Taking a day off work requires clear communication with your manager. Whether for health reasons, family needs, or personal time, how you ask can make all the difference in getting your request approved without any issues.
A well-written leave request email shows professionalism and consideration for your workplace. It helps your manager plan around your absence and ensures your responsibilities are covered while you’re away. Below are 15 email templates you can use or adapt for various situations when you need to request a single day off from work.
Leave Request Email Samples
These email samples cover many reasons you might need a day off. Use them as they are or change them to fit your needs.
1. Basic One-Day Leave Request
Subject: Request for One-Day Leave on [Date]
Dear [Manager’s Name],
I would like to request a one-day leave on [specific date]. I have completed all my pending tasks and have also briefed [colleague’s name] about the ongoing projects.
Please let me know if you need any additional information from my side before approving this request.
Thank you for your consideration.
Best regards, [Your Name] [Your Position] [Your Department] [Your Contact Information]
2. Medical Appointment Leave Request
Subject: Leave Request for Medical Appointment on [Date]
Hello [Manager’s Name],
I am writing to request a day off on [date] as I have a medical appointment scheduled that cannot be moved to after work hours. The appointment will take up most of the morning, and considering travel time, I believe taking the full day would be most practical.
I have already updated our team calendar and discussed with [colleague’s name] who has agreed to cover any urgent matters that might come up during my absence.
Thank you for your understanding.
Warm regards, [Your Name] [Your Position] [Your Department] [Your Contact Number]
3. Family Emergency Leave Request
Subject: Urgent Leave Request for Tomorrow – Family Emergency
Dear [Manager’s Name],
I need to request an emergency leave for tomorrow, [date], due to a sudden family situation that requires my attention. I apologize for the short notice.
I have spoken with [colleague’s name] who has kindly agreed to handle my responsibilities for tomorrow. I will also be available on my phone if there are any questions about ongoing work.
I expect to return to work the following day. Thank you for your understanding during this time.
Regards, [Your Name] [Your Job Title] [Your Department] [Your Email and Phone Number]
4. Personal Day for Mental Health
Subject: Request for Personal Day – [Date]
Dear [Manager’s Name],
I would like to request a personal day off on [date] to focus on my wellbeing. Taking this day will help me recharge and return to work with fresh energy and focus.
All my current projects are on schedule, and I’ve made arrangements with [colleague’s name] to cover any urgent matters that might arise during my absence.
Thank you for considering my request. I look forward to your response.
Kind regards, [Your Name] [Your Title] [Your Team/Department] [Your Contact Details]
5. Religious Holiday Leave Request
Subject: Leave Request for Religious Holiday – [Date]
Dear [Manager’s Name],
I am writing to request a day off on [date] to observe [name of religious holiday], which is an important day in my faith.
I have completed all urgent tasks ahead of time and have briefed [colleague’s name] about ongoing projects. I will make sure to check emails in the evening to address anything urgent.
Thank you for your consideration of this request.
Respectfully, [Your Name] [Your Position] [Department] [Contact Information]
6. Home Emergency Leave Request
Subject: Emergency Leave Request for [Date] – Home Repair
Dear [Manager’s Name],
I need to request an emergency day off tomorrow, [date], due to a sudden plumbing issue at my home that requires immediate attention. The repair company can only come tomorrow, and someone needs to be present during the repairs.
I have already informed my team and handed over my current tasks to [colleague’s name]. I will be checking my emails throughout the day and can join any critical calls if needed.
I appreciate your understanding in this matter.
Thanks and regards, [Your Name] [Your Designation] [Department Name] [Contact Details]
7. Leave for Child’s School Event
Subject: Leave Request for Attending School Event on [Date]
Dear [Manager’s Name],
I am writing to request a day off on [date] to attend an important event at my child’s school. As a parent, my presence at this event means a lot to my child.
I have planned my work schedule accordingly and have completed all time-sensitive tasks ahead of time. [Colleague’s name] will be covering for me and is fully briefed on all ongoing projects.
Thank you for your consideration.
Best wishes, [Your Name] [Your Job Title] [Department] [Contact Information]
8. Leave for Moving Day
Subject: Leave Request for Moving Day – [Date]
Hi [Manager’s Name],
I am moving to a new apartment on [date] and would like to request that day off to manage the moving process. The movers are scheduled for the morning, and I will need to be present throughout the day.
I have already completed my tasks due this week and have briefed [colleague’s name] about anything that might need attention during my absence.
