Labor legislation entitles each employee to a minimum number of leave days per year. In addition, each company is free to offer supplementary leave days to particular job positions, to reward loyalty towards the company, or as benefits to attract new employees. Some companies even have an unlimited vacation policy, allowing employees to take as many leave days as they want as long as they finish their tasks. However, when the employees want to benefit from the leave they're entitled to they must notify their superiors or the HR Department and request approval to miss work.
Why annual leave matters?
Each company has its own vacation policy and communication tools. Some prefer an official email addressed to everyone involved, from managers to the HR Department. Others accept a less formal notice made by phone or chat. In some companies, you must inform only the direct manager, while others have a strict protocol and a long list of people who must be noticed by the employee seeking annual leave. Especially when employees ask for an extended leave, the annual leave letter becomes extremely important and must include relevant information.
Also, the company's policy and culture aren't the only ones that matter. You must consider the way your company keeps track of time-off and leave. For example, if your company uses annual leave management software, all HR tasks related to tracking, planning, notifying, updating, or reporting will be done automatically by the HR system.
What is an annual leave notice letter?
An annual leave letter is an official letter you send to your manager or HR Department to request leave days. It's usually sent via email either by you or automatically by the HR software your company uses.
An annual leave letter should include all the information your superiors need to know personal and contact data of the employee, date of request, the period of absence, the number of necessary leave days, and other helpful information. Although the people in charge probably have access to your leave balance, it's probably a good idea to mention how many leave days you have left.
How to write an annual leave letter/email?
The first thing you need to do is find out what format your company requires. They may already have a template or give you helpful directions on what information to put in the letter.If you don't have a specific format to follow, write the letter/email using a neutral tone, and make sure you include the following data:
Because leave letters can be sent using a personal email address, don't forget to write your email subject and make it straightforward and concise. For example, you can write " Annual leave request" in the Subject field. Also, write your complete name and function to avoid mistakes.Include greetings and a professional email closing but keep the text short.
The annual leave application refers to the number of leave days an employee is entitled to and doesn't need to include justifications. The employees can use their leave days as they desire.However, suppose the employee asks for a more extended period of absence.In that case, it's usually a good idea to mention that they are available for urgencies, have discussed the absence with their managers, and have found a colleague to cover their tasks.
Note: LeaveBoard allows to select a backup person for each annual leave request.
Related: Are you interested to learn how to write email for requesting something like a pro? We do have an in-detail guide, with 10 examples.
Send your yearly leave letter in advance to give your supervisors enough time to manage your absence. In case of rejection, you'll be able to reconfigure your vacation plans too.
Follow the company's protocol. If you aren't familiar with it, call the HR Department and ask what you should do.
Inform your colleagues as well, especially if you plan an extended leave. If your absence affects other people, they should be aware of it.Your colleagues can take care of your clients or urgent tasks, and your managers can change task planning to maintain the team's productivity.
If you' ll be out of the office for more than one day or have a busy schedule, set up an out-of-office automatic response to inform those who send you an email of your absence.
We provide an extended description on the 7 steps needed to request time off, provide several sample templates of emails you can use on different occasions to get your day off approved.
How to request time off like a pro?If you want to setup an out of office message, an automatic email reply, or autoresponder email messages for your vacation, that go out to colleagues, and customers we have multiple professional examples for you.
OOO Email MessagesWe have your back whenever you need help writing an annual leave email covering the basics. Our yearly leave request message contains the following elements:
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Subject: Annual Leave Application
Dear[Mr.]/[Mrs.][RECIPIENT],
I work as [JOB_DESCRIPTION] in the [DEPARTMENT] and I write to you to request approval to use [X] leave days between [DATE] and [DATE].
As this will be a long absence, I will make sure that I hand over my responsibilities to another employee from our team. I have already received my supervisor’ s approval. In case of an emergency, I will be available at [CONTACT DETAILS]. Please let me know if you need additional information.
OPTIONAL: According to my leave balance I have [X] leave days left. Therefore, my current request doesn’t exceed my annual leave entitlement.
I will be grateful if you approve my leave application.
Best regards,
[YOUR_NAME]
Subject: Time Off Request
Hi [Manager’s First Name],
Just writing to request some days to cool off, I feel like I really need it, so I would like to take 2 days off, from [start date] to [end date].
