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How To Write A Day Off Work Request Email (With Examples)

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Knowing how to write a day off work request email is important because taking days off of work is key to a healthy work-life balance, whether you need to tend to the non-work parts of your life or simply need a break.

In this article, we’ve put together some instructions on how to write a time off request email, as well as some sample emails and tips for how to ask for time off in a respectful and effective way.

Key Takeaways

Your day off request email should include the dates you’re requesting off, the reason why you need time off, and how you’re ensuring your responsibilities are taken care of before you leave and while you’re gone.

Writing a vacation request email can improves your chances of getting your time off approved, can lighten the burden on your team, and will create documentation of your request.

Whenever possible, you should talk to your boss about your time off request before you put it in an email.

Giving as much advance notice as possible will increase your chances of getting your request approved.

How to Write a Day Off Work Request Email

How to write a time off request email

Example vacation request emails, why should you write a vacation request email, tips for writing a vacation request email, requesting time off work faqs.

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To write a day off request email, first, write a brief and direct subject time and in the first sentence state your purpose of the email. Your email requesting time off should be concise yet inform the reader of everything they need to know. Here are more detailed steps to help guide you along:

Write a brief, direct subject line. A good rule of thumb for professional emails , in general, is that the recipient should be able to understand the point of the email before opening it.

Write a short line that states the purpose of your email and the dates you wish to take off.

State why you’re writing. After your greeting , you should immediately state that the purpose of your email is to request time off.

Include the dates that you’re requesting. Mention which dates you intend to take off either in the first line of your email or the beginning paragraph.

Make sure that these dates match those you included in the subject line.

It’s also smart to mention how many days you’re using if your company practices an accrued time off policy .

Mention why you’re taking time off (optional). This section is optional if you just want to take a quick break from work or a personal day .

However, if there are personal issues or extenuating circumstances that demand your attention, then indicating such can help your supervisor decide whether to approve your time off.

Discuss how you’re preparing. Make sure to explain how you’re preparing ahead of time to ease the burden of your absence from the company.

This helps convey your sense of professionalism and improves the chances that your request for time off will be approved.

Make yourself available for questions. It’s a professional courtesy to tell your employer to feel free to reach out to you for any questions or discussions regarding your time off.

Here are some sample vacation request emails of varying types to help you get started with drafting your own. Take note of how these emails follow the structure that we laid out earlier. Remember to tailor these emails to your needs before sending them.

Formal Vacation Request Email Example

Subject line: Vacation Request March 12-26 – David Dail Dear Tim, I’m writing this email as a formal request for two weeks’ vacation from Monday, March 12th through Monday, March 26th. I will return to the office on Tuesday, March 27th. As we discussed last week, I am working hard to complete all my duties before I leave. I know that our project deadline is in April, so I finished most of my upcoming tasks ahead of time so as not to set us behind in schedule. Feel free to reach out to me if you have any questions or concerns. My work email is [email protected], and my phone number is (444) 555 8282. Thank you for considering my request. Best Regards, David Dail

Formal Vacation Request Reminder Email Example

Subject line: Vacation Reminder March 12-26 – David Dail Dear Tim, As we discussed last month, I will be out of the office from Monday, March 12th through Monday, March 26th. I just wanted to offer a reminder so as not to catch you by surprise. I’ve closely examined our project schedule to ensure that I’ve completed all tasks assigned to me. I’ve also finished my upcoming duties for the next two weeks ahead of schedule, so we should be progressing as planned in terms of meeting the project deadline. Of course, I will still be available by phone at (444) 555 8283 and by email at [email protected] in case you need to reach out. Thank you. Best Regards, David Dail

Personal Reasons Time Off Request Email Example

Subject line: Time off Request for Personal Reasons – Amber Fisher Dear Mr. Jones, I hope this email finds you well. I am writing to request some time off from work due to personal reasons. The requested time off would be from July 20th to July 25th. need to take some time away to address these matters, and I kindly ask for your understanding and support . I understand my absence may have an impact on our ongoing projects but I have taken steps to minimize any disruption. I will still be available by phone or email if you or the team need to get ahold of me. Thank you again for your understanding. Sincerely, Amber Fisher

Religious Reasons Time Off Request Example

Subject Line: Time Request off May 15-26 – Jane Smith Dear Mrs. Everly, I hope this email finds you well. I am writing to request May 15th through May 26th to observe an important religious event. I understand the significance of maintaining a respectful and inclusive work environment, and I appreciate your understanding and consideration regarding this matter. I understand that my absence will have an effect on the team and have taken steps to ensure a smooth transition during my absence. I have discussed my leave with John Potter and they have kindly agreed to assist with any urgent matters that may arise. If there are any specific tasks or projects that need attention before my departure, I am more than willing to discuss them and make appropriate arrangements. Thank you again for your understanding in this matter. Sincerely, Jane Smith

Taking the Next Day Off Email Request Example

Subject Line: Time Request off Tomorrow – Isabel Reid Dear, Mr. Larson I hope this email finds you well. I am writing to inform you that I am taking tomorrow off from work. I apologize for the short notice, but I believe it is necessary for me to do it to deal with personal matters. The requested time off would be for April 3rd, and I assure you that I will make every effort to ensure a smooth transition and minimal disruption to our team’s operation. I will be available by phone to help assist if any emergencies happen. I appreciate your attention to this matter and look forward to your positive response. Sincerely, Isabel Reid

You should write a vacation request email because it can help improve your chances and will lessen the burden on your team. Some other reasons to write a time off request email include:

Improves your chances. If you ask your boss for time off later rather than sooner, there’s a higher chance that they’ll turn down your request .

With such a short time window, they likely won’t be able to delegate your tasks to another team member. Your supervisor also likely won’t appreciate the short notice you’ve given them.

Lessens the burden on your team. Just because you aren’t at work doesn’t mean someone else doesn’t have to do your duties.

If you inform your team of your vacation weeks in advance, they’ll be able to split the tasks appropriately. If you leave all of a sudden, then one or two team members may be forced to carry the entire workload.

Documentation. It’s important to document any approvals that you receive in the workplace.

Benefits your career in the future. Writing an effective leave request is part of establishing a communicative and professional reputation.

If you’re consistently respectful of others, your boss will remember it when it comes time to give raises and promotions . Even after you leave your present job, you want this to be something positive that your employer can cite if they’re called as a reference .

You should ask your supervisor in person before sending a time off request email and you should give as much notice as possible. Some other tips to keep in mind when writing a vacation request email include:

Ask your supervisor in person first. Discussing your plans with your boss can help you both agree on the best way to take your vacation. This includes the most convenient dates for you to leave, alternative work options, and other relevant topics.

If you’re looking to take time off at a job you just started , then you absolutely need to discuss your plans with your boss in person.

Speaking face-to-face with someone is always the best way to help them empathize and understand your situation.

Give as much advance notice as possible. Leave as much time as possible for your employer and team to prepare for your absence.

If you’re planning to leave for a few days, notifying your supervisor a few weeks ahead of time should be enough.

If you intend to take a long vacation (one workweek or more), you should give notice at least two months in advance.

Give your coworkers a heads-up. Your absence will affect your coworkers just as much or more than it will your boss, so make sure you let them know you’re going to be gone as well.

Before you leave, you should also make sure they have everything they need from you to do their work so that you aren’t leaving them in a bind.

Make a plan for covering your tasks. Chances are there are a few of your responsibilities that you’ll need to hand off while you’re gone. Communicate with your coworkers about this as early as possible, and when you ask someone to help you, be willing to cover for them when they’re out.

Once you have a plan in place, share it with your boss or supervisor so that they’re in the loop. It can also be a good idea to have this plan in place before you make your request for time off to help boost your chances of getting it approved.

Check the company or team calendar. You aren’t likely to get your vacation approved if you schedule it at the same time as a major deadline, or during the same week that three other people have already requested off.

To avoid this and to be courteous to your team, check the calendar before you schedule your vacation. Or, if you can’t work around it, communicate that to the group early and do whatever you can to make their lives easier before and after your time off.

Research your company’s paid time off (PTO) policy. Before you write a vacation request email, make sure you understand how your company’s leave policies work.

You want to do this to make sure that you have enough PTO to take but also to see if any specialized types of PTO may apply to your situation. For example, some companies provide bereavement leave, which means you can use that to attend a close family member’s funeral instead of using your regular vacation days.

Other types of time off include:

Medical leave

Personal time

Maternity or paternity

Leave of absence

Write a follow-up email. Even if you already discussed your time off with your boss in person, you should write a formal follow-up email to document the occasion.

Send a reminder email. Since it’s recommended to send a leave request email weeks or months ahead of time, it’s also prudent to send one right before you intend to leave.

Be flexible whenever possible. As much as you can, be willing to be flexible about when you take time off of work. Consider giving your boss the choice between two sets of dates that work for you, or be willing to adjust by a day or two.

