A business holiday letter is written by an employer/boss to the employee/employees to inform about his/her plans to conduct a business meeting at an out-station location and combine it with a holiday thereafter. Since the location is out-station, the employer intimates well in advance so that the employee can manage his/her commitments. The intent is to complete business work and allow the employee/employees to relax for a short while in the holiday setting.
This letter is written formally as it is addressed to the subordinates. It should be written with utmost respect towards the receiver. The letter should contain all the details regarding the out-station location and the duration of stay after the business. Nothing unnecessary should be mentioned. Keep the letter concise. The letter should be typed. It should not have any grammatical mistakes. If you don’t know how to get started on a Business Holiday Letter, feel free to use the tips and samples given below to go on.
Table of Contents
Business Holiday Letter Writing Tips
- Start the letter by mentioning the out-station venue chosen for work and specific reasons for it if any.
- Ask the employee to attend this out-station meeting giving suitable reasons.
- Mention about the holiday he/she can enjoy with family after completing all meetings at the holiday venue.
- Clearly, state the dates for the trip including official meeting dates and the duration of the holiday the employee can enjoy thereafter.
- End the letter by asking the employee to revert confirming his/her willingness.
Business Holiday Letter Template
Use our free Business Holiday Letter to help you get started. If you need additional help or more examples check out some of the sample letters below.
From,
__________
__________
__________
Date: _____ (Date on Which Letter is Written)
To,
__________
__________
__________
Subject: Business Holiday
Dear __________ (employee’s name),
As discussed earlier, I have convinced our management for conducting the final round of meetings with our major prospective client __________ (give name) at the organization’s ___________ (name of destination).
It has been decided that all attending the meeting may bring their families along for a business holiday. We will reach the venue on __________ (mention date). After we complete official meetings on _________ (date), the rest of the team will return while you can stay on and enjoy a well-deserved holiday.
Please revert confirming your willingness so that we can complete necessary reservations and booking procedures.
Regards,
__________ (your name)
__________ (your designation)
__________ (name of Organization)
Sample Letter
From,
Jake Johnson
Senior Manager, Marketing
Kobelco Packers
Date: 30th November 2013
To,
Kevin Spacey
Junior Manager, Marketing
Kobelco Packers
Subject: Business Holiday
Dear Kevin,
As discussed earlier, I have convinced our management for conducting the final round of meetings with our major prospective Asian client at the organization’s beach-house at Palm Island since they have a fondness for seaside ambiance.
Since you have done all the groundwork and accompanied me in the preliminary rounds of discussions with this client, I wanted to ask you to attend the final round of talks as well before signing the contract.
As a bonus, you can get your family along and enjoy a holiday for one week at the beach house after completing work commitments.
We will reach the venue on 15 December 2013. After we complete official meetings on 17 December 2013, the rest of the team will return while you can stay on and enjoy a well-deserved holiday.
Please revert confirming your willingness so that we can complete necessary reservations and booking procedures.
Regards,
Jake Johnson
Senior Manager, Marketing
Kobelco Packers
Email Format
The following is the email format of Business Holiday Letter.
To: name@email.com
From: name@email.com
Subject: Business Holiday Letter
Dear __________ (employee’s name),
As discussed earlier, I have convinced our management for conducting the final round of meetings with our major prospective client __________ (give name) at the organization’s ___________ (name of destination).
It has been decided that all attending the meeting may bring their families along for a business holiday. We will reach the venue on __________ (mention date). After we complete official meetings on _________ (date), the rest of the team will return while you can stay on and enjoy a well-deserved holiday.
Please revert confirming your willingness so that we can complete necessary reservations and booking procedures.
Regards,
__________ (your name)
__________ (your designation)
__________ (name of Organization)
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