A vacation request email is a written communication sent by an employee to their supervisor or manager requesting time off from work for a specific period. This email typically includes the dates of the vacation, the reason for the time off, and any relevant details that may impact the team or company during the employee's absence.
In the following lines, we will expand on the importance, tips, and best practices of writing effective vacation request emails that get approved. And when you need support, we offer ten samples you can use anytime in a wide range of cases.
Vacation request emails serve several key purposes:
To write a vacation request email, follow these steps:
Craft a clear and concise subject line that indicates the purpose of the email. In case you need more email salutation, we have a long list.
Examples:
Begin the email with a polite and professional salutation, addressing your supervisor or manager by their name
Examples:
State your intention to request vacation time, specifying the dates you wish to take off.
Examples:
I'm writing this letter to request vacation leave from Monday (July 10th) through Friday (July 14th).
I'd like to request time off from August 1st to 10th for a family trip.
Briefly explain the reason for your vacation request, whether it's for relaxation, personal matters, or travel.
Example:
I'm requesting the leave because I plan to spend quality time with my family and visit Florence.
Outline your plan for handling your responsibilities while you're away, including any colleagues who have agreed to cover your work, or suggest a time for discussing a coverage plan.
Example:
I have already spoken to [Colleague's Name], who has agreed to cover my responsibilities during this period.
If you'll be reachable during your vacation, provide your contact information and the best times to reach you.
Example:
If you have any questions or urgent matters, please contact me at robert@company.co or by phone at 1-555-777-1234. Note that I will not be able to check my email regularly while I am away, but I may be reached at my cell phone number.
Thank your supervisor or manager for considering your request and sign off with a professional closing.
Examples:
Best regards
John
Sincerely,
Julie
Now that you know what the steps are to write a vacation email like a pro, here are some additional tips to boost the approval rate for your requests:
Best practice
You can use a vacation calendar tool to ensure that you're aware of who is away and when, and if there are two or more employees from your team that you're usually backing, we do recommend booking a different period.
A tool valuable to professionals
LeaveBoard provides Vacation tracking software that helps small and mid-sized businesses optimize their processes using automation, simplicity, and with affordable prices. Eliminate the repetitive tasks required to update Excel sheets, answer emails, update calendars, calculate allowances, and check with managers if employees can go on vacation.
Below are vacation request emails for various reasons, periods, and circumstances. We also offer samples on how to submit a cancellation request, a follow-up email for submission if you have not received any reply yet, and an extension for your exceptional circumstances. Additionally, we have some templates you can use if you're the manager looking to approve or decline with a reason for your direct reports' submissions.
Subject: Vacation Request: Aug 1-10
Dear [Manager's Name],
I'd like to request time off from August 1st to 10th for a family trip. While I'm away, [Colleague's Name] has agreed to cover my duties. Please let me know if there's any additional information you need.
Best,
[Your Name]
Subject: Vacation Request: September 15-25
Dear [Manager's Name],
I am writing to formally request vacation time from September 15th to 25th for my wedding and honeymoon. I will ensure that all my tasks are up to date and will coordinate with my team for coverage during my absence. Please let me know if you require any further information.
Sincerely,
[Your Name]
___
Related: How to write formal emails?
Subject: Vacation Request: June 20-24
Dear [Manager's Name],
I would like to request vacation from June 20th to 24th. I will work with my colleagues to ensure all my tasks are covered during my absence. Thank you for considering my request.
Best regards,
[Your Name]
Subject: Vacation Request: July 7
Dear [Manager's Name],
I am requesting a day off on July 7th for a personal appointment. I will ensure that my work is up to date and will coordinate with my team to cover any immediate tasks. Thank you for your understanding.
Best,
[Your Name]
___
Related: How to write request emails?
Subject: Reminder: Vacation Request for October 10-20
Dear [Manager's Name],
I wanted to remind you of my vacation request from October 10th to 20th, submitted on [Date of Original Request].
Please let me know if you need any additional information or need me to make any adjustments. Thank you for your attention to this matter.
Best regards,
[Your Name]
___
Related: Discover 12 examples of email reminders, plus tips about writing them like a professional.
Subject: Vacation Extension Request: Nov 5-10
Dear [Manager's Name],
Due to unforeseen circumstances, I need to extend my vacation from November 5th to 10th. I have already spoken to [Colleague's Name], who has agreed to cover my responsibilities during this period. I apologize for any inconvenience this may cause and am happy to discuss further if needed.
Sincerely,
[Your Name]
Subject: Request to Carry Over Remaining Vacation Days to Next Year
Dear [Manager's Name],
I have [number] remaining vacation days this year, and I would like to request to carry them over to the following calendar year. I understand this is subject to company policy and your approval. Please let me know if this is possible or if there are any additional steps I need to take.
Best regards,
[Your Name]
___
Unsure how to reply to emails? We do provide essential advice, tips and examples.
Subject: Canceling Vacation Request: December 1-10
Dear [Manager's Name],
I regret to inform you that I need to cancel my vacation request for December 1st to 10th due to a change in personal circumstances. I will be available to work during that time and will ensure all my tasks are completed as usual. I apologize for any inconvenience this may cause and appreciate your understanding.
Sincerely,
[Your Name]
If you are a manager and have some direct reports submitting annual leave, or vacation requests, find below a sample email you can reply to if you approve their request.
Subject: Vacation Request Approved
Dear [Employee Name],
I am writing to inform you that your vacation request has been approved. I understand that you have requested time off from [Start Date] to [End Date] for your upcoming vacation.
I am pleased to inform you that your request has been approved, and you may take time off as requested. Please ensure that all your work is completed before you leave and that you have arranged for someone to cover your responsibilities while you are away.
I hope you have a wonderful vacation and return to work feeling refreshed and rejuvenated. If you have any questions or concerns, please do not hesitate to contact me.
Best regards,
[Your Name]
___
Find out 23 additional business email templates.
There are moments when it is not possible to approve all the requests of your coworkers. As a manager, you must ensure continuity within your team, the projects advancing, and the business goals advancing progressively.
There are many reasons why an employer may need to cancel an employee's vacation request. Here are some of the most common reasons: business needs, staffing issues, employee performance, budget constraints, customer demands, employee misconduct, unforeseen circumstances, lack of coverage, or legal requirements.
Subject: Vacation Request Denied
Dear [Employee Name],
I am writing to inform you that your vacation request has been denied. I understand you have requested time off from [Start Date] to [End Date] for your upcoming vacation.
Unfortunately, due to [reason for denial], we cannot approve your request at this time. I understand this may be disappointing news, but we need all hands on deck during this period.
I encourage you to reschedule your vacation for a later date when it is more convenient for the team. Please let me know if you have any questions or concerns.
Thank you for your understanding.
Best regards,
[Your Name]
Conclusion
We hope your knowledge and understanding of how to deal with vacation requests have been boosted with new insights, best practices, and ways to write yours.
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