Vacation Request Email Template
Asking for vacation time by email can be difficult. You don’t want to come across as lacking passion for the environment. Or your work. But at the same time, you want to make sure your manager knows that you need a little break.
In this short writeup we’re going to cover what you need to know about writing an effective vacation request email, what should go inside your email, a simple template to use for writing your own, and tips you should know before writing your own.
Let’s jump right in!
Before You Send Your Email
Before you send your email, here are a few things you should consider:
- Is it the right time to request vacation time? If you’re involved in a major project or have a significant amount of work on your plate, it might not be a great time to ask for vacation time, unless it is weeks or months from the date of your email.
- Did you fill out a Employee Time-Off Request Form? Some companies want you to fill out a form that tells your employer or HR team the exact dates you’re requesting off and the reason for doing so. This form includes the current date, your signature, and your printed name. In addition, your employer may approve or deny your request with this form. Be sure your company doesn’t require you to submit one of these forms before you send your email. If you aren't certain, contact one of the professionals on your Human Resources team asking about your vacation policies and requirements for requesting time off.
- Make sure your last vacation wasn’t too recent. It could look poorly upon you as an employee if your last vacation was a few weeks ago. Try to schedule your vacations with enough time apart so you don’t appear to have lost interest in your work.
What Your Email Should Say
When writing your email, consider the perspective of the manager. Do they have a significant amount of work that needs to get done? Are you behind on your work? Is your requested time going to be a good time for the business? Think through these factors before you send your email. This could impact the perception your manager has on you and whether or not they approve the request.
Here are a few things your email should say:
- The reason why you want time off. Like regular vacation time, a wedding, visiting family.
- The specific dates you have in mind. Be sure this is bold and clear.
- Ask whether or not this will be a good time to take a vacation. If you aren’t sure whether or not this is a good time to take a vacation, ask your manager in this email.
- Be sure you mention you filled out an Employee Time-Off Request Form if your company requires it.
Vacation or Time-Off Request Email Template
Here is a simple template and sample you can use as a reference to write your own vacation request email.
Dear Josh —
My family recently decided they wanted to have a reunion this summer. And I’m wondering if I might be able to take a few days off to go visit them.
The reunion is July 1st through July 7th of this year.
Would this be a good time to take a vacation? If so, I’d love to make sure our Human Resources department is aware of it and I would gladly communicate my vacation dates to them upon your approval.
Thank you so much Josh,
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