I have already spoken with my team, and they are fine with checking since my projects don't require anything urgent.
The team calendar looks pretty open for those dates.
Let me know if that’s ok with you.
Best,
[Your First Name]
Subject: Urgent: Leave Request – [Your Name]
Dear [Manager’s First Name],
Please consider this email a notification that I need urgent leave for a personal emergency, starting now, [Today's Date].
Right now, I cannot anticipate my return date, but I will keep in touch and will update you as soon as I have more information. I will need at least [number] days off. In case of emergencies, I will be available via email.
I have talked with my colleague [name], and he assured me that any critical tasks from my projects will be handled.
I apologize for any inconvenience this situation may cause, and I hope you understand.
Thank you,
[Your Name]
Subject: Extended Leave Request – [Your Name]
Dear [Manager’s Name],
This email is a formal request for an extended period of time, which I would like to take for a long family trip. The leave would start on [Start date], and I believe the [End date] will be the last day of it.
This amounts to a total of [Number] working days.
Given the duration of this leave, I have been preparing a complex handover document covering the status of all essential responsibilities, including [Project A], [Project B], and ongoing client communications. I suggest that [Colleague's Name] assume responsibility for all critical tasks during my trip, and I will ensure they receive thorough training and support in the weeks leading up to my departure.
I have decided to request this leave in advance, so you can make the necessary arrangements and ensure the team’s activities are not affected.
Thank you for considering my request. I would be happy to discuss the proposed plan in more detail at your convenience.
Best regards,
[Your Name]
Subject: Annual Leave Request – [Your Name] – Post-[Project Name] Launch
Dear [Manager's Name],
This serves as a formal annual leave request from [Start Date] to [End Date], following the triumphant completion and launch of the [Project Name]. I intend to return to work on [Return Date].
As you’re aware, the final deliverables for the project are due on [Project Completion Date]. My intention is to use the time between the project’s completion and the start of my leave to implement a comprehensive handover and ensure all documentation is in order and accurately archived. I have also deployed time to address any urgent post-launch issues.
Please let me know if this sounds ok for you and if the request can be approved.
Thank you,
[Your Name]
Subject: Friendly Reminder to Take Annual Leave
Dear [Employee Name],
I hope you are well. I wanted to check in and see how you are doing, and if you are considering taking an annual leave soon. I have noticed that the number of days off you have accrued is quite high, and I wanted to encourage you to unwind in the near future.
Annual leave is crucial for your health and well-being, and we, as a company, really believe in this principle. Also, as long as the business perspective is involved, it’s essential that our employees take their time off so we can effectively plan our activities and ensure we have coverage for all of them.
I understand that in busy times it may be hard to take a break, since you want your project to succeed, but it’s important to take a step back and recharge your batteries.
Please feel free to reach out if you have any questions about taking leave. I’m more than happy to discuss this with you and help you plan adequate cover if you need any support.
Thank you for your hard work and commitment to the team.
Regards,
[Your Name]
If your company doesn't provide you with an annual leave letter template, you can make your own or download one here. It' s better to use the same format each time you request leave.You save time and energy, and it looks more professional than putting together a new letter each time. Check out the following examples:
Example 1: Annual leave request letter sampleDownload the annual leave request letter
Download the annual leave request letter
Download the Professional annual leave request letter
What is unused annual leave?
There are situations where employees cannot use all their accrued days off by the end of the year, and employers have a policy that allows employees to carry over unused leave into the next holiday year. The principle is that you can develop such a policy in the individual employment contract. Your organization might have a policy that allows a carryover of up to 8 days (read your contract or discuss this with your HR to be sure you got this right).
Employers can require employees to take leave at specific times—especially in industries that close during holidays—but they must give notice ahead, usually at least twice the length of the leave period.
How do Federal/Bank Holidays Impact Annual Leave?
We have two situations here:
This should always be clearly stated in your employment contract and internal regulations.
What are the ways to request annual leave?
We recommend that you review your company’s internal regulations to ensure you use the proper channels to request annual leave. You can also ask the HR department just to be sure, but here are three common ways to make this request:
How does annual leave compare to other types of leave?
There are various types of leave, and it's important to know which is which so you can request the right one.
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