How to Encourage Employees to Take Their PTO

Many employees leave paid time off unused — often due to workload concerns, guilt, unclear expectations, or a culture that subtly prioritizes constant availability. In 2026, encouraging full use of PTO is both a wellbeing imperative and a retention strategy. Rested employees return more productive, creative, and engaged. Here’s what works.

Lead by example and normalize rest

When leaders take time off and talk openly about it (without checking email constantly), teams follow. Share brief updates after time away and frame PTO as essential recovery rather than a perk. Reframe language: “We provide recovery time” instead of “We allow vacation.”

Make expectations explicit

Communicate that taking PTO is expected, not optional. Set clear goals (for example, using at least 75–80% of allotted days) and discuss remaining balances in check-ins. For unlimited PTO policies, consider minimums to prevent underuse driven by ambiguity.

Remove barriers

Simplify the request process with easy online forms and fast approvals. Cross-train teams and establish clear handoff procedures so people feel confident their work will be covered. Address workload concerns proactively rather than leaving employees to solve coverage alone.

Use reminders and planning tools

Send personalized balance updates and promote tools that help employees plan time off around holidays or lighter periods (often called “PTO maxxing”). Company-wide or mandatory extra days off can also reduce the fear of falling behind. Tie it to culture and performance

Highlight the link between rest and better results in team meetings and performance conversations. Some organizations even include PTO usage as a positive discussion point in reviews.

When employees feel supported in taking time away, burnout drops and loyalty rises.

At McPherson|Berry, we partner with leaders to build cultures where people can perform at their best — because rest is part of sustainable high performance.

Grow Leaders | Build Culture | Align People & Processes. Contact us here.