Client: I’ve got an employee who’s used up all their vacation and sick leave—but now they’re asking for additional time off to go on a vacation. I don’t want to be the bad guy, but this doesn’t sit right with me. How do I handle it?
Consultant: This is where boundaries meet fairness. When someone has used all their available leave, asking for more—especially for vacation—can create ripple effects. The key is to separate empathy from enabling and base your response on consistency and policy.
Client: So, what do I say without sounding harsh or unsupportive?
Consultant: Acknowledge the request and hold the line on the policy.
Try:
“I understand you’d like to take time off, and I want to support work-life balance. At the same time, you’ve used all of your accrued leave, and we can’t approve additional time off at this point.”
Client: What if they ask to take it unpaid?
Consultant: That’s a fair question—and it depends on your organizational policy. Some workplaces allow unpaid time off with approval; others don’t. What matters is being consistent.
You might say:
“We generally don’t approve unpaid time off for vacation when all leave has been used. If there’s a compelling reason, I can take it under consideration—but we also need to balance the operational impact.”
Client: What if they say they already booked the trip?
Consultant: That’s a ‘planning on permission’ move—not a best practice. You’re not obligated to accommodate it. Be firm.
Say:
“I understand the trip is already planned, and I wish the timing were different. Unfortunately, advance bookings don’t override our leave policies. If we allow this, it sets a precedent we can’t sustain.”
Client: Could I offer a compromise, like working extra hours to ‘make up’ the time?
Consultant: Only if it aligns with policy, job duties, and fairness to others. Allowing someone to bank time might be fine in salaried-exempt roles, but it’s riskier for hourly employees.
Try:
“We don’t have a flex system that allows ‘making up’ full days in advance. Leave policies are structured to ensure fairness, and we need to apply them consistently.”
Client: What if this turns into a morale issue?
Consultant: Sometimes saying ‘no’ causes frustration—but saying ‘yes’ causes confusion and resentment from others. Be clear, fair, and direct.
You might also preempt concerns by saying:
“We value time off, and we’re committed to managing it fairly. If someone needs additional time, they can plan ahead or save leave for future use. That ensures everyone’s treated equitably.”
Client: So, the message is—‘We care, and we also have to follow the rules’?
Consultant: Exactly. Supportive doesn’t mean soft. You can respect the request without approving it—and reinforce that policies exist to protect fairness and operations.
Recap:
✔ Acknowledge the request without guilt
✔ Review policy before responding
✔ Say no clearly if it’s not supported
✔ Offer limited flexibility only if consistent and operationally sound
✔ Reinforce fairness and planning going forward
And if you need help refining your time-off policies or communication strategies—we’re here to support you.