You shouldn’t be a doormat, but showing that you’re a team player whenever you can go a long way toward good relationships with your team and a higher likelihood of getting your time off requests approved.

How do you politely ask for a day off?

You politely ask for a day off by using professional language that makes a request instead of a demand. While you may have the right to use your vacation days, asking your boss about using it is much more professional and polite than telling them you’re going to be gone.

It’s courteous to say something like, “I have a week of vacation that I was planning to use this summer. Would it work for me to take June 20-25 off?” This is an assertive way to tell your boss that you’re going to take a vacation while still politely respecting their authority and their need to coordinate their employees’ schedules.

How do you tell your boss you can’t work today?

You tell your boss you can’t work today by sending them a polite email or text explaining that you won’t be in. Sometimes you wake up sick, you need to take care of a sick child, or something else happens with little to no warning that prevents you from going to work.

When this happens, it’s important to let your boss know as quickly as possible. An email is always the best way to go since you’ll both have a timestamped, written record, but some bosses may prefer you text them as well.

In your message, express your apologies for not being able to make it and explain as much as you can about why you won’t be in (it can be vague, but receiving some explanation is far less frustrating than nothing at all for a boss).

If possible, you might also consider adding details about how you’ll reschedule a meeting or will contact a coworker about taking over a vital task for the day.

How do I ask my boss for a day off?

To ask your boss for a day off, you’ll need to talk to them in person and then write them an email. Talking to your boss in person about your plans first is generally a good idea since you can discuss dates that work or don’t work more quickly in person than you can in an email.

After that conversation though, you should always send an email requesting the time off. This serves as a record for both of you in case there is any confusion in the future.

In your email, you should include the specific dates and times you want to take off, what type of leave you’ll be using, and, if possible, the reason why you’re taking the time off.

This can be as vague as “vacation” or “family emergency,” but providing a reason of some kind goes a long way toward helping your boss be more inclined to approve your time off request.

How do you say you can’t work on your day off?

When saying no to work on your day off it’s important to be straightforward and authentic but you should also be polite about it. If your coworker needs a question answered or needs help with something, try to bring up an alternative or solution for them. This allows for them to be able to continue working while you still have your day off. Here are some examples of ways to say you can’t work on your day off:

“Now is not a good time for me, but I can let you know when my schedule clears up.”

“Unfortunately, I have too much to do today, but I can help you another time.”

“How about you try it on your own first, and then I can help you?”

Can I take a day off work for personal reasons?

Yes, you can take a day off work for personal reasons at most jobs. Oftentimes, personal days can be taken out of your personal time off (PTO) and every employer will allow their employees a different amount off. Check your employee handbook to better understand your PTO policy.

CHRON – How to Ask for a Day Off From Work Through Email

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Conor McMahon is a writer for Zippia, with previous experience in the nonprofit, customer service and technical support industries. He has a degree in Music Industry from Northeastern University and in his free time he plays guitar with his friends. Conor enjoys creative writing between his work doing professional content creation and technical documentation.

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How to ask for time off in 7 steps

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Depending on the size of your team and what's going on for the company, you may rightly feel like there's no good time to take off. But employers know that people will take time off. That's part of running a business.

Your job is to learn how to ask for time in a way that still shows commitment and responsibility.

It can be nerve-wracking to request time off, even if your company offer unlimited PTO . But you have to learn how to ask for what you need and deserve. Once you can identify when and how to ask for time, it'll be a skill you'll come to appreciate.

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How to know when you need time off

Learn to recognize your cues that indicate you need some time off. For instance, you may experience sky-high stress levels, struggle to sleep, or feel very irritable.

Taking time off doesn’t need to be a last-minute decision, either. By keeping track of your work-life balance , you can plan your vacation time before things get dire.

 Here are four signs that it's time for you to take time off:

  • You're stressed over every aspect of your work and personal life
  • Remote working is giving you cabin fever
  • Normal daily challenges feel personal and insurmountable 
  • You're experiencing burnout from working too much

Stressed-Out-Doctor-At-Work-how-to-ask-for-time-off

How to ask for time off

Asking for time off from work can be a straightforward process, but it's important to follow a few basic steps to ensure that you're requesting time off professionally and courteously. Here are the steps you should follow:

1. Know your company's policies

Before requesting time off, familiarize yourself with your company's policies regarding time off. This information may be available in your employee handbook or through your supervisor.

Knowing how many vacation days, personal days or sick leave you have available will help you decide what type of time off you need. So check to see how many vacation days, personal days, or sick leave time you have available.

2. Decide on the type of time off you need

Depending on your organization’s offerings and your personal circumstances, there are different types of leave that you can take and many reasons you may want to take time off, from a well-deserved vacation to attending family events or personal medical issues. So once you understand your company’s policies, consider the specific reason for your time off and determine which type of leave you need. 

Here are the most common types of time off that you may need to request:

  • Vacation: If you're planning a trip or need a break from work, you may request vacation time off. Be sure to plan ahead and give your manager ample notice.
  • Personal days: Sometimes, you need time off for personal reasons, such as attending a family event, moving, or running errands. Use your personal days for these types of occasions.
  • Sick leave: If you're feeling unwell, you may need to take sick leave . Follow your company's policies for notifying your manager and taking time off due to illness.
  • Bereavement leave: If you've experienced the loss of a loved one, you may need to take bereavement leave . Check with your company's policies to see if this type of leave is available.
  • Jury duty leave: If you're called to serve on a jury, you may need to take time off work. Every state's law is slightly different. So check your local government website and with your company's policies to see if you're eligible for jury duty leave.
  • Family or medical leave: If you need time off to care for a family member or due to a personal medical issue, you may be eligible for family or medical leave . Check with your company's policies to see if this type of leave is available.

Consider the reason for your time off and which type of leave is most appropriate before you request the time off.

3. Request time off in writing

It's best to make your request for time off in writing either through email, a formal letter, or your company’s human capital management (HCM) software such as Workday. Ensure you include the dates you will be absent, the reason for your time off (if necessary), and any relevant details. It’s best to give your manager ample notice, ideally several weeks or months in advance, if possible.

4. Discuss the request with your supervisor

After submitting your request, you may need to meet with your supervisor to discuss your absence, ensure that they approve it, and make any necessary arrangements for your workload while you're away. Be open to discussing any concerns your supervisor may have and work together to find a solution.

5. Make arrangements for coverage

Once approved, you can start preparing for your absence. If your absence will impact your colleagues or clients, make arrangements for coverage. This can be challenging if you have to take leave with short notice. But to the best of your ability, update the team members that need to be aware of your absence and communicate any timelines that might need to be adjusted ahead of their due dates. Ideally, you’ll ensure that your work is covered and that there are no gaps in your team's work while you're away.

6. Communicate your absence

You’ve likely already met with your manager and direct teams or reports. Once you’ve organized your workload and documentation, ensure it’s communicated and shared in a central location for others to access. Update your Slack or messenger status to indicate the dates you’ll be away. Also, use this time to set up away emails for your time off, including an alternate point of contact.

7. Provide a status update upon your return

When you return to work, provide a status update to your supervisor and colleagues. Let them know you're back and address any questions or concerns that may have arisen while you were away.

Office-Employees-At-Conference-Desk-Chatting-In-Office-how-to-ask-for-time-off

Paid time versus unpaid time off

Before you ask for time off, check if it'll be paid time or unpaid time. Not all companies give out paid vacation time to each employee.

If you're starting a new job, familiarize yourself with the company's vacation policy and how they handle personal time off (PTO). You might be eligible for unpaid leave if you exceed your sick or paid vacation days. 

Remember that paid time off policies can be different for part-time or new employees . Reading your employee handbook will help you to know how many sick days and vacation days you receive, and more. 

It’s important to know the law, too.

If you work at a company with more than 50 employees, public agencies, and schools, you’re covered under the Family and Medical Leave Act (FMLA) . This means your employee is required to give you time off work when you need to care for a family member or any other family emergency. However, you must have worked at your employer for a certain amount of time to be covered. And, this time off is unpaid, not paid.

7 ways to ask for time off just the right way

Requesting time off can feel awkward and uncomfortable. You may worry your request will be denied or that your supervisor will be irritated. But with a little planning and appropriate phrasing, your request will likely be granted. 

 Follow these eight tips to confidently request time off, give your brain a vacation, and avoid the potential of a harsh rejection:

  • Choose your time wisely
  • Be specific about your needs
  • Get caught up with all of your work
  • Be mindful of your team’s schedules when possible
  • Make sure you ask, not tell
  • Offer to help plan for when you're away
  • Request your time in writing

1. Choose your time wisely

Depending on when you ask for time off, you may be putting your company in a challenging situation. Some industries are busier in certain months. If you have flexibility, don't take time off during the heart of the busy season.

