fair and transparent working environment for employees.

A professional internal holiday notice template helps maintain transparent communication within the business. Being clear, providing complete information and complying with the law not only protects the rights of employees but also demonstrates a professional culture. 1C Vietnam encourages businesses to apply and adjust notice templates to suit their own characteristics.

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