A leave request is a formal request made by an employee to take time off from work for personal or professional reasons. Employees need to follow the proper protocol when requesting leave to ensure that their request is approved and their absence is properly managed.
To ask for leave, you should first check the company's policy on leave. Then approach your manager and request a meeting to discuss their leave request. During the meeting, the focus should be on explaining the reason for their leave and providing details on the dates you will be absent. When discussing about your leave request, be clear and concise. We recommend providing as much notice as possible to the manager so that he can make a plan to ensure continuity within the team and the ongoing projects or tasks to advance during the absence.
If the leave request is approved, you should email their manager to confirm the details of their absence. Remember that leave requests are official documents that need to be recorded because they will also impact the payroll and overall HR aspects.
You follow the common formal email request guidelines when writing a leave request email. Because we want to simplify the process, here are the basic steps you need to follow:
When sending any email, not just one to ask for time off, you will have the subject line as the first thing your recipient reads. Studies show that subject lines should be 7-9 words long and about 40 characters. You can also include the specific dates when you will be absent.
Examples:
When writing any formal email, you must start with the salutation in which you address your manager.
Examples:
Dear [Manager's Name],
Dear [Recipient's Name],
To Whom It May Concern,
Clearly state the reason for your leave, whether personal, vacation, medical or any other valid reason. Mention the specific dates or duration of your intended absence and a brief explanation of your reason.
Examples:
I am writing to request leave from [start date] to [end date] for [reason for leave].
I am formally requesting a day off [specific date] due to a family matter that requires my immediate attention.
Tip: You might be interested about the other types of leave of absence that you can request.
By including a coverage plan, you show that you've considered the impact of your leave and are proactive in ensuring a smooth workflow.
If you know your absence falls during a busy period and anticipate challenges or conflicts, or have made any specific arrangements, state them in the email.
Example:
During my absence, I will ensure that all my work is completed or delegated to another team member. I will also provide my contact information in case of any urgent matters that require my attention.
My colleague has already been briefed regarding my ongoing projects, and I am confident he/she will continue my work without any problems.
Show appreciation for your manager's consideration and express your willingness to discuss alternative solutions or make necessary adjustments. This demonstrates your commitment to your work responsibilities.
Examples:
Thank you for considering my request. Please let me know if you need any additional information. I am happy to assist in any way I can to ensure a smooth transition during my absence.
Thank you for your understanding and attention to this matter.
Remember, your time-off request communication with your supervisor has to be formal, so ensure that you end the email professionally.
Examples:
Best regards,
[Your Name]
Yours sincerely,
[Your Name]
Check your email for any grammatical or spelling errors. Ensure that your email is well-structured and easy to read. Use a professional tone and avoid using excessive jargon or informal language.
Here is a sample leave request email template:
Dear [Manager's Name],
I am writing to request leave from [start date] to [end date] for [reason for leave]. During my absence, I will ensure that all my work is completed or delegated to another team member. I will also provide my contact information in case of any urgent matters that require my attention.
Thank you for considering my request. Please let me know if you need any additional information. I am happy to assist in any way I can to ensure a smooth transition during my absence.
Best regards,
[Your Name]
In the following lines, you will find three examples of leave request emails you can use whenever needed in your office. They can be personalized with your specific details and justifications.
Subject: Leave Request from [start date] to [end date]
Dear [Manager's Name],
As discussed after the team meeting, I would like to formally request leave for [start date] to [end date] for [reason for the absence]. I will ensure that all my work is completed or delegated to another team member. Please let me know if you need any additional information.
I appreciate your prompt response, and thank you for your understanding.
Best regards,
[Your Name]
Subject: Annual Leave Request for [start date] to [end date].
Dear [Manager's Name],
As discussed yesterday, I would like to request annual leave for [start date] to [end date].
I have sufficient leave days remaining for the year and have completed all my pending work. I will ensure that my work is delegated to another team member during my absence. Please let me know if you need any additional information.
I appreciate your consideration.
Respectfully,
[Your Name]
___
Discover everything about annual leave requests.
Subject: Leave request for November 23
Dear [Manager's Name],
I would like to request leave for [date]. My family is coming to town and will have to pick them up from the airport, and we will have some arrangements to make. I will ensure that all my work is completed or delegated to another team member. Please let me know if you need any additional information.
Thank you for your understanding.
Best regards,
[Your Name]
Subject: Request for Leave for Personal Reasons
Dear [Manager's Name],
I would like to request leave from [start date] to [end date] for personal reasons.