Whether it is the busy season or not, give advance notice of your time off so everyone can prepare accordingly. If you can't find anyone to cover for you, you don't want to leave your work disadvantaged at a busy time. Imagine if you were on the other end and a coworker took vacation time with short notice and left you to finish their work.

2. Be specific about your needs

To take the guesswork out of the process, your company might have a time-off request form where you can fill in any necessary information. 

Either way, try to be as specific about your request as possible. Know exactly which days you want to take off and speak confidently and clearly when you communicate .

It's also courteous to think through which details you need to share. Provide relevant details at the outset that will help your manager decide.

While you are not obligated to disclose the details around your time off request, letting your manager know if you’ve committed to something that cannot be rescheduled (e.g., a wedding, medical procedure, etc.) is helpful information for them to know.

3. Get caught up with all of your work

You'll look more put together and organized if you're all caught up on your work when you put in a vacation request. If you take a few days off, your boss will see that you aren't behind and won't fall further behind. A strong work ethic demonstrates that you're on top of your deadlines.

4. Be mindful of your team's schedules when possible

Your entire team can't take vacation time at once. Being a team player includes being mindful of others. Communicate reasonably and professionally to ensure that your teams’ schedules line up. 

Like any requests and messages, you should try and pick the time you make the request appropriately. If your boss is on vacation, it's not a good idea to interrupt their own time off to ask about yours. If your boss is swamped with meetings and feeling very stressed, they might not want to add that to their list of things to think about.  

5. Make sure you ask, not tell

Even if your travel plans seem simple and wouldn't disrupt your work too much, you need to get permission. Be confident but not over-confident when asking for time off. Understand the line between being assertive and aggressive.

Remember, this isn't just a one-time transaction. Yes, it's up to your boss to grant you vacation time, and that's what's top of mind for you. But you will also likely need to ask for other things in the future.  

6. Offer to help plan for when you're away

Before you leave, present a plan for how your work can be covered. This should take the form of an easy-to-understand message or document with bullet points written down with dates and names, and links to documents (if applicable).

Depending on the work, give team members ideas about how they can handle the new responsibilities they will cover for you. If you have any advice or tips on how you usually do your job, share it with them to help their confidence and abilities. Knowing your work will be done correctly will help alleviate stress for you and your team. 

7. Request your time in writing

We're not saying it has to be done by pen and paper, but you’ll have something to reference in the future if you request by email. Email requests create a paper trail and prevent forgetfulness. So if you ask over lunch, follow up with an email.

It also helps your boss because they can go back and refer to it while they make their decision. If you're requesting medical leave or leave of absenc e, it's vital to have copies of your request. Again, medical leave and leaves of absence will almost always require completing forms through your internal HR system.

Examples of time off request emails

Here are a couple of templates and examples that you can follow when you craft your email to your boss:

Hello [Supervisor's name],

I want to request time off for [dates] because of [reason]. 

My team doesn't have any pressing deadlines or work during [dates you're requesting off]. Would it be acceptable if I use my vacation time then? I'm happy to discuss further details with you if you'd like. If you have any questions, please let me know.

Thank you for your time,

[your name]

Dear [Name],

I am writing a formal request to have [dates] off. I haven't taken any days off since the beginning of the year, and I'd appreciate it if we could work this out.

I've already asked Sam if they can take my shifts, and they said they're available to do so. Sam is trained and suitable for every task I do. I have confidence in Sam's ability to handle this.

Let me know if you have any questions or concerns with my request. I'm more than happy to come to your office to discuss them.

Thank you and talk soon,

The bottom line on requesting time off

After reading over some strategies and ideas on how to structure your request, here are some final tips to keep in mind:

  • Be respectful and reasonable when you communicate with your boss
  • Ask experienced workers for career advice and how they've navigated time off requests
  • Don't let others intimidate you from taking time off because you deserve it
  • When you get a new job offer, make sure you ask about the company’s time-off policy
  • Don't make plans before you ask for time off

If you find making direct requests challenging or if navigating the situation feels overwhelming, this is an area to work on. A BetterUp coach can help you put in place tools to increase your confidence and assertiveness. Find out more about how coaching can transform your life .  

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Elizabeth Perry

Content Marketing Manager, ACC

11 things to do with your free time to feel happier and healthier

The role of emotional regulation in life (and work), mental health days: what, when and why you shouldn’t hesitate to take one, how to organize your life (and keep it that way), how to spend quality time with family (even when you’re busy), learn how to protect yourself from toxic empathy, 10 ways to take time for yourself even with a hectic schedule, how to have a good work-life balance, how to call in sick and what to say, similar articles, how to write a leave of absence letter (plus template), feeling tired 7 reasons to take a vacation, how to get permission for taking a sabbatical from work, floating holidays: what they are and what you need to know, how to request stress leave from work, more than an employee perk: unlimited pto – pros and cons, 9 strategies to better manage your time, is personal time off paid how to navigate employer pto plans, stay connected with betterup, get our newsletter, event invites, plus product insights and research..

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letter to request day off

  • State your request for a day off and specify the date.
  • You may or may not provide your reason.
  • Assure employer that you will be back to work and indicate the day/date as well.
  • Express anticipation for a positive response.

SAMPLE LETTER

[Letter Date]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear [Recipients Name],

I would like to ask permission for a day off from work on (date). Rest assured that I will be available to work after that day. I am hoping that you would consider my request, and I will be waiting for your response. Thank you.

Sincerely, [Senders Name] [Senders Title] -Optional-

[Enclosures: number] - Optional - cc: [Name of copy recipient] - Optional -

Day off request letter sample.

Further things to consider when writing request letters to my boss

Further things to consider when writing request letters to my boss

Request Letters

Request letters are letters written to ask formally or politely for something. Any matter that requires a humble and polite appeal can be put forward using a request letter. It could be a job interview, a promotion, or a favor; a request letter will get the job done. A request letter can be formal or informal depending on the recipient. If you are requesting a friend to do a task for you, for instance, you can choose to go informal. But if you are requesting your manager for a promotion, the letter has to be formal. Either way, a request letter must be sent early enough to give the recipient ample time to process and respond to the request. When writing request letters, you need to be brief and direct, avoiding any auxiliary information that might weaken the message you are conveying. State exactly and clearly what you are requesting for giving reasons for it. If you are requesting for a raise, for example, explain in details why you think you deserve one. Maintain a polite tone throughout the letter. Close the letter by thanking the recipient in advance and expressing your anticipation for his/her consideration.

Letters to My Boss

Letters to my boss are the letters you write to your superiors or the person whom you report to at work. The recipients of such letters can be the company owners, managers, or any other person who is in charge of employees in a company. Whether you want to raise a complaint, appreciate your boss, apologize for wrongdoing, or ask for permission to do something, a letter will get the job done. It will give you the time to organize your thoughts and of course, putting your thoughts in writing will let your boss see the seriousness of the issue. Letters to my boss can be formal or informal depending on the relationship between the sender and the recipient. However, the letter must be addressed to a specific person. Start by stating your reason for writing the letter. Next, deliver you message providing any relevant information regarding the issue. Make the letter short and direct to the point. Use a polite, respectful, and professional tone. Refrain from making offensive or negative comments even if you are lodging a complaint. Wrap it up with a positive remark or a call to action. Sign and date the letter.

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English that goes straight to the heart

Sample letter to Request time off from Work

A time off request letter is a type of formal letter of your absence from your office, school, college, or any other professional space. A letter is used while communicating with officials or associates with whom the writer does not share a personal relationship.

These letters can be recognised by their tone which is often a combination of politeness and formality and their short length.

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In this post, we have added the Tips, Format and Sample letter to request time off from Work.

Sample letter to Request time off from Work

Sample letter to Request time off from Work #1

To. The Manager, Motija Finance

This is to bring to your notice that I would like to request some time off from 1st August to 16th August. My children’s summer vacation has started and I haven’t spent time with them for a long time. So I decided to take some time off for 15 days. I will be back to work on 17th August.

I have briefed the team about this and allocated the work accordingly. In case of any emergency, you can reach me at my contact no (917684993354) but it won’t be possible for me to come to the office.

I would be obliged if you will approve this.

Yours sincerely,

Rakesh Sharma, Head Clerk, Motija Finance

Sample letter to Request time off from Work #2

To, The Manager, XYZ Company, New York

This is to bring to your notice that, I would like to confirm my time off request which I told you about earlier. I’m leaving on the 8th of May. I will be mostly available after the 28th of May to resume my work.

Although I will not be in the office during this time period, I will still be available via email or phone. You can reach me through my number (9853876378), in case of an emergency.

Hoping for a quick reply as I have to book hotels and flights.

Yours Faithfully, John Allen, Junior Engineer, XYZ Company

Sample letter to Request time off from Work #3

To Office-in-charge, XYZ Company, New Delhi

Dear Ma’am,

I am Manish Sharma, an employee in your company, my ID no -7654A. It’s been 2 years since I had my last vacation and I would like to use the 14 days of paid time off I’ve accumulated. I have a trip scheduled to visit my hometown. Due to this, I will be travelling out of the station on the 15th of September and will be coming back to work on the 30th of September.

