praveenasunny Started The Discussion:
Hi friends... i am working as a HR exe in a International BPO.....i need email formats for announcing holidays and also for announcing the changed office shift timings to my employees... Friends could you please help me to prepare these email formats...



You may send in the list of holidays as an attachment. If you are announcing whole year holidays list then sending a PDF document would be perfect. With this you do not need to inform the employees every time when the holiday comes.

Regarding changed office shift timings you need to put a circular on Notice Board or send a Inter-office-memo to all thru email.

The format for change office shift timings may be as follows;

Name of the Company


Ref. No. Date:

This is to inform everyone that the (company's Name) timings for (Location) have been changed to the following with effect from (date). All the employees are requested to follow the new timings accordingly.

Old timings :
New Timings:

Manager : HR Department


I hope this will help.
Thanks for your quick reply Meena, your suggestions will help me a lot... please send me a sample mail format for announcing holidays and also acceptance of leave application ... please help me

You have to announce the list of holidays for whole year or only upcoming holiday? These are two different issues.

Regarding acceptance of leave application, if it is through email then you may send the acceptance by reply email just saying that your leave application for the duration has been accepted. And if you have leave application format, then there should be a column of Authorized manager and he can sign the application if the leave is sanctioned.

You need to circulate the following either by email or by putting a Circular

This is to inform all that 13th August and 15th August 2011 have been announced as holidays respectively for Raksha Bandhan and Independence.


This is to inform all that the following days have been announced as holidays for all:

13th August - Raksha bandhan
15th August - Indepencence Day

HR Department
Hi praveena,

If you want to inform your employees about holidays of the year, then make one pdf file of its list with your company standard header & footer pattern & attach it n mail to everyone.

Or you can also share this pdf file in google docs or on your server pc, & inform everyone about it.

You need to circulate a notice through mail or display it on notice board. You can use following format




All (Company name)

Subject: - Holiday

We are pleased to inform you that there will be a holiday on ________ which will be compensated later. (If holiday is not compensated then you can delete that portion).

Kindly take a note of the same.


HR Dept.

For change in timing the format may be -

This is to inform you that, the new office timing will be 10.00 a.m. to 6.30 p.m. with immediate effect from __________.

Kindly take a note.

Hope this will serve your purpose.


Ms. Suvarna
Dear Paraveena, The simplest email for circulation purpose can be in the following format: "This is to inform all that the office will remain closed on (Date / Day) on account of (reason / holdiay)."
you can also prepare one shot presentation containing some pictures suits to theme of festival along with quotes and best wishes to your employees from your company.

13th January, 2011

Our factory will remain closed from 14th January 2011 to 17th January 2011 on account of ‘PONGAL’.

The Management wishes to all our employees that, the PONGAL brings good luck, Prosperity and joyous fills days ahead with happiness

The Factory will be reopened on Tuesday, i.e. 18th January, 2011

All are requested to follow the shift list from Production Department accordingly.

All are requested to co operate.

Manager - HR


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