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Communicating Vaccine Protocols to Employees: 3 Easy Email Templates to Help You Do It

By now, you’ve heard the news that businesses with 100 or more employees must require employees to either get vaccinated or present weekly COVID-19 test results, and all of it needs to be tracked. Getting employees on board with your policy is an essential step in the process, and it all starts with the right communication.

We’ve done some of the hard work for you. Below, find sample email templates to send to employees about using OnTask for tracking vaccination status and test results at your workplace. Please edit these as you see fit, they are meant to be customized for your business’ needs.

Email #1: General Vaccine Tracking Announcement

Subject line: Help us keep our workplace safe from COVID-19

Body:

Hello EMPLOYEE NAME,

COMPANY NAME is committed to protecting the health and safety of employees, contractors, vendors, and their families. In order to serve this commitment, we have implemented a vaccination tracking tool called OnTask. This tool is HIPAA compliant and includes a number of security features to keep your information safe and confidential.

Starting on DATE, we will be using OnTask for COVID-19 related protocols such as:

  1. Vaccination status tracking and associated PTO distribution
  2. Weekly COVID-19 test result submissions for unvaccinated employees
  3. Contact tracing in the event of an outbreak
  4. Visitor health screenings

In the coming days, you will receive an invitation email to OnTask. Please take a moment to set up your account and upload your vaccination cards or supporting documentation upon receipt.

Thank you for your cooperation during this tough time. Please reach out to NAME if you have any questions about the process.

Regards,

SENIOR HUMAN RESOURCE REP/LEGAL REP TITLE

 

Email #2: Mandatory OSHA Compliance

Subject line: Vaccine Update from OSHA

Body:

Hello EMPLOYEE NAME,

As you may have heard, OSHA’s Emergency Temporary Standard (ETS) on COVID-19 protocols was recently approved and communicated by the U.S. Government. With over 100 employees, COMPANY NAME falls under this mandate. We have been working with members of the Human Resources and Legal team and have found a solution to make this process simple for everyone involved.

We will be implementing a vaccination tracking tool called OnTask throughout the company. This tool is HIPAA compliant and includes a number of security features to keep your information safe and confidential.

Starting on DATE, we will be using OnTask for COVID-19 related protocols such as:

  1. Vaccination status tracking and associated PTO distribution
  2. Weekly COVID-19 test result submissions for unvaccinated employees
  3. Contact tracing in the event of an outbreak
  4. Visitor health screenings

In the coming days, you will receive an invitation email to OnTask. Please take a moment to set up your account and upload your vaccination cards or supporting documentation upon receipt.

Thank you for your cooperation during this tough time. Please reach out to NAME if you have any questions about the process.

All the best,

SENIOR HUMAN RESOURCE REP/LEGAL REP TITLE

 

Email #3: Non-Required OSHA Compliance

Subject line: Company-wide Vaccine Policy Update

Body:

Hello EMPLOYEE NAME,

OSHA’s Emergency Temporary Standard on COVID-19 protocols was recently approved and expedited by the U.S. Government. While COMPANY NAME does not currently fall under these requirements, we will still be abiding by the mandate, as the health and safety of our employees is a top priority.

We have been working with members of the Human Resources and Legal team and have found a solution to make this process simple for everyone involved. 

We will be implementing a vaccination tracking tool called OnTask throughout the company. This tool is HIPAA compliant and includes a number of security features to keep your information safe and confidential.

Starting on DATE, we will be using OnTask for COVID-19 related protocols such as:

  1. Vaccination status tracking and associated PTO distribution
  2. Weekly COVID-19 test result submissions for unvaccinated employees
  3. Contact tracing in the event of an outbreak
  4. Visitor health screenings

In the coming days, you will receive an invitation email to OnTask. Please take a moment to set up your account and upload your vaccination cards or supporting documentation upon receipt.

Thank you for your cooperation during this tough time. Please reach out to NAME if you have any questions about the process.

All the best,

SENIOR HUMAN RESOURCE REP/LEGAL REP TITLE

 

If you have any questions about getting set up or communicating to your team, contact us.