I have already discussed with [backup person] to cover for my work during my absence. Please let me know if you need any additional information.
I look forward to your approval. Thank you for your understanding.
Best regards,
[Your Name]
Subject: Sick Leave - [Your Name]
Dear [Manager's Name],
I am writing to inform you that I am feeling unwell and I will be staying home today [Date].
I believe it’s the best course of action, so as to avoid infecting any other colleagues.
I will be checking my email and will be available via phone for any urgent matters.
Please let me know if you need the doctor’s note and prescription.
I expect to return to the office on [Date]. If I won’t be able to, I will let you know in advance.
Thank you for your understanding.
Best regards,
[Your Name]
Subject: Emergency Leave - [Your Name]
Dear [Manager's Name],
Due to a family emergency [state a brief reason], I find myself forced to ask for a leave of absence from [Start Date]. I cannot know for sure at this moment how many days I will be away, but I will inform you as soon as I know.
For any urgent or critical situations, feel free to contact me via phone.
Thank you for your understanding.
Best regards,
[Your Name]
Subject: Personal Leave - [Your Name]
Dear [Manager's Name],
As discussed earlier today, I would like to formally request a leave of absence from June 1 through June 15 due to a scheduled surgery and the mandatory recovery period, which will prevent me from executing my job responsibilities during that time.
In preparation, I have already begun instructing about my current projects [Coworker’s Name] and have been keeping her informed on all relevant account updates. I am confident everything will continue to go smoothly, and upon my return, we can solve any issues that may arise.
Thank you for your time and understanding. Should you have any questions, I can be reached at [Phone number].
Sincerely,
[Your Name]
Subject: Personal day request – April 9 - [Your Name]
Dear [Manager's Name],
I am writing to let you know that I’d like to take a day off on April 9th for a personal appointment. Please let me know if you need further information.
If not, please confirm as soon as possible that my request has been received.
Best regards,
[Your Name]
Subject: Vacation leave request – June 10–21 - [Your Name]
Dear [Manager's Name],
I am writing to request vacation leave from June 10 to June 21. I will ensure all current reports are completed before my vacation and will hand over ongoing client calls to [name of coworker].
Please confirm receipt of this request. Thank you in advance.
Best regards,
[Your Name]
Subject: Annual leave application - [Your Name]
Dear [Manager's Name],
I hope this message finds you well. I am writing to request my remaining 25 days of annual leave, as I am planning a family trip to Latin America. I would like to request this leave from [Start Date] to [End Date].
I have appointed [Team Member’s Name] to take over my responsibilities from our current biggest project, because he/she is well-acquainted with the role. I am also gathering all essential guidance required for the project to ensure a smooth workflow during my absence.
I kindly ask you to consider my leave application. During my leave, you can reach me via email at [Email Address] and by phone at [Contact Number] should any urgent matter arise.
Thank you for your time and consideration.
Yours sincerely,
[Your Name]
Subject: Time off for studying/exams- [Your Name]
Dear [Manager's Name],
I am currently attending [degree/course], and on [Date] I have to undergo an examination. Therefore, I am writing to request a day off to ensure I am prepared and can attend the exam.
I have taken care of all crucial tasks in advance, and [Coworker’s name] is available to attend any urgent matters.
Thank you for understanding and for supporting my professional improvement.
Best regards,
[Your Name]
Subject: Extended leave - [Your Name]
Dear [Manager's Name],
I am writing to formally request an extended leave of absence, as discussed previously, from [start date] to [end date] due to [personal reasons/family matters/extended travel plans].
I understand that this is a long period of time, and I am fully committed to supporting a smooth transition before I leave.
I have put together a comprehensive handover plan and am available to provide training to the team member(s) covering my responsibilities.
Please let me know if you want to set up a meeting to discuss further details.
Thank you for your time and consideration.
Sincerely,
[Your Name]
Is it mandatory to include supporting documents with my leave application letter?
It depends on the type of leave you’re requesting. For example, in case you’re asking for sick leave, you can attach the medical report or doctor’s prescription.
Why is it important to write a leave request email?
The four crucial aspects regarding the importance of writing a leave request letter/email are the following:
Conclusion
Writing a leave request email should not be difficult. Follow a simple formula: clear and concise subject, polite greeting, clear purpose, and dates. Provide extra details such as who will be your backup, add a formal greeting, and proofread your email before sending.
By writing a well-crafted and professional leave request email, you can enhance your chances of receiving a prompt approval from your manager.
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