Yuka KatoWith the modern work environment becoming even more demanding, taking time off to recharge is super important for your mental health and overall well-being.
However, you cannot just pack up and go! You must formally ask your boss via a vacation request email. And this can be a high hurdle for many employees. In fact, one study showed that 50% of employees feel nervous asking for time off.
This guide will discuss everything you need to know about vacation request email writing, including the best tips for writing winning vacation requests.
Essential Components of a Vacation Request Email
When sending an email to your boss to ask for some time off from work, the email must include certain elements.
These include:
- Subject line: This is the short line at the top of the email. You should include a clear subject line that quickly tells the email recipient (in this case, your boss) what your message is about.
- Professional greeting: You should greet your boss respectfully. This aspect of the vacation request email sets the tone for the entire communication.
- Specific time off dates: Your vacation time off request email should mention the specific dates you are asking to be away from work.
- Work plan: Effective vacation request emails include a plan for covering your workload while you’re gone.
- Contact details: The vacation request email should also include your contact details so your boss can reach you should the need arise.
Steps to Write a Winning Vacation Request Email
A winning vacation request email requires clear communication, strategic thinking, and emotional intelligence. While you don’t need to be a wordsmith to write one, you do need careful planning and consideration.
The following steps will help you write a professional vacation request email that is clear, professional, and considerate of your employer’s needs and, therefore, stands a better chance of being approved. And once you write the perfect email, you can even save your template for future use.
Step 1: Plan Ahead
Planning ahead increases the chances of your request getting approved because it helps you choose the right time and ensure the request aligns with your company’s vacation policy.
Your vacation request is unlikely to succeed if it clashes with important work deadlines and events. Thus, planning ahead will help you ensure your requested dates do not clash with crucial work periods, giving your time off request a better chance of succeeding.
Also, a vacation request email is not likely to succeed if it does not align with the company’s vacation policy. Companies generally have rules for:
- Time off eligibility: This specifies who qualifies for vacation time off. For example, in many companies, only full-time employees are eligible. Others require new employees to have worked in the company for a specific period before they can request time off.
- Amount of notice required: This specifies how much notice employees should give when requesting time off.
- Blackout periods: This specifies the dates or times that vacation time cannot be taken due to business needs.
Where these guidelines exist, non-compliant time off requests (like asking for dates in blackout periods or submitting the request with insufficient notice) show a lack of professionalism and attention to detail.
Step 2: Craft a Clear Subject Line
The subject line of your vacation request email is the first thing your boss will see when the message lands in their inbox. If you want your message to stand out in your boss’ inbox so they will attend to it instead of skipping it, the subject line should be clear and concise.
The guiding principles when crafting the subject line of a winning vacation request email are simplicity, conciseness, and directness. The subject line should be simple, short, and straight to the point.
Examples include:
- “Vacation Request: [Your Name] – [Dates]
- “Annual Leave Request: [Your Name] – [Dates]
- “Vacation Request: [Dates] – [Your Name]
Since vacation request emails are primarily formal, the [Your Name] part should be your first name and surname.
The importance of a concise subject line cannot be overemphasized. Email clients have limits on the number of characters they display in the subject line. So, if the subject line of your vacation request email is too long, its ending parts may be cut off when displayed in your boss’ inbox. This may cause the subject line to not clearly communicate the purpose of your message, which can cause your boss to not understand it at first glance.
Step 3: Start with a Professional Greeting
Start the body of your vacation request email with a professional greeting. This simple part of the vacation request email shows that you respect the individual and value their authority. Starting off by greeting your boss respectfully can positively influence how they respond to your request.
It’s important to use formal greetings in vacation request emails because you’re addressing someone who will make a decision that will impact you, your team, and the company. The only exception is when your company policy makes less formal greetings the norm.
Examples of great professional greetings to start your vacation request email with are:
- “Dear [Manager’s Name]”
- “Hi [Manager’s Name]” – for a less formal environment.
Step 4: Introduce Your Request
After greeting your boss respectfully, the next step is to state the purpose of your email. Remember that vacation requests are direct. Therefore, go straight to the point when stating the purpose of your email. State that you are requesting time off for a vacation.