I am a responsible employee and never leave my office unless there is a requirement. I have spoken to the team to ensure that there is no inconvenience in my absence.

Hoping for a positive response.

Thank you Yours Truly, Manisha Sharma

Sample letter to Request time off from Work #4

To, The Manager, Infosys Technology

I would like to request some time off for 30 days which I told you about earlier. It has been almost two years since I could not spend proper time with my family. So I decided to go to New York with my family. I’m leaving for vacation on the 1st of April. I will return to work on the 1st of May.

Although I will not be in the office during this time period, I will still be available via email or phone. My Phone and Contact no are listed below. Please do not hesitate to contact me if you have any questions.

Thank you very much for your consideration.

Sincerely, Peter Paul, Senior Engineer, Infosys Technology,

Ph no – +19159969739, Email – [email protected]

Sample letter to Request time off from Work #5

Το, The Manager, TCS, Salt Lake, Kolkata

Dear Madam,

This is to bring to your notice that I would like to request some time off from 15th December to 31st December. My children’s winter vacation has started and I haven’t spent time with them for a long time. So I decided to take some time off for about 15 days. I would like to leave work on 15th December and return to work on 2nd January.

I shall be very thankful to you for this favour.

Yours sincerely, Palki Sharma: Sales Representative, TCS, Contact no: 917698567487 Date: 09/06/2023

Sample letter to Request time off from Work #6

To, The Manager, Cyber Technology, Kolkata

I am formally requesting one week of time off from 20th August to 27th August. I will be back to work on 28th August. It has been almost five years since I could not go to my native village. This year I want to spend my vacation time in my village.

Thanking you.

Manish Pandey, Junior Technician, Cyber Technology, Contact no: 917698567487, [email protected]

Sample letter to Request time off from Work #7

To, The Office-in-charge, Vital Technology, Kolkata

This is to bring to your notice that, I would like to request some time off from 5th July to 15th July. I will be back to work on the 16th of July.

The 8th of July is our marriage anniversary and that’s why we will travel to Australia to spend some time with family.

I am a responsible employee and never leave my office unless there is a need. According to my previous records which may be checked if needed, I have been keen and very particular with my professionalism and work and have never been informed of any complaints issued regarding any of my discourses.

Rajat Sen, Senior Technician, Vital Technology

Sample letter to Request time off from Work #8

To, The Manager XYZ Company Sinthi More, Kolkata

Most humbly I beg to say that, I am Tanisha Sen, working in your company as an assistant technician. I want to say that my brother’s marriage ceremony is going to be held in our village on 28th April. I want to join the Marriage and want to help in the ceremony. I would like to request some time off for 1 week from 25th April to 2nd May. I will be back to work on the 3rd of May.

So, please give your approval to take one week’s leave.

I would be thankful for your consideration.

Yours faithfully,

Tanisha Sen Assistant Technician

Sample letter to Request time off from Work #9

This is a formal request for time off from 15th April to 22nd April. I will be back at work on23rd of April. My husband and I are planning a vacation for the first time after marriage.

Pallabi Sarkar, Assistant Technician

Sample letter to Request time off from Work #10

To, The Principal Losada High School Losada, Debra, Paschim Medinipur, WB

With due respect, I wish to state that, I am Rajesh Sen, working as an assistant teacher in your school. I would like to request some time off from 11th December to 17th December. My parents live in my village and they are very sick and I haven’t spent time with them for a long time. In these circumstances, please give your approval to take one week’s leave. I will be back to work on the 18th of December.

I will be highly obliged for your consideration.

Rajesh Sen Assistant Teacher

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Time off Request Email

Time off Request Email

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Sick Leave Email Sample

Sick Leave Email Sample

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An email to request time off

An email to request time off

Learn how to write an email to request time off work.

Do the preparation task first. Then read the text and tips and do the exercises.

Preparation

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From: Stefan Bauer To : Emma Louise Jensen Subject : Request for time off

Dear Ms Jensen,

I'm writing to request some time off between Monday 18 February and Friday 8 March in order to work on my MBA dissertation, which is due for submission on 30 March.

I understand that the three weeks I am requesting exceeds my remaining annual leave by four days. I would like to ask if those four days may be taken in lieu of the extra working hours I put in during the two weekends of the Chicago International Management Conference last November.

I have spoken to Kristian Sander and Jasmine Riber, who have both agreed to cover for me during my absence. I would also distribute a playbook for my team members so that everyone is clear on the tasks they are in charge of and the deadlines they have to meet. During my leave, I would be fully reachable by phone and email to answer any questions or provide any assistance needed. I would also be happy to discuss any further plans to ensure my workload is covered.

I believe that the research I am doing and the resulting MBA will contribute greatly to my professional development, and my improved expertise and qualifications will in turn benefit the company.

Please let me know if you need any additional information. Thank you for your consideration of my request.

Best regards,

Stefan Bauer

  • This is a formal request for time off, so unless you know the recipient very well, start your email with Dear ... .
  • State the dates of your absence clearly.
  • Be clear right from the beginning what it is you are asking for. In some cultures, it might be more common to start by providing full background information about why time off is needed. However, when communicating across cultures, it is better to be direct (but polite) and clear about what you are requesting, so as to avoid possible miscommunication.
  • Give clear reasons why you need the time off, but don't go into too much unnecessary detail.
  • Assure your manager that your work can be covered and that any problems during your absence can be dealt with.
  • If possible, show how your company or team can benefit from your request being approved.
  • End by thanking your manager for considering your request.

How much annual leave do people normally get in your country? In your workplace, what is the general attitude to taking time off work?

Language level

In my Country, people usually can get 26 days off in a year. Of course, it should be divided between twelve months. It will be two and a half days a month.

Several years ago, I was working in a company whose manager believed that you have to work from your fingers to the bone. It meant that in his mind, giving a day off hadn't been defined.

Working in these conditions not only revived a new desire in me but also made me start learning my favorite job. I wouldn't want to burn the candle at both ends.

I personally like working especially my favorite job which makes me not aware of time, place, hunger, and thirst. But I clearly know If I don't provide for my mental and physical needs, I will definitely burn myself out and my work quality will decrease.

After that, in any job interview, I explicitly ask about getting days off and also state my opinion in order to make the right decision.

But in my heart, there is a desire. I'm interested in having a freelance job. I mean, I like to be my own boss, and It's clear that the boss definitely decides what time we have a rest or not! I have pulled up my socks to do it.

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In my country we usually have 30 days in 12 months to rest, so we can travel or plan some event that spend more than 2 days, because we have 2 days off in a week but i think this time is not enough for some plans.

In my culture it's normally to take 30 days as annual leave every year. some companies give their employees advantages for annual leave by let them take it in the next year if they have remaining days. In my work place, because it's a small environment we can talk to the manager directly or by HR section.

In my country, people normally get annual leave about 21 days . It could be for some reasons such as being ill, away on holiday, attending a training course or an important family event - a son's graduation ceremony, or a daughter's wedding.

I think It not annual leave for some reasons as being ill, In my country, if you was ill, have sick leave. In my country, every year have 6days Paid sick leave.

In my country annual leave depends of your labor sector and the company. Employees are normally entitled to 12-15 days annual leave. General attitude towards taking time off work requires notices in advance.

In my country people normally get annual leave for four weeks. In my work place the general attitude to taking time off work, requires notice in advance.

I'm a still a student so I don't know what is the annual leave provide in my country but in my country different companies have different rules and regulations. Government entities have provided more annual leave than private companies.

Its normal 28-30 days annual leave in my country, but is not possible to take all days 1 time, maybe in some places- yes. Oh, I think that`s not enough days for 365 day per year. Its good Government to think for almost 2 months annual leave- it will be motivating the people to take long and nice rest...

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  • Career Planning
  • Leaving a Job

Formal Leave of Absence Letter Request Example

letter to request day off

  • How to Request a Leave From Work
  • Dos and Don’ts for Requesting a Leave

What To Include in Your Formal Letter

Leave of absence request template, leave of absence request email example, frequently asked questions (faqs).

Do you need to take a leave of absence from work? If so, it’s important to put your request in writing, both for documentation purposes and to make it easier for your manager to understand what you're requesting.

How to request a leave of absence depends on your position and on company policy. Some companies have formal policies in place for employees to request a leave of absence from their job. Others accept informal requests. Your employer may have a form you need to complete to request a leave of absence, or you may be required to write a letter documenting your request.

Here's information on how to request a leave of absence, examples of written and email requests for a leave of absence, and tips on what to include when you ask for a leave from work.

