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Whether you're chasing the sun or exploring a new destination, we believe that planning a vacation is one of the most rewarding things to do (before the departure!).

But are you worried that your boss might not approve? Our guide on how to request time off via email is here to help you.

The most effective vacation request emails follow a well-defined structure. It's essential to include all necessary information, clearly explain the reason for the request, and choose the right time to send it.

While we can't help with the timing, we can definitely support you with the first two aspects. That's exactly why you're here, right?

If you're in a hurry, take a quick look at our vacation request email templates. After reviewing these examples, we'll guide you step by step in crafting a formal vacation request, explaining how to structure it effectively.

Finally, we'll give you some useful tips to increase your chances of getting approval.

What are Vacation Request Emails?

Vacation request emails are essential in the workplace. You can't just take time off whenever you want; you need to submit a request to your manager, explain the reason, and ensure that your absence doesn't disrupt the team.

Even though it may seem complicated, these requests follow a well-defined professional structure, making them fairly simple to write and replicate. Once you've written one, it will be much easier to do so in the future.

Following the correct format will give you the best chance of getting approval. Check out our vacation request templates below!

Vacation Request Email Samples

Vacation request emails can be categorised into several main types, including planned annual leave requests and short-notice requests.

Here you'll find 4 examples of vacation request emails that demonstrate how to follow the appropriate format. And if you don't feel like creating your own, you can simply copy and paste them.

Annual Leave Request Email

Subject: Annual Leave Request

Dear [Name],

I hope this message finds you well.I am writing to request my annual leave. I would like to take time off from [start date] to [end date]. During my absence, I have arranged for [colleague's name] to cover my responsibilities and they can be reached at [colleague's email address].

If there are any tasks or instructions I need to take care of before my departure, please let me know.Thank you for your attention and support.

Best regards, [Your Name]

Short-Notice Vacation Request Email

Subject: Short-Notice Vacation Request

Dear [Name],

I hope this message finds you well.I am writing to request a short-notice vacation from [start date] to [end date].Due to [reason], I need to take this time off on such short notice. I understand this might cause some inconvenience, but [explain the importance or urgency of the request].

I have already spoken with [colleague's/manager's name], who has kindly agreed to cover my responsibilities during my absence. I will ensure that all pending tasks are completed before I leave.

Please let me know if this request can be approved and if there are any specific procedures or forms I need to complete.Thank you for your attention and understanding.

Best regards, [Your Name]

Email Request for Extended Leave

Subject: Request for Vacation Extension

Dear [Name],I hope this message finds you well.

I would like to discuss the possibility of extending my vacation period. So far, I've enjoyed my time off, but I feel that one week isn't enough to fully rest and to attend to some personal matters that require my attention.

I understand this may cause some disruption at work, but I assure you that I have taken steps to ensure my absence does not negatively affect the team. I have prepared a detailed plan and delegated my tasks to trusted colleagues who will handle my responsibilities.

I kindly request an extension of [number of days/weeks], from [start date] to [end date]. I am confident that this additional time will allow me to return to work rested and even more productive.

Thank you for considering my request. I am available to discuss any concerns or alternative solutions that may arise from this extension.

Best regards, [Your Name]

Email Request for Family Vacation

Subject: Request for Vacation Leave for Family Trip

Dear [Name],I hope this message finds you well.

I am writing to request leave for a family vacation. The dates I have planned for the trip are from [start date] to [end date]. I understand the importance of my presence at work and will ensure that all pending tasks are completed or delegated to a colleague before my departure.

Please let me know if this vacation request can be approved and if there are any specific procedures or forms to follow. If you need any further information, feel free to ask.

Thank you for your attention.

Best regards, [Your Name]

Expert Guide on How to Write a Vacation Request Email

If you've read the previous examples, you already have a great starting point for writing effective vacation request emails. In this section, we will guide you through the format, process, and key principles to create vacation requests with a good chance of being approved.

The key to writing a compelling vacation request lies in recognizing the balance between your need for time off and the company's needs. Your boss is not obligated to grant your request; it's your responsibility to present a strong reason that will lead them to do so.

How to do it? Follow this Structure:

Describe your vacation request: Clearly state the dates and times for the period you wish to take off.
Provide a reason for your request: Give a concise explanation of why you are requesting the time off.
Acknowledge the impact on the team and explain how you will minimise it: Show awareness of the effect your absence might have and outline the steps you’ve taken to reduce disruptions.
Express gratitude: Thank your boss for considering your request.
Include a deadline: Specify when you need a response by.

To further simplify writing vacation request emails, we’ve broken down the structure into three sections:

Email Subject: It should be clear and direct.
Email Body: Includes all the details, following the points listed above.
Approval and Next Steps: Specify what you expect as a response and whether there are any additional steps to follow.