Example:
- “I am writing to formally request vacation time.”
However, it is okay to start the introduction by expressing common courtesy. Expressing courtesy can help the recipient warm up to you and be more receptive to your message.
But you should do this in a few words. Examples of good courtesy phrases for starting the introduction of vacation request emails are:
- “I hope this email finds you well.”
- “I hope you are having a productive week.”
- “I trust you are doing well.”
- “I hope you’re having a great day.” – for a less formal environment
- “I hope you’re doing well.” – for a less formal environment
That said, a vacation request introduction with courtesy will look like:
“I hope this email finds you well. I am writing to formally request vacation time.”
Step 5: Mention the Duration and Specific Dates You Want Time off
When introducing your request, it’s important to include the specific dates you would like to take off work. This is critical for clear communication and effective planning. It helps avoid confusion about when you will be absent from work and helps your boss arrange for another person to cover your duties.
One detail you should also include when stating the exact date range for your planned vacation time off is the duration of these days. This is because when you submit your time off requests, one of the things your boss will consider is whether the time off duration complies with the company policy regarding maximum leave duration.
Not including the duration of your time off means giving your boss the added work of calculating the days you’re requesting to be unavailable. Needless to say, this can negatively influence how they respond to your request.
Examples of a good time off request email introduction stating the exact dates and duration for the proposed time off are:
- “I would like to request vacation time off from [Start Date] to [End date] for a total of [Duration of time off] days.”
- “I am writing to formally request vacation time from [Start Date] to [End date]. This will be a total of [Duration of time off] days.”
Step 6: Give a Reason (Optional)
Usually, you are not required to explain why you want to take your annual leave. However, in certain situations, giving a reason for wanting the leave may give your request a better chance of approval.
Some situations where giving a reason may be necessary include:
- Your requested time coincides with a busy or crucial work period: Requested leave dates that coincide with crucial or busy periods (such as peak demand periods or critical project deadlines) will likely be denied. Remember that one of the reasons for “planning ahead” is to ensure that requested dates do not coincide with crucial work periods. However, explaining your reason can justify why you need the time off, making your request more likely to be approved.
- Short notice request: If you request time off with just one or two days’ notice, it’s likely to be denied because your boss will not have adequate time to plan for your absence. However, explaining your reason can help your boss see the importance of the requested time off, making your request more likely to be approved.
Examples of ways to give a reason for your request are:
- “I understand we are in the final stages of the project, but this is more than a vacation. I will also undergo a medical procedure that cannot be rescheduled.”
- “I apologize for the short notice, but I am facing a personal crisis requiring immediate attention.”
- “I would like to take the time to participate in a once-in-a-lifetime volunteer opportunity abroad.”
Step 7: Outline your Work Plan
Many people fear asking their bosses for a vacation because they are perceived as lacking commitment to their work. This is why this aspect of a vacation request email is very important. It shows that you are committed to your job and have ensured that things run smoothly when you’re away.
Outlining your work plan means explaining how your responsibilities will be managed when you’re on vacation. Showing that your work will not be left unattended shows your commitment. Importantly, it alleviates any concerns your manager or employer may have about potential disruptions to their business operations that approving your leave request may cause, making it easier for them to approve your request.
In your vacation request email, state in one or two brief sentences whether you plan to complete your tasks ahead of time or delegate them to a colleague.
Examples include:
- “I will complete all my current tasks before my departure and will brief [Colleague’s Name] to handle any urgent issues that may arise in my absence.”
- “I have arranged for [First Colleague Name] and [Second Colleague Name] to each take parts of my workload, so customers will not feel a decline in services.”
Step 8: Provide a Way to Contact You in Case of Emergencies
This is one aspect of the vacation time off request that can significantly boost its chances of getting approved. This is because it gives your boss peace of mind, knowing they can reach you when there’s an unexpected situation.
You may have read somewhere that, for maximum mental health benefits, time off work should be exactly that – time disconnected from work. While that is true, there are certain situations that just cannot wait until you return.
For example, if a client you attended to has a major issue, the company may need critical information about your interactions with the client for ongoing communication.