Key Takeaways

  • Employers are obligated to provide leave for family, medical, or religious reasons, as required by law.
  • Other leave benefits are voluntary and are an agreement between an employee and an employer.
  • Before you apply for leave, check your employer's policies and procedures for requesting leave.
  • It can be helpful to outline your request in writing for your manager to review, as well as to schedule a meeting to clarify policies regarding leave from work.

How To Request a Leave from Work

Many companies offer leave benefits to employees. However, not all leave benefits are mandated by law. Employers are required to provide some leave. Others are voluntary incentives provided by an employer. Voluntary leave benefits are typically an agreement between an employee and an employer or between an employer and an employee's representative, such as a labor union.

The typical process for requesting a formal  leave of absence  from work is to discuss your situation with your manager or human resources department to learn the process for requesting leave. Your employer will explain what leave is available, the eligibility requirements for leave, and the procedures for requesting leave. You may be required to meet with a manager to review your request and the information you'll need to provide.

It can be helpful to write a letter (or, more typically, an email) to your direct supervisor requesting a meeting to discuss whether, and how, you should apply for a leave of absence.

In this letter, you should include the following:

  • Your  reason for needing a leave of absence  (such as the birth or adoption of a child, personal or family health issues, loss of a loved one, or relief from excessive job stress)
  • The things you are willing to do to help prepare for your absence (examples: training your replacement, writing a detailed handbook of your daily work processes, or offering to remain available to answer any questions during your absence)
  • The dates of departure and return to work that you are anticipating
  • A request for your supervisor’s assistance in helping you to negotiate the leave of absence process with senior management and/or your human resources department

Once you have attended this meeting with your supervisor, follow up on the conversation with a written request for a leave of absence. This will be added to your personnel file, in order to initiate the formal leave-of-absence process and to provide documentation, if required, prior to the approval of your leave.

The Balance

Dos and Don’ts for Requesting a Leave of Absence

It’s important to ask for your leave in the best possible way. The following guidelines will help you write a request that’s effective, professional, and considerate.

Give as much notice as possible.  It takes time to arrange cover for your work role and to deal with your employer's requirements in accordance with leave. The more notice you can provide, the easier it will be for the company to accommodate your request.

Speak to your direct supervisor first , and outline your request in writing or complete leave request paperwork. 

Know your rights. The Family and Medical Leave Act entitles many employees to unpaid leave to deal with medical conditions and family needs, such as the birth or adoption of a child or emergencies related to a family member’s active military service. Eligible employees who work for companies comprising 50 or more employees are entitled to 12 working weeks of unpaid leave during a 12-month period. Find out whether you’re covered before requesting leave.

Your state may also have family and medical leave laws that provide for employee absences from work. Check with your state labor department for information on programs in your location.

When requesting a formal leave of absence, your letter should include the following:

  • Request for a leave of absence
  • The dates you expect to be away from work
  • The date you plan to return to work
  • An offer to provide assistance, if feasible
  • Thanks for considering your request

This leave of absence example template is for a formal request for a leave of absence from work, following a discussion with the employee’s supervisor.

Your Name Your Address Your City, State Zip Code Your Phone Number

Supervisor’s Name Title Organization Address City, State Zip Code

Dear Mr./Ms. [Last Name],

This letter is a formal request for a leave of absence, to follow up on our meeting yesterday. As we discussed, I would like to request a leave of absence from [Date] through [Date].

I will return to work on [Date].

Please let me know whether you require any further information or have any questions.

Thank you very much for your consideration in affording me this opportunity for personal leave.

Your Signature (hard copy letter)

Your Typed Name

Here's an example of an email message requesting a leave of absence.

Subject: Leave of Absence - John Dooley

Dear Jennifer,

As we discussed yesterday, I would like to request a formal leave of absence from my job for family reasons. I plan to be away from November 2, 2022 to December 30, 2022, returning to work on January 3, 2023.

If approved, I would be glad to help with a plan to cover my workload in my absence. I would also be available to answer questions and provide assistance while I am on leave.

Please let me know whether you require any additional information. Thank you very much for your consideration of my request.

Are employers required to give employees paid leave from work?

Federal law does not require employers to pay employees for time not worked, such as personal leave, vacations, sick leave, or holidays. Some states mandate paid family, sick, parental, and school leave. Check with your state department of labor for details.

What's the best way to request a leave from work?

Your company may have a policy in place for requesting leave from work that specifies circumstances where leave may be granted, and how much time employees are entitled to take as leave. Check your employee handbook or talk to your manager for details. If a policy is in place, be sure to adhere to those guidelines for requesting a leave of absence.

National Conference of State Legislatures. " State Family and Medical Leave Laws ."

U.S. Equal Employment Opportunity Commission. " Leave Policy Tips ."

Department of Labor. " Leave Benefits ."

Department of Labor. " Family and Medical Leave (FMLA) ."

National Conference of State Legislatures. " Paid Family Leave Resources ."

U.S. Department of Labor. " Personal Leave ."

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Day Off Request Letter: Writing Tips and Samples

Day off request letter should be written when you need to request an absence from a job or any other event that would normally demand your presence.

Consider the following scenario: You have a job that operates from Monday through Saturday. Your sister is getting married, and you have been chosen as the chief bridesmaid. You must submit a formal day(s) off request letter to your supervisor or HR manager explaining when and why you won’t be in the office.

Day Off Request Letter: Writing Tips and Samples

This type of letter, however, falls within the category known as “ request letters .” Request letters should be concise and to the point; don’t include any extraneous details that could dilute the message. Explain what you need and why you need it.

Keep the letter’s tone pleasant and professional at all times. At the end of the letter, say how much you appreciate the recipient’s time and effort and how grateful you are for his or her attention.

Again, the letter requesting time off can be formal or semi-formal. So, either structure is fine to utilise.

Note: Remember to present your letter of request to your supervisor or HR manager beforehand, allowing him/her to consider it carefully and hopefully see the value in granting your request.

Also check: How to Endorse a Check Correctly without any Mistake

Tips for Writing a Day Off Request Letter

Before you plan to write a day off request letter, here are the things you need to consider and do:

01. Review your company’s PTO policy:

You need to review your company’s PTO policy. Some companies have specific request policies, such as taking a set number of days in a row off. So it would be of great help to you if you could look at your company’s vacation policy.

For example, I once worked for a company that gives two days off by request to its staff every month. Meaning that as a staff member of the company, you can request a day off two times every month if you wish to.

02. Check your company’s calendar:

After reviewing your company’s PTO policy, the next thing you should do is check the company calendar. If your request is flexible, know if the days you want to take off won’t conflict with its events.

Also, consider requesting time off when you don’t have many tasks or projects to complete. In this case, you can ask your employer what the best time is if you are unsure.

03. Discuss your request at an appropriate time:

Yes, it’s good to discuss this with your HR manager or supervisor whenever you know that he/she is always chanced. That’s if you want to request it in person.

However, to increase the chance of getting your request approved, let me tell you what I always do, which I believe will also work for you.

One of these tricks is to come very early to work that day (the day you want to make your request or submit your request letter) and concentrate on finishing your task, and sometimes you exceed your task limit for the day. After you finish your task for the day, you can then ask for your day off.

04. Ask rather than tell:

Since your manager will most likely need to approve your request, ask them if the time you’ve selected for vacation is acceptable rather than telling them you’re taking time off.

When making your request, you can mention that you planned your vacation when it would not affect your team and tell them if you’re available to answer questions while you’re away.

05. Write a Brief Letter:

As stated earlier, it’s always good to offer brief details when writing a day off request letter. So, telling your manager the reasons for your PTO request is unnecessary unless you’re planning to take extended time away from your job.

06. Use the appropriate format to send your day off request:

In this case, you have to know the correct way to ask for time off before you make your request.

Some firms may require a written statement, while others may accept in-person requests, or the firm may have an online timekeeping portal in which you’ll need to submit your request. So, whatever the case may be, try using the correct format when planning for this.

Another thing you have to know when planning to request is: “ How many weeks will it take the firm to review your request before giving you approval?”  With this, you will know if you will send your request one or two months ahead, two weeks ahead, and so on.

Importantly, ensure you prepare a plan on how work will be handled in your absence (who will do what). This is the most important thing you need to do.

Benefits of Writing a Day Off Request Letter

Writing  a  concise  and  detailed day-off  request  letter  to  your  boss  will  benefit  both  you  and  your  team. The benefits include:

01. Improves your chances:

If you ask your boss for time off later rather than sooner, there’s a higher chance that they’ll reject your request. With such a short time window, they likely won’t be able to delegate your tasks to another team member.

Your supervisor also likely won’t appreciate the short notice you’ve given them.

If you had instead asked for time off ahead of time in a direct and friendly manner, most individuals would feel bad turning down such a request.

02. Reduce the amount of work your team has to do:

Just because you’re not at the workplace doesn’t mean someone else won’t be responsible for your tasks. Your team can divide your tasks adequately if you inform them beforehand about your day(s) off.

