How to Write a Leave Request Email

Taking time off at work can sometimes be a source of stress and worry, but it's essential. If you plan your leave carefully to minimize the impact on your manager, your chances of having your leave request approved will be higher. When writing a leave request email, be direct, polite, and provide a valid reason for your time off. Whether it's for a vacation or personal matters, you can request leave confidently by being courteous and considerate of how your absence may affect the workplace.

Review your company's leave policy. Check the employee handbook or ask your manager about the leave policies at your workplace. Find out how many days off you are entitled to, how they accumulate, and whether you're eligible for paid leave.

• Your tenure might also influence how many days off you're allowed and when you can take them.
• If you're a new employee, verify whether you're eligible for leave yet. For new hires, taking leave might be a bit tricky, and your manager might not be too eager to approve it right away.

Plan your time off during a suitable period. It will be much easier to get approval for time off when you're not in the middle of an important project or facing a looming deadline. If your company has a particularly busy season, it’s best to avoid requesting time off during those times.

• If you absolutely must take time off during a busy period due to an unexpected emergency or an unmissable opportunity, make sure to provide a convincing explanation in your time-off request.
• If possible, ask if anyone else is considering time off during the period you're aiming for. In smaller teams, getting approval for your request may be more challenging due to fewer staff available.
• If your leave is approved, gently remind your coworkers about your absence about a week before your planned time off.

Submit your time-off request at least two weeks in advance. It's important to submit your request at least two weeks before your intended leave. Generally, the earlier you give notice, the more likely your request will be approved. Letting your manager know in advance—whether it’s a few weeks or even a month—allows your workplace to plan for your absence.

• The longer you intend to be away, the sooner you should notify your manager. For short leave, two weeks' notice should suffice. However, if you'll be gone for a week or more, it's best to inform your manager at least a month ahead.

Complete as many tasks as possible before taking time off. If you still have ongoing work and responsibilities during your time off, try to finish as many of them as you can beforehand. Ensuring your absence won’t create a major burden for your colleagues will be highly appreciated, and it will make it easier for your manager to approve your leave.

• If you can't finish your duties before taking leave, arrange with colleagues to cover for you. Make sure they are clear on what tasks need to be completed and provide them with your contact information in case they need assistance.

Include your time-off request in the subject line of your email. You want your manager to immediately understand your request without even having to open the email. Specifically, make sure to mention that you're requesting time off and indicate the dates you're planning to be away in the subject line.

• For example, the subject line could read: "Nguyễn Phong requests time off from 10/10/2020 to 10/25/2020."

Start with a friendly greeting. Address your manager by name and include a polite greeting. Although it might seem unnecessary or trivial, this adds a warm tone to your email and enhances its professionalism.

• Your greeting doesn’t need to be extravagant. Simple phrases like "Hello Ms. Hoa", "Hi Mr. Quân", or "Dear Mr. Tuấn" will work perfectly fine.
• Be mindful of your manager's title preferences. If your workplace typically uses formal titles, avoid using only their first name in the greeting. Similarly, if your manager holds a title such as doctor, professor, or judge, it’s respectful to include this in the salutation.

State the dates of your time off. Even if you have already mentioned your desired leave dates in the subject line, it’s important to reiterate them in the first line of your email. This should be phrased as a request.

• For example, you could write: "I would like to request time off from Wednesday, October 10th to Thursday, October 25th."

Explain why you're requesting time off. After stating your desired leave dates, immediately provide the reason for your request. Be honest about why you need the time off, even if you think your reason might not be well received. Lying could have serious consequences and make it harder to request time off in the future.

• For instance, you might write: "The reason I’m requesting leave is that my family is planning a trip to Nha Trang."
• If your leave request is due to an emergency or unexpected event, make sure to emphasize this in your explanation. Funerals, health issues, or unexpected weddings are examples of events that may require last-minute leave approval.

Assure your manager that you’ve planned for your absence. Let your manager know that you've carefully considered how your absence will affect the workplace. If you need to arrange someone to take over your responsibilities or if ongoing projects or clients require your attention, explain in detail how you'll handle these issues. The more you ease your manager’s workload, the more likely they will be to approve your request.

• For example, you could write: "I assure you that I’ve made arrangements for my tasks during my absence. I’ve asked Chi to handle my client interactions, and I’ve completed all necessary paperwork that needs attention while I’m away."
• An additional suggestion is to provide your manager with a way to contact you while you’re on leave. If you're unable or unwilling to provide a phone number or email during your time off, make sure to mention this in your request.

End the email with a polite note. In the closing lines of your email, ask whether your leave request seems reasonable to your manager. Additionally, express gratitude before signing off. This keeps the tone both friendly and professional, just like your opening greeting.

• For example, your closing could read: "Does this leave request seem reasonable to you? Thank you, Mr. Thành."

How to make the most of your time off:

• Set personal goals for what you want to learn or accomplish in the next six months. Having goals to look forward to can provide extra motivation during your first month back at work after a long vacation.
• Use your time off to reflect on your career. Ask yourself where you want to go and whether your current role is getting you closer to that destination. Then, brainstorm additional work opportunities that could help you reach your long-term goals.
• If you’re satisfied with your workplace but not thrilled with the specific role you're in, consider discussing with your manager the possibility of transitioning to a different role within the company before returning to work.