For these reasons, bosses like it better when they can reach an employee (in cases that it’s absolutely necessary). So, to increase your chances of getting your vacation request email approved, don’t forget to include emergency contact details.
An example of a way to do this:
- “I will be reachable via email (Your email address) and phone (Your phone number) for any emergencies.”
Step 9: Express Gratitude
Expressing gratitude at the end of your vacation leave request email helps you maintain a positive and respectful tone.
It acknowledges that your boss will take time to read and consider your request and shows that you appreciate this. This courteous gesture reflects well on you as an individual and can make your boss more likely to approve your request.
Examples of ways to express gratitude to your boss for considering your request are:
- “Thank you for considering my request.”
- “Thank you for taking the time to review my request.”
Step 10: Sign Off Politely
Your vacation request email should end the way it started – politely.
Examples of polite sign-offs include:
- “Sincerely, [Your Name]”
- Yours Sincerely, [Your Name]”
- Best Regards, [Your Name]”
- Warmest Regards, [Your Name]” – less formal environments.
- Thank you, [Your Name]” – less formal environments.
Winning Vacation Request Email Examples
Let’s look at vacation request email samples, which can inspire you when writing your own.
Short and Simple Vacation Request Email
A short and simple vacation request email communicates your request in as few sentences as possible (usually no more than four). Because it focuses on conveying the request quickly, it may lack certain essentials.
When to use: You should use this type of time off request email only when your boss prefers very concise communication or when you have a very good relationship with them (and they are already aware of your plans).
Here is an example of a short and simple vacation leave request email:
| Subject line: Vacation Request – [Vacation Dates] – [Your Name] Dear [Your Boss’ Name], I would like to request vacation time off from [Vacation start date] to [Vacation end date]. I have arranged for [Colleague’s name] to handle my tasks in my absence. All the best! [Your Name] |
Formal Vacation Request Email
Formal vacation request emails use a professional tone and structure. They are usually more detailed, including plans for handling responsibilities.
When to use: You should use a formal vacation request email when you work in a formal environment or when your company requires detailed documentation for leave requests.
Here is an example of a formal vacation leave request email:
| Subject line: Vacation Leave Request: [Vacation Dates] – [Your Name] Dear [Your Boss’ Name], I would like to formally request a [Number of vacation days]-day vacation leave from [Vacation start date] to [Vacation end date]. To ensure work continues smoothly, I will complete my current tasks before my departure. I will also brief [Colleague’s name] on any ongoing matters and arrange for them to handle urgent issues that may arise in my absence. Additionally, I will be reachable via email and phone for any emergencies. Thank you for considering my request. I appreciate your understanding. Yours sincerely, [Your name] |
Informal Vacation Request Email
An informal vacation request email is also brief, to the point, and it uses a friendly and conversational tone.
When to use: You should use the informal vacation request email if you have a casual relationship with your boss and the company culture supports informal and relaxed communication.
Here’s an example of an informal vacation leave request email:
| Subject line: Vacation Request for [Your Name]: [Vacation start date] – [Vacation end date] Hi [Your Manager’s name], I’d like to take a [number of vacation days]-day vacation leave from [vacation start date] – [vacation end date]. I will work with [Colleague’s Name] to ensure everything runs smoothly in my absence. Thank you, [Your name] |
Last-Minute Vacation Request Email
A last-minute vacation request email is a message you send to your boss to ask for time off work urgently without enough notice.
As stated earlier, you should give as much advance notice as possible or comply with company policies regarding notice periods when requesting time off. However, unforeseen occurrences may require you to take time off work urgently. This is when you use the last-minute vacation request email.
The email should have an urgent and apologetic tone. You should convey that you need to leave urgently, but you should also show that you understand that your request can disrupt ongoing projects.
When to use: When you need to request time off with just one or two days’ notice because of an unexpected situation.
