Every employee needs some time off and enjoy a little vacation with family or friends.
If you're working 40+ hours a week, a timely vacation allows you to take a break from the daily grind and relax.
If you're planning to take a vacation soon and wondering how to intimate your employer, putting it in writing is the best way.
While verbal approvals can be forgotten easily, a vacation request email serves as tangible proof of your vacation approval. Most companies have a leave application form that employees must fill out and submit a few days before taking a vacation. If your company has one, you can draft a simple vacation request email as an additional document for your leave application.
In this blog, we'll discuss why it is essential to write a leave request mail to your manager before taking a vacation. Plus, we'll also show you a few vacation request email samples to help you write a compelling vacation request email.
So, without further ado, let's get started!
A vacation request email is a formal written document outlining the specific dates you need time off from work and the reason why you're taking a leave. Every company has distinct, set rules and statutes based on which leave applications are approved or cancelled. Thus, you must draft the vacation request email per the company policies.
A well-articulated vacation request email not only informs the employer/manager of your leave dates but must also assure them that your work is covered for the period of your time off. When you guarantee that your vacation won't disrupt your work and deliverables, it's much easier to get the request approved. The idea of writing a vacation request email is to establish a clear line of communication and trust between you and your employer.
Usually, there are two reasons why employees put in a leave request mail:
1. Personal/family reasons
Here's a standard vacation request email template for personal/family reasons:
Subject: Vacation request application
Dear (recipient's name),
I want to request vacation leave from Monday (September 7th) through Wednesday (September 16th).
I will be travelling for my sister's wedding. I want to inform you that before I leave, I'll complete my ongoing project and deliverables. Also, while I'm away, my team will offer the requisite support (if and whenever needed).
If there's an emergency, you can reach me at my work address (your name)@email.com, and my phone.
Thank you for considering my request.
2. Medical reasons
Below is a vacation request email sample for medical reasons:
Subject: Medical leave application
Dear (Manager's name),
I'm writing this letter to request vacation leave from Tuesday (December 15th) through Thursday (December 24th).
The reason for this leave request is purely due to medical reasons. For a long time, I've wanted to get a full-body checkup for my family, and I feel like now's the right time to do it. My medical appointment is scheduled for December 21st, 2020.
As for my projects, I assure you that I'll send out my deliverables before I leave. I've already talked to my supervisor, and there's no priority task scheduled during my absence.
If you need me, feel free to reach out to me on my work email.
I hope you understand my plea for this leave. I'll be looking forward to your response.
How to draft a well-articulated vacation request email?
Writing a vacation request email isn't a daunting task if you know what you have to incorporate in your request letter. These six steps should help you craft the perfect vacation request email while maintaining the workplace rules and etiquette:
1. Start with a clear and short subject line
Your subject line sets the tone for the request letter, and hence, it must be on point. Choose a subject line containing 3-5 words and always keep it simple. You need not give away the reason for your leave in the subject itself - your email's body will do that.
Here are a few examples of subject lines for a vacation request email:
2. State the dates of your leave
After greeting the recipient in your vacation request email, your letter's first line must mention the dates that you'll be absent from work. This allows your employer to check the particular dates, see if there's anything important in between those dates, and accordingly approve/cancel your leave request.
3. Mention your purpose for writing the email
Once you've mentioned the leave dates, you can directly jump to say why you want to avail the leave. Whatever be your motive, family matters, or medical issues, or traveling, mention it explicitly. If you have a supervisor, you can also state that you've already spoken with your supervisor about the leave, and they approve of it.
While you don't need to elaborate on your behind requesting for the leave, make sure that it's a genuine reason (one that your employer will understand and approve).
4. Elaborate on how you plan to manage work before the leave
In the second paragraph, you should mention how you plan to manage your work before taking leave. Here, you can state the projects you're working on, how you're preparing your team for support, who you're delegating your work to, how you plan to submit any deliverables scheduled during your absence from the office.
This small inclusion will show your dedication to your work and the company. It will assure the employer that you take your job seriously and take the right measures to ensure your absence does not affect its functioning.
5. Show that you'll be available
End your vacation request email by mentioning that you'll be open for further discussion regarding your leave application or any work-related situation. Provide your contact information/email ID as a professional courtesy to facilitate a clear communication line between you and your employer.
6. Thank them in advance
Before you sign the application, thank the recipient in advance for considering your request. If nothing else, this is a polite and professional gesture on your part.
