Annual leave is more than a perk—it’s a legal entitlement, and it plays a vital role in protecting employee wellbeing. But what if an urgent issue arises during someone’s time off? Is it ever appropriate to get in touch?
At PurpleTree, we work closely with Irish SMEs to build practical HR policies that strike the right balance between operational continuity and staff welfare. Below, we break down the dos and don’ts of contacting employees during leave—and how careful planning and clear communication can help you avoid the issue altogether.
In short: rarely.
Annual leave is intended to be a protected time for employees to rest, recharge, and step away from work obligations. While a genuine emergency may occasionally warrant contact, these situations should be the exception, not the rule.
Our senior HR experts—Mary, Seán and David—regularly advise Irish employers on how to navigate these sensitive scenarios. The first step is always the same: have strong, clear policies in place before leave begins.
If contact is absolutely unavoidable, here are the key steps to take:
Your employee handbook or contract should outline when, if ever, an employee might be contacted during leave. This should be discussed clearly in advance, ideally alongside a proper handover of duties.
At PurpleTree, we help our clients put in place realistic and legally sound HR policies that protect both the business and its people.
Unless the matter truly cannot wait—and no one else can assist—employees should not be contacted during leave. Good internal planning, supported by reliable HR software like HR Duo, can eliminate many of the common triggers for last-minute contact.
If contact is essential, use a non-intrusive method. A brief, respectful message is usually preferable to a phone call. Avoid public or group channels that may put pressure on them to respond.
Even when contact is made, reinforce that a response is not required immediately. Employees should feel empowered to protect their time off without guilt or expectation.
Before anyone goes on leave, ensure responsibilities are covered, login details are handed over (if appropriate), and workflows can continue without their input. We support clients in building handover checklists and shared documentation to make this simple and reliable.
Missteps in this area can do more harm than good. Avoid the following:
Even a casual “quick question” can blur the boundaries. It creates pressure and disrupts the rest period your employee is entitled to.
If you must get in touch, be very clear that a delayed or non-response is acceptable. Chasing an employee during their time off can undermine trust and create resentment.
Leaving important tasks until someone is away suggests weak planning. If something’s been overlooked, the best solution is usually to work around it—not to disturb the person on leave.
Creating a culture where people feel obliged to “check in” while away is unhealthy and unsustainable. Even if some staff offer to stay connected, it’s best to politely decline unless it’s contractually agreed.
A break is a break. No employee should return to find subtle (or overt) comments about things going wrong in their absence. This damages morale and discourages future time off.
Beyond being best practice, respecting leave has real operational value:
Sick leave, especially long-term, is a separate matter. In those cases, maintaining gentle, supportive contact can be beneficial—but it must always be handled with care. If you’re unsure about your obligations or approach, our senior advisor Seán is available to advise on best practice for employer-employee communications during illness.
At PurpleTree, we help Irish SMEs manage leave practically and professionally. From building robust annual leave policies to supporting handover processes and implementing HR software like HR Duo, we ensure that your team can take the time they need—without disrupting your operations.
You’ll have direct access to our senior consultants, not a call centre. We pride ourselves on straightforward, tailored advice that helps you stay compliant, prepared, and confident in your approach to people management.
Get in touch with PurpleTree today to review your policies, talk through your leave management processes, or explore how HR Duo can help streamline your operations.
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