If you suddenly take a day off, one or two members of the team may be compelled to take over all of your tasks. It’s best to prevent such a situation, both for their sake and for the sake of your future engagement with them.

03. Documentation:

It’s essential to keep a record of any approvals you obtain at work. Things might go wrong at any time, and you wouldn’t want to be in a situation where your word is being tested against someone else’s.

Having written documentation that your day off was authorised is simply a reasonable precaution to take to avoid any potential issues.

04. Has a positive impact on your career path:

A vital aspect of building one’s professional and interpersonal image is submitting a good day off request.

When the time comes to give bonuses and raises, your manager will recall your unwavering regard for others. In the event of a potential reference check, you want this to be a good thing that your former employer can point out.

However, failing to inform your employer of your intention to take the day off can lead to negative consequences like a sack or suspension.

How to Write a Day Off Request Letter

Here are the measures to guide you along:

01. Don’t Be Ambiguous:

Be specific about the day you wish to take off.

Consider the following scenario:

Weak : Is it possible for me to take a day off at the month’s end?

Strong : Is it possible for me to take a vacation on January 23?

If your workplace enables you to utilise holiday or sickness absence for non-emergency healthcare consultations, make a note of it.

I’d like to call in sick on June 25 to see an ophthalmologist.

I’d want to take a vacation day on July 9.

While you are not required to inform your manager why you are requesting a day off, if you have a time-sensitive or personal need to attend to, you may find it very easy to have the request granted.

My patio repair is only free on this day this month.

My son is giving his first solo performance in a musical.

An old friend is visiting for the week.

Again, without getting into too much detail, you can also seek a “personal day.”

02. Be respectful of your colleagues:

If you can show how your leave will not affect performance or the workplace, you are more certain to be given buy-in or the day off. Where applicable, include a line describing how your work will be handled.

I’ve already completed the Morrison printing, so there’s no need to bother about proofreading any more papers.

I’m several days earlier than scheduled on the latest software explanatory clip, so I’m not worried about going behind.

Peter and Nancy will also be at the studio that same day and should be able to manage the phones.

Jennifer has agreed to answer my customer’s calls for the rest of the day.

If possible, avoid taking the day off if you’re on a strict timeline or when other employees are absent, leaving your employer understaffed. Not only will your employer applaud your thoughtfulness, but so will your coworkers.

03. Take the appropriate actions:

Many workplaces have policies in place for requesting and approving days off, so if your boss is strict, consult the company policy before preparing your letter.

There could be a priority as to how far in advance you should submit your request or a restriction on requesting time off during peak seasons or summer vacations, for example.

For instance, if you work as a financial planner, April 14 is unlikely to be allowed, and if you distribute goods for a delivery company, December 24 is also improbable. Taking appropriate actions will increase your chances of receiving a day off from work.

04. Send your email to the appropriate people:

Ensure you’re writing to the appropriate personnel. You wouldn’t want your day off request letter to get misplaced or ignored. This could be a supervisor, programme director, human resource manager, or, in the case of a small business, your actual employer.

If the person you’re asking for a day off has an aide or secretary, include them in the letter so your request doesn’t get lost along the way.

Essential Details to Include in a Formal Day Off Request Letter

As soon as you have met with your supervisor, manager, or rep, draft a formal day off request letter and ensure you include the following details in the letter:

  • The reason for the need to take a day off
  • The specific date or day you intend to take the day off and the date or day you intend to return.
  • It will be helpful to list any job-related responsibilities you will assist in. This will help prepare for your departure. These responsibilities can range from training to instructions to the documentation of instructions.
  • A request for support from your superior throughout your period of absence
  • A professional statement, closing on an expectant note For instance, “ Thank you for considering my request for a leave. “

Unnecessary Details to Exclude from a F ormal Day Off Request Letter

When you request a day off from work for any reason, whether personal or medical, it is unnecessary to include personal details.

This might differ if the approval for a day off depends on access to medical information. But using ‘ personal leave ‘ or ‘ medical leave ‘ as the letter’s subject is all that is needed.

Sometimes, your company may require an additional validation letter from a medical representative or health expert.

Day Off Request Letter Samples

Here are some helpful examples to guide you when requesting a day off in writing:

Sample Email Template:

Email Subject: [summarize the intention of the request, requested date(s) – your name] Dear [Manager’s or Employer’s name], I would like to kindly ask for one day off on [Exact date] because [reason(s)]. Mr./Mrs./Miss [colleague’s name] will cover for me on that day. Please count this day against my annual leave balance. Thank you, [Your name]

Email Example 1:

Email Subject: Vacation Request June 26-30 – Donald Dickson Dear Ayo, I have five vacation days available and would like to use these at the end of June. My Wife and I would like to plan a trip to London. Would it be OK to use my vacation days from June 26-30? I looked at our team schedule, and I should be able to finish reviewing the escrow records by then. I can be available by email during my vacation for quick questions. Let me know if you’d like to discuss it in person this week. Thank you, Donald Dickson

Email Example 2:

Email Subject: Vacation Request July 29-30 – Paul Gall Dear Sarah, I’m writing this email to formally request two days off from Tuesday, July 29, to Wednesday, July 30. I will return to the office on Thursday, July 31. As discussed last week, I am working hard to complete all my duties before leaving. I know that our project deadline is in August, so I finished most of my upcoming tasks beforehand to avoid setting us behind schedule. Feel free to contact me if you have any questions or concerns. My work email is [email protected] , and my phone number is (555) 777 9293. Thank you for considering my request. Best Regards, Paul Gall

Sample Letter Template:

[Your Address] [State, ZIP Code] [Letter Date] [Recipient’s Name] [Address line] [State, ZIP Code] [Subject: Summarize the intention of the request letter (usually bold)] Dear [Recipient’s Name], I want to request a day off of work on [date]. You can count on me to be available for work after that date. The reason is that [reason(s)]. I sincerely hope you will consider my request, and I await your response. Thank you. Yours Sincerely, [Your Signature] [Your Name] [Your Title – Optional] [Enclosures: number and/or email – Optional] cc: [Name of copy recipient – Optional]

Also see: NYSC Request Letter Format

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RequestLetters

Request Day Off Email: How To Draft It Right!

Key takeaways.

  • Purpose : Understand how to write a clear and professional request for a day off via email.
  • Preparation : Review your company’s leave policy and plan your request in advance.
  • Structure : Include a clear subject line, a polite greeting, the specific date(s) for your requested time off, and a concise reason for your absence.
  • Template : Utilize the provided email template to structure your request effectively.
  • Tips : Be straightforward, considerate of timing, and offer solutions for your absence.

Introduction

Requesting time off work is a common necessity, but it requires a professional approach to maintain good relations and ensure workflow is not disrupted. Crafting a well-thought-out email to your supervisor or HR department is essential. In this article, we’ll guide you through each step of writing a request day off email and provide a template to make the process easier.

Step 1: Understand Your Company’s Leave Policy

Before crafting your email, familiarize yourself with your company’s leave policy. This will help you understand the protocol and any deadlines for submitting requests.

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List of Considerations :

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  • Leave Balance : Ensure you have enough days available.
  • Notice Period : Give as much notice as possible.
  • Peak Times : Avoid requesting time off during busy periods, if possible.

Step 2: Plan Your Request in Advance

Planning ahead demonstrates responsibility and respect for your team’s time and resources.

Real-Life Example : An employee planning to attend a family reunion during a non-peak period submits a request two months in advance, allowing ample time for approval and coverage arrangements.

Step 3: Write a Clear and Direct Subject Line

Your subject line should be straightforward and informative.

Table of Effective Subject Lines :

Step 4: Compose the Email Body Professionally

Begin with a polite greeting, state the date(s) you are requesting off, and give a brief reason for your absence.

Email Body Template :

Subject: Time Off Request for [Date Range] – [Your Name]

Dear [Supervisor’s Name],

I am writing to request [number of days] off work from [start date] to [end date]. This time off is necessary due to [reason for the request]. I have reviewed our team’s schedule and believe that this period is suitable for my absence as it is not during a peak time for us.

I have [number of days] days of leave remaining this year and have not yet taken any extended time off. To ensure a smooth workflow during my absence, I propose the following plan [outline any proposed coverage or work arrangements].

I appreciate your consideration of my request and am willing to discuss any concerns you may have.

Thank you for your time.

Best regards, [Your Name]

Step 5: Review and Send

Double-check your email for any errors or omissions, ensure the tone is polite and professional, and send it to the appropriate person or department.

Checklist Before Sending :

  • Clear subject line
  • Professional greeting
  • Dates of requested time off
  • Reason for absence
  • Proposed plan for coverage
  • Correct recipient
  • Proofread content

Tips for Writing Your Request Day Off Email

  • Be Clear and Concise : Avoid unnecessary details.
  • Timing Matters : Request time off when your workload is lighter.
  • Be Flexible : If possible, show willingness to compromise on dates.
  • Provide Solutions : Offer a plan for how your work will be managed in your absence.

letter to request day off

Frequently Asked Questions (FAQs)

Q: what is a day off request email .

