Requesting time off from work requires professionalism and clarity, especially when communicating through email. A well-structured time off request email ensures that your message is clear, polite, and likely to be approved without confusion. Whether you’re planning a vacation, need a personal day, or have an emergency, knowing how to phrase your request professionally is essential.
In this guide, we’ll walk you through the key elements of a professional time off request email, provide step-by-step writing tips, and share sample emails for different situations. By the end, you’ll know exactly how to request leave in a way that is clear, respectful, and effective.
What to Include in a Time Off Request Email
A well-written time off request email should be professional, concise, and structured. Below are the key elements to include:
- Subject Line: Your subject line should clearly indicate the purpose of the email. Keep it short and professional.
- Salutation: Begin your email with a polite greeting, addressing your manager, supervisor, or HR representative appropriately.
- Direct Request for Time Off: State your request clearly and professionally in the first sentence.
- Reason for Leave (Optional): While it’s not always required, providing a brief reason can add clarity and professionalism. Keep it short and relevant.
- Mention Leave Dates Clearly: Specify the start and end dates of your leave to avoid any misunderstandings. If you are taking a single day off, mention the exact date.
- Work Coverage Plan (If Necessary): If your absence affects your work responsibilities, offer a brief plan on how tasks will be managed.
- Request for Approval: Politely ask for confirmation to ensure clarity.
- Gratitude & Closing: End your email on a positive note by thanking your manager for their time and consideration.
This structure keeps your email clear, professional, and respectful, increasing the chances of a positive response.
Step-by-Step Guide to Writing a Time Off Request Email
Writing a time off request email requires clarity, professionalism, and a well-structured approach. Your request should be polite and concise and include all necessary details to avoid back-and-forth communication. Below is a step-by-step guide to help you craft an effective email.
Start with a Clear Subject Line
The subject line is the first thing your manager or HR representative will see, so it should be concise, specific, and professional. A well-crafted subject line ensures your request is immediately understood and doesn’t get overlooked in a busy inbox. Avoid vague or overly casual wording because it may delay a response or create confusion.
A good subject line should include key details such as the phrase “Time Off Request” or “Leave Request,” your name (optional but useful in larger companies), and the leave dates for clarity
Time Off Request Subject Line Examples
- Time Off Request – April 10–14
- Leave Request: John Doe (May 3–5, 2024)
- Request for Leave – June 1 to June 10
- Vacation Leave Request – Sarah Miller
- Sick Leave Request – May 8
❌ Avoid vague or informal subject lines:
- “Need a break” – Too casual and unclear
- “Not coming to work” – Unprofessional and lacks key details
- “Quick request” – Doesn’t specify the purpose of the email
Address the Recipient Professionally
The way you greet the recipient sets the tone for your email. A professional and respectful salutation ensures your request is taken seriously. Always address the recipient using their name and appropriate title, if possible. If you’re unsure who will process your request, a general but professional greeting works as well.
How to Address Your Manager or Supervisor
If you are requesting leave from your direct manager or supervisor, use their last name along with an appropriate salutation:
Examples:
- Dear Mr. Johnson,
- Hello Ms. Smith,
- Dear Dr. Brown,
Using the first name might be acceptable for workplaces with a more casual environment, but it’s best to default to a formal approach unless you’re certain.
❌ Avoid overly informal greetings like:
- “Hey Boss,” – Too casual and may sound unprofessional.
- “Hi John,” (unless you work in a very informal setting).
How to Address HR or a General Department
If your leave request is handled by an HR team or a general department, you may not need to use a specific name. Instead, you can address the team professionally:
Examples:
- Dear HR Team,
- Dear Leave Approval Team,
❌ Avoid informal or unclear greetings like:
- “To Whom It May Concern,” – Too impersonal and outdated.
- “Hey HR,” – Lacks professionalism.
Clearly State Your Request and Specify the Dates
After the greeting, your first sentence should directly state your request in a polite and professional manner. Avoid lengthy introductions or unnecessary details—managers and HR personnel appreciate clarity.
