Buzz
Feeling the need for a break? Whether it's an unexpected event or a planned vacation, asking for time off might be simpler than you think. In today's work environment, sending a text message can help you get the rest you deserve. Keep reading for our full list of tips and examples on how to request leave via text.
Steps
Draft Your Message Carefully Before Sending
Ensure your request is clear and free of typos. When sending a leave request to your superior, the message should be respectful and not appear rushed. The more thoughtful your message is, the more your boss will appreciate the respect you show for their time and work. Here’s a standard message format example:
- Start with a greeting and a clear request. For example, “Hello Ms. Hanh, I would like to request leave on Monday, January 31st.”
- If it’s a last-minute request, be firm but apologetic. For example, “Sorry, I won’t be able to come in today.”
- Clarify whether the leave is paid or unpaid. For example, “I would like to request 8 hours of paid leave,” or “I plan to take unpaid leave during this time.”
- End with a thank-you. For example, “Thank you so much!” or, if the leave is sudden, “Thank you for your understanding.”
Show Confidence When Requesting Time Off via Text
Be straightforward in asserting your right to time off. When requesting leave, it’s often better to simply inform your boss that you need time off rather than asking for permission. The more decisive you are, the less likely your supervisor is to reject your request. As long as you follow company policies, they won’t be able to refuse.
- For example, “Hello Ms. Lan, I’m sorry but I’m sick and won’t be able to come to the office today.” or “Hello Mr. Thanh, I would like to request paid leave for March 3rd.”
- Keep in mind that your boss might not approve if someone else has already requested the same day off, or if you’ve recently taken too many leave days.
Keep Your Message Short and Concise
Avoid over-explaining why you need time off. Contrary to what many people believe, the more details you give about why you need leave, the more likely your boss might become suspicious. Additionally, you have the right to keep some privacy. Keep your request as simple as possible.
- For example, if you need time off to attend a concert in another city, just say “I need to leave the city on that day.”
- If you're requesting sick leave unexpectedly, you don’t need to explain your exact symptoms. Simply say “I woke up feeling unwell” or “I have a cold.”
- However, if you’re experiencing symptoms that may require extended leave, let your boss know that you might need more than one day off.
Be Honest About Sudden Reasons for Needing Time Off
You have the right to take time off for unexpected emergencies. If something urgent arises with you or your family, be honest and let your supervisor know that you need to handle a critical situation. Similarly, if you need time off for mental, physical, or emotional health reasons, be truthful rather than coming up with an excuse. Usually, your boss will understand if you emphasize that you genuinely need the time off.
- For example, "I can't come to work today. My family is dealing with an emergency," or "I'm not feeling well mentally today, so I need to stay home."
- While it's okay to ask for time off when you are truly unable to work, don't misuse this reason, especially if you haven’t used any paid or sick days yet.
Avoid making excuses if you don't have a valid reason.
Tell your supervisor that you need time off for "personal reasons". If you need a day off but don’t have a legitimate reason, don’t pretend to be sick or make up an emergency. A fabricated story might risk you getting caught in a lie. Instead, send a brief message to your supervisor explaining that you can’t come in.
- For example, if you want a day off to go to the beach, don’t say, "I have the flu." This message will unnecessarily cause worry.
- Instead, keep it short and polite, saying, "I need to take a day off for personal reasons. I’m sorry, I will return to work tomorrow."
- You can use "personal reasons" as an explanation if you need the time off for mental health but are worried that your supervisor may not be sympathetic.
Offer to make up for the time later.
Show that you value your work. Depending on your job, you may be able to negotiate with your supervisor to make up the time when you return. This way, even if your boss declines your offer, they will see that you don’t take time off for granted.
- Depending on the nature of your work, you might cover someone else's shift, work overtime, or do additional hours outside your regular working time.
- For example, "Thank you for allowing me the time off. If needed, I can work overtime when I return."
- Another option is to ask if there’s any work you can do outside of office hours. For example, "Is there anything I can do that doesn’t require coming to the office?"
Let your boss know that you can work from home
Inform your manager that they can contact you via email or text message. If you're on paid sick leave, you might still be able to work from home. Let your superior know they can reach out to you if there's an emergency or if they have any questions. This gesture is considerate, especially if you've caused an unexpected disruption, and it shows you're not taking advantage of the situation.
- Example: “I’ll be working from home today, but feel free to text or email me if you need anything.”
- You should only make this offer if you're still being paid for the day off. If you're on unpaid leave or using vacation days, you're not obligated to work.
- However, offering this could be a polite move if you're feeling guilty about taking time off and want to maintain your professional credibility.
Request multiple days off if you're unsure how long you'll need to recover
Provide an estimated timeframe for your sick leave or emergency absence. If you're taking sick leave, you might need several days off. In this case, inform your manager that you're unsure of the exact length of your leave, but give them an estimated timeline and assure them you will keep them updated.
- Typically, if you take a day off today, you'll probably need the following day off too.
- Example: “I’ve caught the flu. To be safe, I won’t be at the office today or tomorrow. I’ll update you tomorrow on my condition.”
Send messages during working hours
Avoid disturbing your boss during the night or on weekends. When sending a request for leave, it's best to treat it as a work-related matter. In other words, avoid raising issues outside working hours when your boss might be enjoying their personal time. Show consideration by messaging them within office hours.
- This changes slightly if you suddenly feel the need to take a day off first thing in the morning. In this case, try to send your message as soon as possible.
- However, if you're able to wait for approval, like asking for time off in advance, send your request during business hours.
Ask for leave as early as possible
Notify your superior weeks or months in advance, if possible. If you're planning to take time off, inform your boss as soon as you've made your decision. They will be more likely to accept your request if they have time to make arrangements for your absence.
- This is especially crucial if you're new to the job or if you're requesting time off during a busy period, such as the holidays.
- If you're taking an unexpected sick leave, let your boss know as soon as you wake up and decide not to go to work.
- Check if your workplace has any specific leave request procedures. Your boss might ask you to follow certain protocols and timelines for time off.
Be prepared for your request to be denied
Have a backup plan or be ready to negotiate. There's a chance your boss might not approve your leave request. If the reason is that you're asking for time off during a busy period or if someone else has already requested the same days off, you can negotiate. If it's because you're asking for an extended leave, you can also find a compromise.
- If your plans are flexible, such as not having booked flights yet, you can request different dates.
- If your boss says your leave is too long, you might be able to adjust it to a shorter period.
- If you work in a field where someone can substitute for you, ask a colleague if they can cover your shift.
