The Best Way to Ask for Time Off via Email

Time-off request email template

Hi [supervisor’s name], I want to request time off [date] due to [reason]. I am happy to discuss this with you more in person if you would like. My team has no significant deadlines or presentations to give on [day you’re requesting off].

When you want a day off from work, your employer frequently requires you to submit a request to your manager or supervisor. Some employers may even demand that you submit your request for leave via a specific channel or a predetermined amount of time before the day you need it (for example, by giving 10 days’ notice).

You can improve your chances of getting your request approved by asking for time off in the right way. Here are some guidelines for how to request time off, as well as some examples. When requesting a leave of absence, try to give your employer at least two weeks’ notice. Because every business is unique, abide by the rules regarding time off requests at yours. Check your company’s vacation policy to ensure that your request complies with the guidelines.

Before requesting time, make sure you know how many PTO days or hours you have. Verify your eligibility for a vacation before submitting the request if you’re a new employee. You might be able to take unpaid leave even if you don’t have paid vacation time. Consult your company’s policy or employee handbook, or contact HR or your manager for more information.

Make it as simple as possible for your boss to accept and approve the time. Arrange for coworkers to cover your shifts or take over your work while you’re away to assist. Make sure the days you want to take off don’t conflict with other events, projects, or colleague PTO by checking the company calendar.

Do compromise and be flexible if you can. Consider working later in the day or even the next day if your workplace is short-staffed on the day you plan to leave, for instance. Your boss will keep in mind that you’re a team player when making requests in the future.

Do say thank you. With the exception of medical or family leave (such as a bereavement), your manager is not required to give you the time off. If your boss is willing to meet your needs and permit you to be out, especially if it means additional work for them, express your gratitude. How not to request a leave of absence: Don’t inform your employer of your need for a leave of absence until the week before, or even worse, the day before. You should submit your time off request as soon as you finalize your plans. This provides your manager with sufficient time to make schedule changes without you.

Don’t tell. Instead, ask. You will be more respectful of your boss and the team if you ask for permission to take the time off rather than just telling them that you will. It demonstrates your willingness to ensure that all loose ends are tied off before leaving. How to ask for time off in an email or letter There are a few things you can do to increase the likelihood that your manager will approve your request for time off while also adhering to your company’s vacation policies if you ask for time off by email.

Think about making a list of the tasks and/or projects you’re working on, what needs to be finished before you leave, and what can wait until you get back. This demonstrates your commitment to your group and lets your employer know how your absence (or lack thereof due to preparation) affects the group.

Remain available. As you conclude your email or letter, inform your boss that they can get in touch with you for more details. You might also want to make yourself accessible for urgent inquiries while you’re away. Keep open communication between you and your employer. How to request time off at a new job If you’ve just started a job, it can be difficult to request time off.

It’s acceptable if you have a trip planned when you attend a job interview. It’s appropriate to talk about time off after you’ve received an extended job offer and are in the negotiation stage. Mention that the trip is already scheduled and enquire about its viability. However, if you won’t have any vacation days accrued before you depart, be ready to take that time off without pay.

Try to avoid taking time off for at least the first three months of your job, in most cases. You may have to put in extra effort to establish yourself during that period because your manager and team are still getting to know you and your work ethic. Examples of how to request time off from your employer in writing Here are a few examples:

Two Practical Tips For Asking Your Boss For Time Off The Right Way

How to request time off in an email

Know your company’s guidelines

For instance, some employers ask that you specify the kind of leave you’re requesting and some require months or weeks of advance notice. Common types of time off include: .

Even though you might not need to go into specifics, the processes for requesting various types of time off may vary depending on employer policies.

Know who to contact

Additionally, it’s crucial to address the email to the right recipient. Find out whether to send an email to your manager, human resources, or a department head if you don’t want it to get lost in cyberspace or misdirected. If your supervisor has an assistant, be sure to include them as a copy in the email so you have a complete record.

Keep a copy of the communication

Sending a copy of your email request to yourself and maintaining a desktop or email folder as a backup is a good habit. You can use the email’s receipt feature to get a notification that the recipient has opened your message, ensuring at least that it was delivered.

Be specific

Make sure to be specific about the day off you’re requesting in the email’s body. Include the exact date, the day of the week, and whether it’s a half-day if you need to. Include a note in your email if your employer approves of you using PTO time for non-emergency medical appointments. Include the time-off request in the subject line.

You might want to be a little more specific in your request if you need the time off for a time-sensitive activity. You might say something like:

You can also ask for a personal day without giving any additional information, but you might still choose to mention that it’s a pressing request.

You can provide proof of preparation to demonstrate how your absence won’t disrupt office operations to increase your chances of getting approval. Include a sentence about how you plan to cover your work, if appropriate.

For example, you may want to say something like:

Time-off request email sample

Sample time-off email

Sample time-off email follow-up

A little planning and tact will help you get the vacation you need and make sure your boss and coworkers are ready to be productive in your absence. Requesting time off can be stressful and overwhelming. By taking into account everyone else, your supervisor and coworkers will likely miss you and anticipate your return.


How do you ask for time off on email?

Dear [Name], I am writing to request [dates] off in writing. Since the beginning of the year, I haven’t taken a day off, so I’d appreciate it if we could find a solution. I already asked Sam if they could cover my shifts, and they responded that they could.

How do you request time off professionally?

Here are the steps to writing a vacation request email:
  1. Write a short, direct subject line. …
  2. State your purpose for writing. …
  3. Include the dates you’re requesting. …
  4. Consider mentioning why you’re taking time off. …
  5. Discuss how you’re preparing for time off. …
  6. Remain available for questions.

How do you ask your boss to take time off?

12 Tips for Asking for Time Off
  1. Plan the best time to ask your boss. Timing is everything.
  2. Don’t ask at a peak time. …
  3. Provide context for your request. …
  4. Schedule your time in advance whenever possible. …
  5. Use it or lose it. …
  6. Request time off in writing. …
  7. Don’t make plans before you receive permission. …
  8. Help plan the workflow.

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