Thank you for considering my request.
Best, [Your Name] [Job Title] [Department] [Your Email and Phone Number]
9. Leave for Visa/Immigration Appointment
Subject: Leave Request for Immigration Appointment – [Date]
Dear [Manager’s Name],
I would like to request a day off on [date] as I have a scheduled appointment at the immigration office regarding my visa status. These appointments are allocated by the immigration department and cannot be rescheduled easily.
I have arranged for [colleague’s name] to cover my duties for the day, and I’ve completed all urgent tasks ahead of time.
Thank you for your understanding and support.
Regards, [Your Full Name] [Position] [Department] [Contact Information]
10. Leave for Anniversary or Special Occasion
Subject: Leave Request for [Date] – Wedding Anniversary
Dear [Manager’s Name],
I would like to request a day off on [date] to celebrate my wedding anniversary. This is a special milestone for me and my spouse, and we have planned to spend the day together.
I have planned my workload accordingly and have completed all pending tasks. [Colleague’s name] is aware of my absence and will handle any urgent matters that may arise.
Thank you for considering my request.
Warm regards, [Your Name] [Designation] [Department] [Contact Details]
11. Leave for Graduation Ceremony
Subject: Leave Request for Attending Graduation Ceremony – [Date]
Dear [Manager’s Name],
I am writing to request a day off on [date] to attend my [relation’s] graduation ceremony. This is an important milestone, and my presence would mean a lot to them.
I have already discussed this with my team and [colleague’s name] has agreed to cover my responsibilities for the day. All current projects are on track, and I have completed the tasks due this week.
Thank you for your consideration.
Kind regards, [Your Name] [Your Position] [Department] [Contact Information]
12. Leave for Car Repair or Maintenance
Subject: Leave Request for Vehicle Maintenance – [Date]
Dear [Manager’s Name],
I would like to request a day off on [date] as my car needs urgent maintenance. The service center has given me this specific date, and the process will take most of the day.
I have already briefed [colleague’s name] about my ongoing tasks, and they will handle any urgent matters during my absence. I have also completed all time-sensitive work ahead of schedule.
Thank you for your understanding.
Best regards, [Your Name] [Job Title] [Department] [Contact Details]
13. Leave for Blood Donation
Subject: Leave Request for Blood Donation – [Date]
Dear [Manager’s Name],
I am writing to request a day off on [date] as I have scheduled to donate blood at [name of blood bank/hospital]. After donation, rest is advised, which is why I am requesting the full day off.
I have already completed my urgent tasks and have briefed [colleague’s name] who will cover for me during my absence.
Thank you for your support in this matter.
Best regards, [Your Name] [Your Title] [Department] [Contact Information]
14. Leave for Court Appearance
Subject: Leave Request for Court Appearance – [Date]
Dear [Manager’s Name],
I need to request a day off on [date] as I have been called to appear in court as a [witness/juror/other reason]. My presence is legally required, and I cannot reschedule this obligation.
I have prepared a detailed handover note for [colleague’s name] who will be handling my tasks during my absence. All current projects are up to date, and I do not foresee any issues arising during my time away.
Thank you for your understanding in this matter.
Regards, [Your Name] [Position] [Department] [Contact Information]
15. Leave for Professional Exam
Subject: Leave Request for Professional Examination – [Date]
Dear [Manager’s Name],
I would like to request a day off on [date] to take my [name of professional exam]. This qualification is relevant to my role and will help me grow professionally within the company.
I have planned my work schedule accordingly and have handed over critical tasks to [colleague’s name]. They are fully briefed and will manage any urgent matters that may arise.
Thank you for your support in my professional development.
Sincerely, [Your Name] [Your Designation] [Department] [Contact Information]
Wrap-up: Email Request Tips
When asking for time off, keep these points in mind:
First, send your request with plenty of notice whenever possible. This shows respect for your team’s schedule and gives your manager time to plan for your absence.
Second, be clear about exactly which date you need off and why you need it. You don’t need to share private details, but a basic reason helps your manager understand the situation.
Third, explain how your work will be handled while you’re away. Mention which tasks you’ve completed ahead of time and who will cover urgent matters during your absence.
Last, thank your manager for considering your request. A little appreciation goes a long way in building good working relationships.
Using these email templates and tips, you can request time off professionally while keeping your work running smoothly. Everyone needs time away sometimes, and asking the right way makes the process better for everyone.