How to Write a Time Off Request (with Examples)

Taking time off from work is a necessary part of maintaining a healthy work-life balance, but it’s important to do it the right way. Submitting a well-written time off request helps maintain good communication with your employer and shows your professionalism. Whether you need a vacation, a personal day, or a sick day, knowing how to properly make your request ensures that your time off is approved smoothly. Here’s a step-by-step guide to help you write a clear and professional time off request.

Understand your company’s time off policy

Before you write your time off request, make sure you understand your company’s policy regarding time off. Most companies have guidelines in place about how much notice employees need to give and the process for requesting time off. You can usually find this information in your employee handbook or by checking your company’s HR portal.

Each company might have different policies for vacation, sick leave, personal days, and holiday time off. Knowing these policies in advance helps you avoid confusion and ensures your request is in line with company expectations. Additionally, understanding the policy helps you determine how far in advance you need to make your request and what documentation might be required.

When to submit your time off request

Timing is an important factor when it comes to a time-off request. Submitting your request well in advance increases the chances of getting approval. Most companies appreciate at least two to four weeks’ notice for vacation requests, while sick or personal days can sometimes be requested with shorter notice.

If possible, try to submit your time off request at a time when your team’s workflow allows for your absence without disrupting projects or tasks. Being mindful of deadlines, meetings, and team commitments helps show your consideration for your colleagues and the overall work environment.

How to write a time off request email

A time off request email should be professional, clear, and concise. You should briefly mention the reason for your request if appropriate, but keep it professional and to the point. If your employer does not require a reason, you can simply state the dates and ask for approval. Don’t overcomplicate your message—clarity is key.

Here’s an example time off request email:

Subject: Request for Time Off: (Your Name)

Dear (Manager’s Name),

I hope this message finds you well. I am writing to request time off from (start date) to (end date). This time off would allow me to (brief reason if required, e.g., attend a family event, take a vacation, or address personal matters).

During my absence, I will ensure all my responsibilities are managed. I plan to (provide coverage details, e.g., complete tasks in advance, delegate tasks to a colleague, or prepare handover notes). Please let me know if you need any additional information or arrangements on my end to make this transition smooth.

I understand the importance of planning ahead and will make every effort to minimize any disruption to the team. Thank you for considering my request. I look forward to your approval.

Best regards,
Your Name

How to write a time off request in a formal letter

In some cases, a time off request may need to be made in a formal letter rather than an email. In this situation, follow a professional letter format. Include your name, job title, and contact information at the top. Then, address the letter to your manager or the HR department.

In the body of the letter, clearly state your request, specifying the dates you want time off. Keep the tone formal and direct. Your letter should be concise and professional while still showing respect. Conclude with a polite request for confirmation of your time off approval.

Example time off request in a formal letter:

Your Name
Your Address
City, State, ZIP Code
Your Phone Number
Your Email Address

Date

Manager’s Name
Company Name
Company Address
City, State, ZIP Code

Subject: Request for Time Off

Dear (Manager’s Name),

I am writing to formally request time off from work for the period of (start date) to (end date). This time off is to (brief reason, if required, such as attend to personal matters, take a vacation, or other acceptable reasons).

I will ensure that all of my current responsibilities are managed prior to my leave. (Briefly explain your plan, e.g., “I will complete my current projects in advance and coordinate with (Colleague’s Name) to handle any ongoing tasks during my absence.”)

Please let me know if there are any additional steps I need to take to facilitate the approval of this request. I appreciate your understanding and consideration.

Thank you for your attention to this matter. I look forward to your response.

Sincerely,
Your Name

Common mistakes to avoid when writing a time off request

When making a time off request, there are a few mistakes that you should avoid.

Not giving enough notice can make it difficult for your manager to accommodate your absence.
Being too vague about the dates and duration of your time off.
Using an unprofessional tone, such as casual language or humor, in your request.

Responding to your employer’s response

Once you submit your time off request, your employer may approve it, deny it, or propose an alternative. How you respond to these outcomes can affect your professional reputation. If your request is approved, thank your manager for their consideration and confirm any details about your absence.

If your request is denied, don’t react emotionally. Instead, ask if there is an alternative time frame that would work better for the company. Show flexibility and willingness to work together to find a solution. This demonstrates your commitment to your role and teamwork.

If your employer proposes an alternative schedule, review it carefully and communicate your thoughts professionally. Being open to negotiation helps maintain a good working relationship and ensures that your request is addressed in a way that works for both you and your company.

Conclusion

Writing a time-off request doesn’t have to be complicated. With a clear understanding of your company’s policies, proper timing, and a professional tone, you can successfully request time off while maintaining good relationships with your employer. Remember to communicate clearly, be respectful, and show your commitment to your work responsibilities.

Taking the time to write a well-thought-out time off request ensures that your absence is managed smoothly and professionally, helping you maintain trust and respect in your workplace.

Sara Duerr

Sara has been in the career development field for over 10 years and has a wealth of knowledge to share. She covers topics such as resume writing, job search strategies, interview techniques, career planning, and more. You can connect with her on LinkedIn. She has curated our free downloadable resume templates for Word and resume templates for Google Docs.