A good opening sentence should include:
- A clear statement that you are requesting time off.
- The exact dates of your leave.
- A brief reason (optional but recommended for transparency).
One of the most important details in a time off request email is specifying the exact dates of your leave. Clearly mentioning both the start and end dates helps prevent misunderstandings and allows your manager or HR to plan accordingly. If your request includes a half-day or a specific time frame, mention it explicitly.
Additionally, if your leave falls on a weekend or includes non-working days, state only the workdays affected for clarity. Being specific about your leave dates reduces the need for follow-up emails and speeds up the approval process.
Examples of Clear and Professional Requests
- I would like to request time off from Monday, April 10, to Friday, April 14. I will return to work on Monday, April 17.
- I am requesting leave on Wednesday, May 3, for a personal commitment.
- I need time off from July 1 to July 5, and I will resume work on July 6.
- I would like to take a half-day off on June 20, leaving at 12:00 PM.
If you are requesting leave on short notice, acknowledge it politely: I apologize for the short notice, but I need to request leave on March 20 due to unforeseen circumstances.
❌ What to Avoid
- “I need some time off next month.” – Too vague; doesn’t specify exact dates.
- “I’ll be away for a few days in July.” – Unclear and lacks important details.
- “I won’t be available for a bit next week.” – Leaves room for misinterpretation.
Provide a Brief Reason (If Necessary)
Including a reason for your leave request is optional, but it can add transparency and increase the likelihood of approval, especially for extended absences. If your company requires a reason, keep it brief and professional—there’s no need to go into excessive detail.
A good reason should be clear, relevant, and concise while maintaining a professional tone. If the leave is for personal matters, you can keep it vague while still sounding professional.
When to Include a Reason
- If your company requires a justification for leave.
- If your request is for a longer absence (more than a few days).
- If providing a reason helps with work planning (e.g., medical leave, important family matters).
When You Can Skip the Reason
- If your leave is brief (one or two days) and falls under personal time off (PTO).
- If your manager doesn’t require details and only needs the dates.
Examples of Polite and Professional Reasons
- I am requesting leave on September 5 to attend a family event.
- I need time off on March 15 for a scheduled medical appointment.
- I am requesting leave from May 20 to May 24 due to a minor medical procedure.
- I need to be away on June 18 to handle an important family commitment.
Offer a Work Coverage Plan (If Needed)
If your absence affects ongoing projects or daily responsibilities, it’s professional and considerate to mention how your work will be handled in your absence. While not always required, providing a work coverage plan reassures your manager that your leave won’t disrupt operations. This is especially important for extended absences or when your tasks directly impact a team or deadlines.
When Should You Include a Work Coverage Plan?
- If you have ongoing tasks that need attention while you’re away.
- If your absence affects team projects, client interactions, or deadlines.
- If company policy requires you to arrange a backup for your responsibilities.
- If you supervise or manage a team that relies on your input.
How to Present Your Work Coverage Plan
Your plan should be clear, brief, and professional. You don’t need to provide excessive details—just mention who will handle what and how you’re ensuring a smooth transition before your leave.
Examples of Professional Work Coverage Plans
If You Have a Colleague Covering Your Work:
- I have discussed my leave with [Colleague’s Name], and they have agreed to handle any urgent matters during my absence.
- To ensure continuity, [Colleague’s Name] will oversee my responsibilities while I am away. I will provide them with the necessary details before my leave begins.
If You Are Preparing in Advance:
- I will ensure that all my current projects are up to date before my leave. Any pending work will be completed by [specific date] to minimize disruption.
- I have scheduled my tasks accordingly and will provide my team with a status update before my last working day.
If There’s No Direct Backup, But You’re Available for Urgent Matters:
- I will be out of the office from June 1 to June 5, but in case of urgent matters, I can be reached via email.