Answer : A day off request email is a formal written communication sent by an employee to their supervisor or HR department to request time off from work for a specific day or period. 

It serves as a professional way to seek approval for taking leave from work and typically includes the date(s) of the requested leave, the reason for the request, and any relevant details to minimize the impact on work.

Q: How far in advance should I send my day off request email? 

Answer : It is advisable to submit your day off request email as early as possible, especially if your company has specific guidelines regarding the notice period for requesting time off. 

Some organizations may require employees to submit their requests a certain number of days or weeks in advance. Sending your email well ahead of the requested date allows your employer enough time to plan for your absence and increases the chances of getting approval.

Q: Should I mention the reason for my day off request in the email? 

Answer : While it’s not always mandatory to provide a reason for your day off request, it is generally considered courteous to include a brief explanation. 

You don’t need to divulge personal details, but sharing a valid reason can help your supervisor or HR department understand the purpose behind your request. It shows transparency and professionalism in your communication.

Q: Can I request multiple days off in a single email? 

Answer : Yes, you can request multiple days off in a single day off request email. Clearly state the dates you wish to take off and provide a brief explanation for the leave, if possible. Mention the duration of your absence and any plans you have to ensure minimal disruption to work during your time off.

Q: What should I do if I need to take a day off on short notice? 

Answer : If you require a day off on short notice due to unforeseen circumstances or emergencies, it’s essential to communicate the situation promptly. Send your day off request email as soon as you can, explaining the reason for the short notice. 

Acknowledge the inconvenience caused by the short notice and offer to assist in any way possible to mitigate the impact on work.

Q: Can I use a day off request email for a vacation or a long leave? 

Answer : Yes, you can use a day off request email for vacation or long leaves as well. The same principles apply, but for longer absences, it’s even more crucial to submit your request well in advance. 

Provide clear dates for your vacation and mention how you plan to manage your workload or if there are any colleagues who can cover for you during your absence.

Q: Is it appropriate to follow up on my day off request email if I don’t receive a response? 

Answer : Yes, it’s appropriate to follow up on your day off request email if you don’t receive a response within a reasonable time frame. If a few business days pass without any acknowledgment, you can send a polite follow-up email to inquire about the status of your request. 

Remember to maintain a professional tone and express understanding if there were delays in processing your request.

Q: Can I make changes to my day off request after it has been approved? 

Answer : If you need to make changes to your approved day off request, such as rescheduling or canceling it, it’s best to inform your supervisor or HR department as soon as possible. 

Send a polite email explaining the reason for the change and propose an alternative date if applicable. Keep in mind that changes to approved time off may depend on company policies and the impact on the workload and team. Always seek approval for any modifications to your initial request.

Q: Should I send a day off request email to my immediate supervisor or HR department? 

Answer : The recipient of your day off request email depends on your company’s policy. In most cases, it’s appropriate to send the email to your immediate supervisor or manager, as they are responsible for managing your team’s schedule and workload. 

However, if your organization has specific procedures for requesting time off, follow those guidelines and address the email to the designated HR personnel if required.

Q: Can I use the phrase “day off request email” in the subject line of the email?

Answer : Yes, using the phrase “day off request email” or something similar in the subject line is a good practice. It instantly informs the recipient of the purpose of the email, making it easier for them to prioritize and process the request promptly. 

A clear subject line can also help in organizing and tracking time-off requests within the company’s communication system.

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How to Write a Vacation Request Email or Leave of Absence

  • July 14, 2023

Edgar Abong

So, you’re dreaming of sandy beaches, mountain trails, or just some cozy time on your couch, huh?

But, wait – there’s a hurdle. Yes, you guessed it – the infamous vacation request email .

Ah, the art of asking your boss for some time off without sounding like you’re on the verge of burning out or planning an impromptu escape.

It’s a delicate dance, but fear not!

We’re about to embark on a fun journey that will turn you into a wordsmith in crafting the perfect email to get you from office daydreaming to sipping piña coladas, hitting the trails, or just enjoying that well-deserved Netflix binge.

Buckle up, it’s time to write an email that’ll have your boss practically begging you to take some time off!

Sample Vacation Leave Mail To Manager

Before You Send Your Vacation Request Email

Hold on! Before you draft that email requesting time off, ensure you’ve carefully considered the following aspects . This preparation will ensure your vacation request email is well-received and minimizes disruptions:

  • Company's Policy: Gain a solid understanding of your company's policies related to vacation requests. It's crucial to align your request with these guidelines, so you don't unintentionally violate any rules.
  • Your Workload: Assess your current workload. If your absence would result in a massive pile-up of tasks for your colleagues, it might be better to reconsider your dates or figure out a plan to manage the workload in advance.
  • Timing: Timing is everything. Make sure your vacation email request won't collide with busy periods, major projects, or when many of your colleagues are also requesting time off.

How to Ask for a Casual Leave?

Once you’ve ticked off these points, you’re all set to craft a compelling and professional vacation request email. A well-thought-out request not only secures your time off but also reflects your consideration for your team and work environment.

Key Elements of a Vacation Request Email

Crafting an effective vacation request email can be a bit of a balancing act. Remember, your vacation request email is not just about asking for time off. It’s about communicating your needs while also considering your responsibilities , your manager’s needs, and your team’s workflow.

With these key elements, you’ll be able to write a vacation request email that is professional, considerate, and effective. But don’t worry, let’s break down the key elements to make it simple for you:

Clear Subject Line

A clear subject line is the first step in ensuring your request is seen and properly attended to . By using a simple, direct subject like “Vacation Leave Request – [Your Name]”, you give your manager a heads-up about the email’s contents right from the get-go.

This way, your request won’t get lost in a busy inbox or overlooked due to an ambiguous subject line.

Professional Greeting

Starting your email requesting vacation time with a professional greeting sets a respectful tone.

Remember, your manager is the decision-maker here, so it’s important to address them appropriately. Stick to formalities like “Dear [Manager’s Name]” unless you’re in an environment where less formal greetings are the norm.

Specific Dates

Including the exact dates for your proposed time off in your vacation request email is crucial. You’re not just asking for a day off, but informing your manager about your unavailability on specific dates .

This clarity helps your manager plan workflow and resources accordingly and prevents any potential confusion or miscommunication.

It’s not enough to just ask for time off; in your request vacation email, outline how your responsibilities will be managed in your absence.

Whether you plan on delegating your tasks to a colleague or completing them ahead of time, this demonstrates your commitment to your work and your team , and alleviates any concerns your manager might have about potential disruptions.

Contact Details

Despite taking time off, there might be emergencies or situations where you need to be reached . Include contact details in your email for vacation requests, whether it’s your mobile number or a personal email address.

By doing this, you show your willingness to assist , even when you’re out of the office.

Major Elements of a Leave Application

Vacation Request Email Samples

Let’s turn our attention to some practical examples. We’ve gathered vacation request email samples that cover various scenarios to guide you on how to request vacation time, day offs, and PTO.

Sample Vacation Request Letter

Sample 1: Simple Vacation Request Email

Consider a situation where you want to keep it short and sweet. This straightforward email to request vacation covers all the basics.

Here’s the template:

Subject: Simple Vacation Request – [Your Name]

Dear [Manager’s Name],

I would like to request a vacation from [start date] to [end date]. I have planned this time off in advance and will ensure all my responsibilities are up to date before I leave.

Thank you for considering my request.

Best, [Your Name]

Here, you clearly state your intent, provide your dates, and assure your manager that your duties will be handled, all in a few succinct sentences.

Sample Simple Vacation Request Letter

Sample 2: Request for Vacation Leave Email

In this example, you need to request a longer leave for vacation. Here’s how you might do it:

Subject: Vacation Leave Request – [Your Name]

I am writing to request vacation leave from [start date] to [end date]. During this period, [colleague’s name] has agreed to oversee my responsibilities. Please find our detailed handover plan attached.

Thank you for your understanding.

By including a handover plan and naming a colleague who will be helping out , you’re showing initiative and thoughtfulness.

Sample Request for Vacation Leave Email

Sample 3: PTO Request Email Example

Perhaps you need to request paid time off (PTO). Here’s a sample PTO request email to help.

Subject: PTO Request – [Your Name]

I would like to use some of my PTO and am proposing to take time off from [start date] to [end date]. I will ensure all my work is up-to-date before this period.

It’s a simple, clear email requesting PTO, with an assurance that work will be up-to-date before you leave.

Sample 4: Day Off Request Email Sample

Here’s an example of an email to request a day off:

Subject: Day Off Request – [Your Name]

I would like to request a day off on [date]. I will ensure all my tasks are covered during this period.

Thank you in advance.

