Memo to Employees About Vaccinations

Editor's Note: In response to the Jan. 13, 2022, U.S. Supreme Court decision to stay the enforcement of the vaccine-or-testing emergency temporary standard (ETS), the Occupational Safety and Health Administration (OSHA) is withdrawing the ETS effective Jan. 26, 2022, as an enforceable standard. The ETS will continue as a proposed rule for a potential permanent standard in the future. OSHA continues to strongly encourage the vaccination of employees. See COVID-19 Vaccination and Testing ETS and What to Expect Now that OSHA Has Withdrawn Its Vaccine-or-Testing ETS.

Choose an option below based on whether the company policy will require or encourage employees to receive the vaccine(s).

Mandatory Vaccination Option

Date:

To:

From:

Subject: Mandatory Vaccination Policy

[Company name] has implemented a mandatory vaccination policy effective [date] requiring [disease name(s)] vaccination(s) for all employees. In accordance with [Company name]'s duty to provide and maintain a workplace that is free of known hazards, we are adopting this policy to safeguard the health of our employees and their families, our customers and visitors, and the community at large from infectious diseases that may be reduced by vaccinations. In making this decision, the executive leadership team reviewed recommendations from [insert department names or other organizations consulted such as the Centers for Disease Control and Prevention, the Advisory Committee on Immunization Practices and local health officials].

All employees must receive the vaccination no later than [date]. Individuals seeking an exemption from this requirement for medical or religious reasons should complete a request for accommodation form and submit the form to the human resources department.

Vaccinations will be administered by [insert details regarding who will provide the vaccine and where employees must go to receive the vaccine].

[Company Name] will pay for all vaccinations and the time spent receiving the vaccinations.

Should you have any questions regarding this new policy, please contact [name and contact information].

Voluntary Vaccination Option

Date:

To:

From:

Subject: Voluntary Vaccination Policy

[Company name] is implementing a voluntary vaccination policy effective [date] regarding [disease name(s)] vaccination(s) for employees. In accordance with [Company name]'s duty to provide and maintain a workplace that is free of known hazards, we strongly encourage employees to receive this vaccination to minimize the risk of infectious disease in our workplace. In making this decision, the executive leadership team reviewed recommendations from [insert department names or other organizations consulted such as the Centers for Disease Control and Prevention, the Advisory Committee on Immunization Practices and local health officials].

Employees may obtain the vaccination wherever they choose; however, [Company name] is facilitating vaccinations through [insert details regarding who will provide the vaccine and where employees can go to receive the vaccine]. [Company Name] will pay for all vaccinations and the time spent receiving the vaccinations. 

Should you have any questions regarding this new policy, please contact [name and contact information].