The Holiday Confirmation Letter is a standard document used in German employment relationships to formally document approved vacation requests. This document is typically issued after an employee's vacation request has been approved and before the vacation period begins. It serves multiple purposes: confirming the exact dates of approved leave, documenting remaining vacation entitlements, specifying return-to-work dates, and outlining any handover requirements. The letter ensures compliance with German labor law requirements, particularly the Bundesurlaubsgesetz (Federal Leave Act), and provides both employer and employee with clear written documentation of the approved vacation arrangement. This formal confirmation helps prevent misunderstandings and provides legal certainty regarding the agreed vacation period.
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1. Company Letterhead and Date: Official company letterhead with full contact details and date of the letter
2. Employee Details: Full name, employee ID, department, and position of the employee
3. Vacation Period Confirmation: Explicit confirmation of the approved vacation dates, including first and last day of leave
4. Leave Days Calculation: Number of vacation days being used and remaining balance for the calendar year
5. Return to Work Date: Clear statement of the expected date of return to work
6. Handover Requirements: Any specific tasks or responsibilities that need to be handed over before departure
7. Emergency Contact: Employee's contact information during vacation (if required for emergency situations)
8. Signatures: Space for signatures of both the approving manager and employee acknowledgment
1. Special Work Arrangements: Include when there are specific arrangements for work coverage during the employee's absence
2. Travel Restrictions Notice: Include when travel to certain countries requires notification due to company policy or legal requirements
3. Remote Work Provisions: Include when the employee will be working remotely for part of the vacation period
4. Additional Leave Requests: Include when the letter addresses multiple leave periods or combinations with other types of leave
5. Overtime Compensation: Include when vacation time is linked to overtime compensation or time-in-lieu arrangements
1. Vacation Calendar Overview: Visual calendar showing the approved vacation period in context of team/department vacation schedule
2. Handover Checklist: Detailed list of tasks and responsibilities to be handed over before vacation starts
3. Emergency Contact Protocol: Procedure and contact chain for emergency situations during the employee's absence
Relevant legal definitions
Clauses
Relevant Industries
Technology
Manufacturing
Financial Services
Healthcare
Retail
Education
Professional Services
Public Sector
Construction
Hospitality
Telecommunications
Transportation
Energy
Media and Entertainment
Non-Profit
Relevant Teams
Human Resources
People Operations
Personnel Administration
Office Administration
Employee Relations
Benefits Administration
Legal
Compliance
Operations
Relevant Roles
Human Resources Manager
HR Administrator
People Operations Specialist
HR Business Partner
Office Manager
Personnel Administrator
HR Director
HR Coordinator
Employment Relations Manager
Benefits Administrator
Line Manager
Department Manager
Team Leader
Supervisor
Administrative Assistant
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