Here’s a last-minute vacation leave request email sample:
| Subject line: Immediate Vacation Leave Request – [Your Name] Dear [Your Boss’ Name], I apologize for the urgency, but I seriously need to take a [number of vacation days]-day leave from [Vacation start date] to [Vacation end date]. I had wanted to take this time off much later, but I must do so now because a health retreat I wish to participate in during my vacation has been changed. I have arranged for (Your colleagues’ names] to manage my duties during my absence. Thank you for your kind consideration. Best regards, [Your Name] |
Vacation Request Email for Extended Leave
Extended leave requests generally have a lower approval rate (compared to shorter leave requests) because prolonged absence disrupts operations more. For this reason, a vacation request email would be more detailed.
You need to explain why you need to be away for a long time. Your work plan will also be more detailed. With other vacation request emails, it may be enough to provide assurances that your work will be effectively managed in your absence. But with an extended leave request, you may also need to show that your prolonged absence will not lead to stress and burnout.
When to use: You use an extended leave request email when you want to be away for a long time, especially when the leave will require significant planning to cover. You should also use it when the number of days you request exceeds one week.
Here’s an example of a vacation request for extended leave:
| Subject line: Extended Vacation Leave Request – [Vacation request dates] – [Your name] Dear [Your Boss’ name], I hope this email finds you well. I would like to take an extended leave from [Vacation start date] to [Vacation start date]. My spouse and I are planning a long-overdue trip to Europe to celebrate our 10th wedding anniversary. This trip has been in the planning stages for several years, and we feel now is the perfect time to embark on this journey. I have taken steps to minimize the impact my prolonged absence may have on the team and projects. I will complete all my ongoing projects before my leave. I have also arranged for [First Colleague’s name] and [Second Colleague’s name] to take over my recurring activities, and I am preparing a detailed transition plan to give to them. This plan outlining my tasks, deadlines, and key contacts will help my colleagues manage my workload without undue stress or potential burnout. I will do everything to ensure things continue smoothly and will remain available via email or phone for any urgent questions and clarifications. Thank you for considering my request. Yours sincerely, [Your name] |
Vacation Request Reminder Email
A vacation request reminder email is one you send to your boss to remind them about your proposed upcoming vacation. It should be brief and to the point, and since it is a reminder email, it should reference the initial request.
When to use: Vacation request reminder emails are more commonly used when one hasn’t received a response to their initial request, especially when the proposed vacation date is approaching. Sending this respectful reminder can help your boss remember and approve your request.
However, there are situations where you may need to send a vacation request reminder email after your initial request is approved. For example, you may want to remind your boss about re-assigning your project responsibilities to ensure a smooth handover or notifying external partners about your absence and who they should contact in your absence.
Here’s an example of a vacation reminder request when you’re awaiting approval:
| Subject line: Reminder: Vacation Request for [Your Name] – [Dates] Dear [Your Boss’ Name], I hope this message finds you well. I am writing to follow up on my vacation request submitted on [Date of Original Request] for the periods of [Vacation start date] to [Vacation end date]. With the requested dates approaching, I would like to humbly remind you about my pending request. Receiving confirmation will help me finalize plans and ensure a smooth transition so my absence does not cause disruptions. Thank you for your time and consideration. Yours sincerely, [Your Name]. |
Here’s an example of a vacation request reminder email after your initial request has been approved:
| Subject line: Project Handover and Work Coverage For Approved Leave Dear [Your Boss’ Name] I hope this message finds you well. Thank you again for approving my vacation leave from [Vacation start date] to [Vacation end date]. With the dates approaching, I would like to remind you about the work coverage plans we discussed. I want to confirm who you have assigned to take over my projects so I can start the handover process. Thank you for your continued support. Best Regards, [Your Name]. |
Effective Tips For Writing A Winning Vacation Request Email
The following tips will help you write a winning vacation time off request email:
Submit Your Request Well in Advance
Your employer is more likely to approve your request when they can adequately cover your absence. And coverage is easier when they have sufficient time to plan for it. So, rather than waiting until the last minute, submit your time off request well in advance.
Copy HR
When sending your leave request to your boss, add the company HR email address in the CC field to copy HR. The human resource department maintains official records of all employees. So, adding multiple recipients to your email ensures that your vacation time off leave request is properly documented. CC-ing HR can also facilitate approval, especially when HR assists in administrative tasks required for the leave approval.