This sample is direct and succinct, ideal for a single day-off request.

Sample 5: Requesting Vacation Time Off Email Sample

Maybe you need a longer vacation. Here’s how you could word it:

Subject: Request for Vacation Time Off – [Your Name]

I am requesting time off for a vacation from [start date] to [end date]. I have made arrangements for my duties to be covered while I am away.

This email sample clearly states your request for a longer vacation , showing that you have considered your work duties.

Sample 6: Email Sample Request Time Off Email

Lastly, here’s a general email sample to request time off:

Subject: Time Off Request – [Your Name]

I am writing to request time off from [start date] to [end date]. I will make sure all my responsibilities are covered during this time.

Thank you for your consideration.

This request is broad, suitable for any type of time-off request, with an assurance that your work responsibilities won’t be neglected .

Tips for Requesting Vacation Time

Great, now that you’re well-equipped with the right vacation request email samples, let’s dive into some vital tips to help you request vacation time smoothly.

  • Plan ahead : Make sure you've planned your vacation in advance. This will give your manager ample time to arrange things in your absence. It's also an excellent way to show respect for your team and their time. A pre-planned vacation email sample can serve as a great guide.
  • Clear and concise communication : Keep your vacation request email simple, clear, and concise. You need to ensure that your email for vacation request gets straight to the point, outlining the dates you will be away and how your responsibilities will be handled during this period.
  • Address your responsibilities : Don't forget to address your tasks in your request for vacation leave email. This shows your dedication and consideration towards your work. For instance, "During my time off, [colleague's name] will be covering my responsibilities."
  • Use the correct format : A poorly formatted email can lead to misunderstandings. Using a proper vacation request email template can help ensure your message is well-received.
  • Follow up on your request : It's crucial to send a follow-up email for your vacation request if you haven't received a response within a reasonable timeframe.
  • Thank your manager : Be sure to end your email on a positive note, thanking your manager for their time and consideration.

Remember, your vacation request email is an important document, and you want it to reflect well on you. With these tips, you’re well on your way to crafting the perfect email requesting vacation time. 

Below is a helpful video guide about how to request a leave on a meeting.

Requesting to Reschedule an Approved Leave

Sometimes, even with the best of plans, you might find yourself needing to reschedule an already approved leave . Whether it’s due to a sudden change in personal plans or an unexpected work commitment, knowing how to navigate these changes is crucial.

Sample Leave Cancellation Mail

Scenario 1: Personal Plans Change

This is a common occurrence where your personal plans might change, requiring you to reschedule your vacation leave . It’s best to convey this change as soon as you become aware of it, as this will help your boss and team adjust their schedules accordingly.

Subject: Rescheduling of Approved Vacation Leave

I hope this email finds you well. I am writing to inform you of a change in my personal circumstances that necessitates the rescheduling of my previously approved vacation leave from [original vacation dates].

I apologize for any inconvenience this may cause and am happy to discuss any necessary arrangements for smooth operations during this period.

Best regards, [Your Name]

In this template, you’re clearly stating the need for a change, while also acknowledging any potential inconvenience it may cause . It’s a respectful way of requesting the rescheduling of your approved leave.

Sample Email Requesting to Reschedule an Approved Leave

Scenario 2: Unexpected Work Commitment

There are times when work demands may force you to reschedule your planned vacation leave. It’s essential to communicate this professionally and promptly.

Subject: Request to Reschedule Approved Vacation Leave Due to Work Commitments

I trust you are doing well. Due to an unexpected work commitment, I am writing to request a reschedule of my vacation leave initially planned for [original vacation dates].

I deeply regret any inconvenience this may cause and am available to discuss this further to ensure a smooth transition during this period.

I appreciate your understanding in this matter.

Kind regards, [Your Name]

In this template, you’re not only indicating the need for a change but also demonstrating your commitment to your work . It helps assure your manager that your decision is guided by your dedication to your responsibilities.

Scenario 3: Emergency Situation

At times, you may encounter an unforeseen emergency that necessitates the rescheduling of your previously approved vacation leave . Under such circumstances, the key lies in promptly communicating your situation to your manager while remaining professional.

Subject: Rescheduling of Approved Leave – Urgent Matter

I hope this message finds you well. I’m writing to inform you about an unforeseen emergency situation that has arisen, and unfortunately, it will affect my upcoming vacation leave which was scheduled for [original vacation dates].

I regret any disruption this may cause and would be glad to discuss alternative arrangements to ensure smooth operations during my absence.

Thank you for your understanding and support during this challenging time.

Sincerely, [Your Name]

In this email template, you’re explaining the sudden and urgent change in your plans . As always, showing appreciation for their understanding and patience conveys your respect for your manager’s time and schedules, which might need to be adjusted due to your unforeseen circumstances.

Follow Up and Communication After Sending Vacation Request Email

After hitting the send button on your “email for vacation” or “request for leave email,” your job isn’t done just yet. You must know how to appropriately follow up on your request and maintain effective communication with your supervisor and team. You don’t want your “request for days off email” to get lost in the shuffle, after all.

Scenario 1: Follow-up on a Pending Vacation Request

There are times when you might not get an immediate response to your “request for vacation email.” In this case, a friendly follow-up is necessary

Subject: Follow-Up on Vacation Request for [requested dates]

I hope this message finds you well. I am following up on the vacation request I sent on [date you sent the original request]. I understand that you have many responsibilities, and my request may have slipped your attention.

I look forward to hearing from you soon.

Best Regards, [Your Name]

In this template, you’re gently reminding your manager about your pending vacation request. Always keep the tone respectful, understanding, and patient.

Scenario 2: Communicating Your Upcoming Absence to the Team

Once your “requesting for vacation leave” is approved, it’s important to notify your team about your upcoming absence.

Subject: Notice of Upcoming Absence for [your vacation dates]

I am writing to let you know that I will be on vacation from [start date] to [end date]. During this time, I will have limited access to my email.

For urgent matters, please feel free to reach out to [back-up person’s name].

In this template, you’re ensuring your team is aware of your upcoming absence and providing them with a point of contact for any urgent matters during your time off. It’s important to provide this information to ensure a smooth workflow in your absence.

Frequently Asked Questions on Writing a Vacation Request Email

In the process of drafting your request for vacation leave or time off request email, you might find yourself tangled up in a couple of questions. It’s normal, don’t sweat it!

Let’s dive into some of these frequently asked questions you might be pondering about and get you the clarity you need.

How far in advance should I send my vacation request email?

Well, the sooner, the better! As a rule of thumb, send your “vacation request email” at least two weeks in advance for short vacations, like a couple of days off.

For longer vacations, like a couple of weeks off, it’s best to send your “email for vacation” at least a month in advance . This early notice will give your manager enough time to plan and ensure your responsibilities are covered during your absence.

Can I send a vacation request email for a half-day off?

Absolutely, yes! You have every right to request a half-day off if needed. Just remember to write a clear “half-day off request email” specifying the dates and times you’ll be absent. 

It’s just as important as requesting full days off. Your team will need to know about your availability, and it’ll help to avoid any scheduling conflicts.

Half-day off request sample email

What if my vacation request email is denied?

Firstly, don’t panic! If your request for leave email is denied, it’s essential to understand why. Is it due to a heavy workload during that period? Is there an important project coming up?

Once you know the reason, you can discuss with your manager to find an alternate solution or perhaps negotiate a different time for your vacation. Remember, open and respectful communication is key.

Key Takeaways on Writing a Vacation Request Email

In a nutshell, crafting an effective vacation request email doesn’t have to be complicated. You’ve learned that the success of your request starts even before you hit the ‘send’ button.

By planning your time off in advance, checking your company’s leave policies , and considering the impact of your absence, you’ll be off to a good start.

You’ve also seen that the key elements of your email include a clear subject line, the reason for your leave, the dates you’re requesting, your plan for covering your duties, and expressing gratitude.

You’ve also picked up crucial tips for requesting vacation time such as being respectful and considerate, being proactive, flexible, and always ready to negotiate . Finally, we’ve discussed the importance of following up and maintaining open communication after sending your request.

Remember that the secret lies in being professional, transparent, and considerate of your employer’s needs and constraints. So next time you need that break, confidently craft your request using this comprehensive guide, and enjoy your well-deserved time off!

To achieve the best results with email outreach, we recommend using a professional email automation software

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Edgar Abong

Edgar Abong

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Last Updated on July 14, 2023 by Edgar Abong

Day Off Request Letter Sample

How to request a day off from your manager, sample letter to request a day off from your boss.

IMAGES

  1. Day Off Request Letter

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  2. One Day Off Request Letters to Boss

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  3. Day Off Request Letter Sample Collection

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  4. Day Off Request Sample

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  5. How To Write A Day Off Request Letter

    letter to request day off

  6. How To Write A Day Off Request Letter

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    [colleague name] will cover for me on that day. Please count this day against my annual leave balance. Thank