Additional Reading: How to write a follow-up email after an interview
Now that you know what you must include in your vacation request email, take a look at these tips to better your leave request:
1. Do your research
As we mentioned earlier, every company has a specific leave/vacation policy. So, it is essential to be thorough with your company's leave policies before applying for a leave. In case your organization does not have a written vacation policy, it's best to ask your supervisor or HR manager about the standard leave application practices.
Again, if your company has an accruing paid time off rule, you need to find out how many paid and unpaid leaves you have left. After doing complete research on your company policies, you will know how many days you can take time off from work.
2. Plan in advance
When planning a vacation, it is best if you apply for your vacation request at least one month in advance. There's usually a notice period for leave applications - it can be anywhere between a few days to weeks, depending on the number of days you wish to take leave from work. Also, when requesting time off for popular vacation seasons like summer or winter holidays, a month's notice period is the standard protocol.
By applying for your leave well in advance, you ensure that you give your employer plenty of time to consider your request and take the necessary measures to plan how the team will handle projects while you're away.
3. Identify the most convenient dates
Try to find out which dates will be best both for your leave by considering the workload, ongoing projects, and future deliverables. The best time to plan your vacation would be after completing a big project or in slow seasons. For example, if you're handling an overseas client, the time around Christmas would be excellent for a vacation because clients are usually on leave during Christmas till the New Year.
4. Always ask in person first
Before you send in your vacation request email, it's a great idea to ask your Team Lead/Manager in person first. By doing so, you can have a face-to-face conversation with your supervisor and get a better idea of the convenient dates, appropriate leave duration, and plan the right course of action accordingly. This will let you and your employer ideate how to best plan the work while you're away.
5. Follow-up with a reminder email
You can drop in a gentle reminder of your leave a week before to both your team and your manager. This will serve a dual purpose - it will not only remind them of your leave dates but will also give them the time to check if all the ongoing projects are on track or completed before you leave.
6. Inform everyone who needs to know
It is crucial to inform all your colleagues who're currently involved in your projects. Keep all the vital stakeholders in the loop. Also, do share your work with your team and help them plan the workflow so that things are smooth even during your absence. Inform your teammates about all involved stakeholders, clients, and partners and guide them on how to handle different possible situations.
7. Make your request application concise
An excellent vacation request email is one that contains all the necessary information and is straightforward, clear, and precise. Include all the required details (we mentioned above) in your vacation request email. Do not include irrelevant information or beat around the bush - it is a formal letter, so keep it professional.
8. Fill all the requisite vacation forms
Before applying for your leave officially, make sure that you fill out all the necessary leave application forms of your company. Read the forms carefully to find out any exceptions/requirements for an extended leave, fill out the form according to the company's guidelines, leave policy document, and then draft your vacation request email.
Here are a few sample vacation request emails and a reminder email draft to help you get started:
Subject: Vacation request application
Hi (recipient's name),
I hope this letter finds you in good health. I'm writing this letter to apply for annual leave from October 14th to November 2nd. I'll be back to office on November 3rd.
I'm applying for the leave because my family vacation is long overdue. I'm looking forward to spending some quality time with my family. We're planning a trip to Europe.
I'll be reachable by email (your work email address) but not via phone while I'm gone. As for work, I'll do the needful to complete the deliverables due before my leave. Also, I'll inform my colleagues about my work and guide them in every way possible to offer requisite support while I'm away.
Thank you for considering my request. I'll await your response.
Subject: Request for annual vacation leave
Dear (recipient's name)
I'm writing this letter as an official request about my annual leave from June 1st to June 15th. I've planned a two-week trip to South India with my family, and I'm hoping you'll approve it.
I will join office on June 16th, and while I'm away, I've requested (colleague's name) to take over my projects. I will try to wrap up all my ongoing projects before I leave, but in case something urgent comes up, (colleague's name) will assist with the same. You can reach me via email (your work email address) or via phone (your mobile number) for any work-related issues.
Thank you for acknowledging my request. I'm looking forward to hearing from you.
Subject: Vacation leave reminder
Dear (recipient's name),
I'm writing this email as a gentle reminder about my upcoming leave. As discussed earlier last month, I will be out of the office from June 1st to June 15th.
I've completed my ongoing projects and even sent out the deliverables to our clients. However, for any emergency assistance on my projects, (colleague's name) will be handling my projects while I'm away.
Thank you for approving my leave. If you need me, I will be available by email (your work email address).
We hope this detailed guide on how to write a vacation request email makes things clearer for you. Now you can draft the perfect vacation request email, one that your manager cannot deny!
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