Subject of the Vacation Request Email

The subject of the email will be the first thing your supervisor sees, so make sure it's clear and reflects your request.

We suggest including essential details such as your name, the dates, and the reason for the request.

Here are some examples of subjects that might be helpful to you:

Request for vacation days (specify dates)
Vacation request (include dates)
I would like to book a vacation (include dates)
Urgent request for leave
Is it possible to request vacation time?
Apologies for the short notice: can I book a vacation?
Short notice vacation request
Notification of vacation for family reasons

Copy of the Vacation Request Email Body

Vacation requests follow a tried-and-true structure and a predictable format, easy to follow once you are familiar with it. This approach is designed to reflect how a supervisor assesses things: it must be logical, straightforward, and devoid of creativity. In this case, the goal is not to impress but to obtain approval.

Vacation request emails serve a single purpose (to get approval for your time off), but this doesn't guarantee that your boss will say yes. Some might take time to consider before giving their consent, so it's important to provide all the necessary information.

Follow the following structure to prepare your request.

Detail your vacation request (specify dates and times):
"I would like to request vacation from (insert dates). I have already checked my vacation balance, and I have enough days to cover this period."
Briefly state the reason for your request:
"I am requesting this time off for (briefly explain the reason)."
Acknowledge the impact on the team and explain how you plan to manage it:
"I am aware that my absence could affect the team, but I have already arranged coverage during my absence. Ongoing projects should not be impacted."
Express appreciation for considering your request:
"Thank you for considering my vacation request, and I hope you can approve it!"

Approval and Next Steps for the Vacation Request

Your vacation request is almost ready to be sent, but it's important to include a call-to-action (CTA) to prompt a timely response. This helps prevent your email from lingering in your supervisor's inbox. Here's how to add a CTA and, if necessary, a deadline.

Include a deadline to get a prompt response:
"I hope to confirm my vacation by the end of this week, so it would be very helpful if you could let me know by Friday."

Don't forget the essential details:

Sign with your full name
Include your contact information (email, phone, if necessary)
Add any other information required by the company

Before pressing "Send," make sure to review everything carefully.

Here's a quick checklist to follow:

Are all the details accurate (dates, reasons, impact on the team)?
Have you included a reasonable deadline for receiving a response?
Are your contact details and signature included?
Is the email clear and professional?

Once everything is checked, you're ready to send your request!

Suggestions for Vacation Request Emails

The best managers will read your vacation requests and responses without delay. The less attentive ones, however, might ignore, delete, or even deny having received your email.

How does yours behave?

Managers are often under pressure, and your vacation request might not be a priority for them, even if it is for you. If you're worried that your email might be overlooked, here are some tips to get the attention you want.

Start with a clear and strong subject line: Make it immediately clear what you want. Use a confident tone and ensure that your request does not go unnoticed. The same goes for the beginning of the email: state the dates when you'd like to take vacation right away, so your boss can quickly check if they are manageable.
Reduce anxiety for the team: Some managers tend to reject vacation requests because they fear the absence might harm the work. Help them feel at ease by planning ahead. Arrange coverage for your duties and include all the details in your email. It will be harder to refuse a well-organised request.
Be flexible: Sometimes there are valid reasons why a vacation request cannot be approved. Maintaining some flexibility in the dates or arrangements will allow you to negotiate and increase the chances of a positive outcome, even if you don't get everything you want.
Take care with your email: Even if you're used to writing precise emails, it's always a good idea to do a final read-through. Check the grammar, spelling, and read carefully before sending. A well-written, professional email is more likely to receive a quick and favourable response.
Useful tools to improve your emails: If you find it difficult to find the right words, you can always rely on AI tools like Merel.ai.

By using this platform you can save your time and ensure your message is clear and professional, improving the likelihood of getting your vacation approved.

So, Merel.ai can generate grammatically correct and well-structured messages on any topic, including vacation requests.

Try it and see how helpful it can be!

Wrapping Up

Vacations are essential for our well-being in today’s hectic daily life. They provide the perfect opportunity to rest, relax, recharge, and do all those activities we can't pursue during work hours

To increase the chances that your boss approves your dates, it's essential to write a professional vacation request email. Following a standard format and including all the necessary information makes the process easier for your manager. Ensure that your request is clear and persuasive, showing confidence when asking for the desired time off.

Once you get the green light, book your flights, pack your bags, and enjoy your well-deserved relaxation!

About Merel.ai

Merel.ai helps and empowers forward-thinking SME businesses with AI solutions, tackling workforce constraints, fuelling consistent growth, outperforming competitors, managing costs, exceeding customer demands, and navigating scalable success.

Requesting vacation time? Plan your getaway by using these email templates