Go Straight to the Point
Bosses have busy schedules, so they can be irritated by long emails that make them sift through unnecessary information. Going straight to the point shows you value your boss’ time and are considerate of their busy schedules. This reflects positively on you and can make your boss more likely to approve your request.
Also, getting straight to the point provides essential information upfront, making it easier for your boss to review and approve your request.
Proofread Your Email before Sending It
A vacation leave request containing errors will reflect poorly on your professionalism and attention to detail. So, before you hit the send button, proofread it and ensure it is free of typos and grammatical errors.
Track Your Email
When you send an email, it can be nerve-wracking not knowing what has happened to it. This is especially true when you have not received a response. You’ll worry whether it got lost in your boss’ inbox or whether they have seen it and are reviewing it. Email tracking with Mailsuite saves you this stress and anxiety.
With Mailsuite, you can track your vacation time off request email and know exactly when your email is opened and when the email is being forwarded. This also helps you know how best to follow up. For example, your follow-up will be different if the tracking report shows that your email has remained unopened versus when your boss has read it.
Importance of writing a vacation request email
Even when you have a good relationship with your boss and can ask them for vacation time off face-to-face, it is still important to do this via email so it is documented.
The importance of writing a vacation request email (compared to asking face-to-face) includes the following:
Shows Professionalism
Requesting time off formally via email shows that you are professional. It also shows respect for your boss’ time, as they can review the email at their convenience, as opposed to you interrupting their schedule to speak to them face-to-face.
Makes It Easier to Request Time off
Asking for time off via email is less intimidating than doing so in a face-to-face conversation. In a face-to-face meeting with your boss, you need to be able to think on your feet to present your case thoughtfully and answer questions they may throw at you.
And this may be too much for some employees. But with an email, you can carefully consider your words and articulate your request clearly. You can even save the email as a draft and review it as many times as you want to perfect it before finally submitting it.
Fosters Clear Communication
An email request allows you to explicitly state the start and end date, as well as the total number of days you will be off. This leaves no room for ambiguity or misunderstanding about your proposed vacation days. In contrast, verbal communication is plagued by misheard details, which can cause confusion, especially when it comes to dates.
Important for Documentation And Record-Keeping
An email provides a written record of your leave request. If there are any future discrepancies about your time off (such as the agreed-upon dates), the email can be referred to for clarification. In contrast, verbal communication is usually not documented and is plagued by misremembered details.
Takeaway: Write a Winning Vacation Request Email Easily
Do you need to go on that much-needed vacation, or is there an emergency that requires time off? Whatever the case, you must ask your boss via a professional vacation request email.
This article contains detailed steps and important tips for writing a winning time off request email, as well as great samples to help you get started.
One important tip for writing a winning time off request email is tracking the email after submission. This tells you when your boss opens your email and can help you determine how best to follow up to improve your chances of approval.
No one does email tracking like Mailsuite. The Chrome extension provides real-time notifications, allowing you to know the instant your recipient interacts with your email (opens it, clicks in-email links, or views attachments). Ready to get email tracking insights to boost the approval chances of your vacation leave request email? Install Mailsuite today!
FAQs
Below are the answers to some of the most frequently asked questions about vacation time-off request emails:
Can I submit a vacation request email for a half-day off?
Whether you can submit a vacation request email for a half day depends on your company’s leave policy. Some companies allow it, while others don’t. Check with your manager or reference your Employee Handbook to find the answer specific to your company.
How much notice should I give when sending my vacation request email?
Companies usually specify advance notice periods in their leave policy, so you should always check with your company’s policy to determine how much notice you should give when requesting time off. But if your company does not specify an advance notice period, you should submit your request at least two weeks in advance.
What is the process for requesting vacation time at a new job?
Companies usually have a waiting period, requiring new employees to have worked with them for a specific period of time before they can be eligible for vacation time. So, the first step is checking eligibility. New employees qualifying should then write a straight-to-the-point letter to their boss stating the specific days they want time off and how they plan to manage their tasks in their absence.
To whom should I address my email when requesting vacation time?
You should address your vacation time off request email to your boss (immediate supervisor or manager), as this is who will approve your request. However, you need to copy the HR department to ensure the request is recorded in your employee file.
