Let us understand one thing clear about the scope of citehr. This is a professional interactive forum, where members exchange ideas on HR issues and concerns. The forum should not be used to avail drafting of routine correspondence. If at all anybody is interested to get the views of members on any item, pl attach a first draft on the subject and the members would be too happy and willing to look into it. So don't seek the forum for short cut to your drafting tasks.
This is in addition to what our senior member KK!HR has said. While he has recommended that junior members should come up with the draft of the mail, I would like to go little further andlike to raise question on the efficacy of the policy itself.
Birthday celebration is personal matter of the employee. This kind of policy could promote devotion to the pleasure or self-gratification. Celebrating birthday of an employee at the workplace is one thing and giving employee half-day off is another. Birthdays are celebrated at the workplace in order to promote the workplace interaction, inject element of fun etc. Giving half day off on account of birthday is completely different matter.
Possibly today your company could be financially strong and this has made you to take this type of decision. Nevertheless, there are ups and downs in the life of the company and in future you might be forced to withdraw this facility. In such case, it could cause heartburn to the employees. Secondly, due to work pressure, what if particular HOD is unable to spare junior employee for half day off?
In view of the points mentioned, I recommend you reevaluating this policy. Nothing wrong in the introduction of the welfare measure for the employees, however, these should be common and not person specific.
Birthday for an employee is very dear event and if the policy is directed towards letting him/ her know that the organization is taking note of it, caring and sharing his joy, would go to create memorable event and enhance employee's sense of belonging.
However, the policy could be devised to make it win-win situation by making it simple, practical and cost effective.
You may like to consider following elements :
1.HR to put on notice board congratulatory message preferably with employee's photo.
2 His / Her Manager should call the employee and congratulate giving birthday wishes in the presence of a few teammates with flower bouquet/ token gift cheque.
3 The whole activity may last 10/15 minutes and no time off may be considered
Of course these are my immediate views and there can be better ideas on this policy which is good employee engagement HR initiative.