- During my absence, I have documented all key processes and shared them with the team to ensure a smooth workflow.
Request Approval Politely
Once you’ve outlined your request and provided all necessary details, it’s important to ask for approval in a respectful and professional manner. Instead of assuming your leave will be granted, phrase your request in a way that acknowledges your manager’s authority and allows for discussion if needed.
A polite request for approval should:
- Show consideration for company policies and scheduling needs.
- Allow room for discussion in case adjustments are needed.
- End on a professional and positive note.
Examples of Polite and Professional Approval Requests
Standard Approval Request:
- Please let me know if my request is approved or if any adjustments are needed.
- I would appreciate your confirmation of my leave request at your earliest convenience.
If You’re Open to Adjustments:
- If these dates are not suitable, please let me know, and I will do my best to adjust accordingly.
- I understand this is a busy period, so if any changes are needed, I am happy to discuss alternative dates.
If Company Policy Requires Formal Confirmation:
- I will wait for your official approval before making any personal arrangements.
- Please confirm if my request aligns with company policies, or let me know if any additional steps are required.
❌ What to Avoid
- “I will be taking these days off.” – Sounds demanding rather than requesting.
- “I assume this is fine, so let me know if not.” – Too casual and presumptive.
- “I expect this to be approved since I’ve worked hard.” – Unprofessional and unnecessary.
Express Gratitude and Close Professionally
Ending your time off request email on a positive and appreciative note leaves a good impression and reinforces professionalism. Expressing gratitude shows respect for your manager’s time and consideration, increasing the likelihood of a favorable response.
A strong closing should include:
- A brief thank-you statement for reviewing your request.
- A professional closing phrase to end the email politely.
- Your name to sign off formally.
Examples of Professional Closings
General Appreciation:
- Thank you for your time and consideration. I appreciate your support.
- I appreciate your review of my request and look forward to your response.
- Thank you in advance for considering my request. Please let me know if you need any further details.
If You Acknowledge Their Workload:
- I understand that scheduling can be challenging, so I appreciate your time in reviewing my request.
- I know this is a busy period, and I appreciate any consideration you can provide regarding my leave.
Closing Sign-offs:
- Best regards,
- Sincerely,
- Thank you,
- Kind regards,
Example of a Full Closing:
Thank you for your time and consideration. Please let me know if you need any further details.
Best regards,
[Your Name]
❌ What to Avoid
- “Thanks. Let me know.” – Too informal and abrupt.
- “I hope this is fine, bye.” – Unprofessional and unclear.
- “Let me know ASAP.” – Sounds demanding and rushed.
Time Off Request Email Sample
Formal Time Off Request Email (General Example)
Subject: Time Off Request – [Your Name]
Dear [Manager’s Name],
I hope you are doing well. I am writing to formally request time off from [Start Date] to [End Date]. I will return to work on [Return Date].
If needed, I will ensure that all my ongoing tasks are up to date before my leave. Additionally, I have discussed my absence with [Colleague’s Name], who has agreed to assist with any urgent matters during this time. Please let me know if any further arrangements are required.
I would appreciate your approval of this request at your earliest convenience. If these dates conflict with any scheduling needs, I am happy to discuss alternative options.
Thank you for your time and consideration. I look forward to your response.
Best regards,
[Your Name]
Time Off Request Email for Medical Reasons
Subject: Medical Leave Request – [Your Name]
Dear [Manager’s Name],
I hope this email finds you well. I am writing to formally request time off due to a medical reason from [Start Date] to [End Date]. I plan to return to work on [Return Date], depending on my recovery and any medical recommendations.
If required, I can provide a medical certificate or any necessary documentation. I will also ensure that any pending work is addressed before my leave begins. If needed, I am happy to coordinate with [Colleague’s Name] to ensure a smooth workflow during my absence.
Please let me know if you require any additional information or if any formal procedures need to be completed. I appreciate your time and consideration and look forward to your approval.
Best regards,
[Your Name]