Communication Memo to Employees Encouraging COVID-19 Vaccines
Tuesday, January 26, 2021
by: MRA - The Management Association

Section: Newsletter Articles

NOTE TO EMPLOYER: It is important to continuously communicate information to employees about the impact of COVID-19 and to acknowledge the position the organization will be taking to address the vaccination of employees. The following sample communication memos are intended to be modified to fit your organization’s approach to the COVID-19 vaccine.
Sample 1 – Vaccine Encouraged/Pay Options

XYZ Company continues to support its employees during this pandemic and expects all employees to act in a socially responsible manner to help mitigate the spread of COVID-19. The safety and security of all employees, customers and the communities where we live and work remains our top priority. As vaccination efforts continue to evolve, we have received inquiries from employees about how we will approach vaccinations within our facilities and have outlined our response below.

Each state has its own plan for vaccine prioritization, distribution and allocation, working under general guidance provided by the Centers for Disease Control (CDC). As the COVID-19 vaccine becomes more widely available, we encourage and support employees who choose to receive the vaccine when they become eligible. In support of this interest, XYZ Company has committed to the following:
NOTE TO EMPLOYER: Customize all bullets to fit your organization’s approach to the vaccine
  • If your ability to receive the COVID-19 vaccine interferes with your work schedule, XYZ Company will provide up to XX hours of paid time off to support your receipt of the vaccine. OR If your ability to receive the COVID-19 vaccine interferes with your work schedule, XYZ Company will provide you with approved unpaid leave to get vaccinated. OR You are encouraged to receive the COVID-19 vaccine during non-work hours and XYZ Company will pay you the equivalent of XX work hours upon documentation that you received the vaccine.
  • Depending on where you receive the vaccine, you may be asked to incur an expense associated with the vaccination. Employees covered by the group health insurance plan should submit their insurance card to the vaccine provider for coverage through their health insurance plan.
  • As part of our overall wellness plan, employees who receive the COVID-19 vaccine can register for XX points towards their wellness incentives for the year.
  • Similar to our offering of on-site flu shot clinics, if an onsite COVID-19 clinic is an option for employers, we will partner with the appropriate agency to explore our ability provide this convenience within our facilities.
We thank all employees for their cooperation, patience, and understanding during the pandemic. We know the past year has been challenging. Please continue to practice safe habits and do your part during the pandemic: wear a mask, stay at least 6 feet apart, avoid crowds, and wash your hands to protect against COVID-19. When eligible, we encourage employees to get a COVID-19 vaccine.

Any questions can be directed to the Human Resources department.
Sample 2 – Vaccine Strongly Encouraged for Essential Workers
(adapted from the CDC website)

Across the country, the COVID-19 pandemic is having devastating effects. We appreciate how much you have already done to adapt during this challenging time. As you know, we have been taking preventive measures at XYZ Company against COVID-19 for the past several months to help keep you, our entire staff, your families, and our customers safe. We have worked under some uncertain and often stressful conditions, and you have helped make it possible for us to continue our essential operations.

We strongly encourage that essential workers like you are vaccinated because of your role in maintaining critical infrastructure operations. Essential workers are at increased risk of getting COVID-19 and spreading it to others because work-related duties must be performed on-site and involve being in close contact (within 6 feet for a cumulative total of 15 minutes in a 24-hour period) with the public or co-workers.

Getting the COVID-19 vaccine gives you an added layer of protection against COVID-19 and could also protect your coworkers and your family. Here are some key points about COVID-19 vaccination:
  • All COVID-19 vaccines available in the United States are very effective at preventing the disease.
  • The most common side effects are pain in the arm where you got the shot, feeling tired, headache, body aches, chills, and fever.
  • Stopping a pandemic requires using all the tools we have available—wearing masks, staying at least 6 feet from people who don’t live with you, avoiding crowds and poorly ventilated spaces, washing your hands frequently, and getting vaccinated.
{If your company has scheduled vaccination clinics} Your health and safety continue to be our priority and, to ensure convenient access to vaccination, we will have vaccines available to our staff at {INSERT INFORMATION ABOUT WHERE TO GET VACCINATED}.

If you have questions about our vaccination clinics, please contact {INSERT NAME AND CONTACT INFORMATION FOR YOUR COMPANY’S POINT OF CONTACT}. If you want to know more about COVID-19 vaccines, visit