Taking time off from work helps you rest, recharge, and stay productive. But asking for time off can feel awkward if you don’t know the right way to do it. A good time off request email shows respect for your team while making sure your needs are clear.
This guide gives you 15 email samples for different time off situations. Each sample follows email best practices that keep everyone happy. Use these templates to make your next time off request smooth and stress-free.
Time Off Request Email Samples
These email samples will help you request time off confidently and professionally.
1. Standard Vacation Request
Subject: Vacation Request – [Your Name] – [Dates]
Dear [Manager’s Name],
I would like to request vacation time from Monday, July 10, through Friday, July 21, 2025 (10 business days).
My current projects will be completed before I leave, and I will prepare detailed notes for the team. I can also help train someone to handle any urgent matters that might come up during my absence.
Please let me know if you need any additional information or if we should discuss how to handle my responsibilities while I’m away.
Thank you for considering my request.
Best regards,
[Your Full Name]
[Your Position]
[Your Department]
[Your Phone Number]
[Your Email Address]
2. Last-Minute Personal Day
Subject: Emergency Personal Day Request – [Your Name] – Tomorrow
Hi [Manager’s Name],
I need to request a personal day for tomorrow, May 5, due to an unexpected family situation that requires my attention.
For my scheduled tasks tomorrow:
- The client meeting at 10 AM can be handled by Sarah, who is already familiar with the project details.
- I’ve emailed the weekly report draft to the team and added my notes.
- I’ll be available by phone for any urgent questions.
I apologize for the short notice and thank you for your understanding.
Thanks,
[Your Full Name]
[Your Position]
[Your Phone Number]
3. Medical Appointment Request
Subject: Time Off Request for Medical Appointment – [Date]
Dear [Manager’s Name],
I’m writing to request 3 hours off on Tuesday, June 15, from 9:00 AM to 12:00 PM, for a medical appointment that couldn’t be scheduled outside work hours.
I plan to come to the office after the appointment and will complete my daily tasks during the remainder of the day. I’ve already spoken with Alex, who has agreed to cover the morning team check-in meeting.
Thank you for your consideration.
Regards,
[Your Full Name]
[Your Position]
[Your Department]
[Your Contact Information]
4. Planned Paternity Leave
Subject: Paternity Leave Request – [Your Name] – [Dates]
Dear [Manager’s Name],
My wife and I are expecting our first child, due to arrive around September 15, 2025. I would like to request paternity leave from September 15 to October 13, 2025 (4 weeks).
I want to plan ahead to make this transition smooth for our team:
1. Two weeks before my leave, I will create detailed documentation for all my current projects. 2. I will train John and Maria on my key responsibilities. 3. I plan to check emails once daily during leave for urgent matters only. 4. I’ll schedule a meeting next week to discuss a more detailed handover plan.
Thank you for supporting this important time for my family.
Best regards,
[Your Full Name]
[Your Position]
[Your Department]
[Your Contact Information]
5. Religious Holiday Request
Subject: Time Off Request for Religious Holiday – [Your Name]
Dear [Manager’s Name],
I would like to request time off on Thursday, October 2, to observe an important religious holiday in my faith.
All my pending tasks will be completed before the holiday, and I’ve already spoken with Sam who has agreed to handle any urgent matters that might come up during my absence.
Thank you for your understanding and support of religious diversity in our workplace.
Kind regards,
[Your Full Name]
[Your Position]
[Your Department]
[Your Contact Information]
6. Extended Vacation With Remote Work Option
Subject: Extended Vacation with Part-Time Remote Work – [Dates]
Hello [Manager’s Name],
I’m planning to visit my family overseas from August 5 to August 26, 2025. I would like to request the following arrangement:
– Full vacation time: August 5-15 (9 business days) – Remote work: August 16-26 (7 business days)
During the remote work period, I will be available during our normal business hours and will have reliable internet access. This arrangement would allow me to extend my stay without using all my vacation days.
Prior to leaving, I will: – Complete the quarterly report – Brief the team on project status – Set up all necessary remote access
Please let me know your thoughts on this arrangement.
Thank you,
[Your Full Name]
[Your Position]
[Your Contact Information]
7. Bereavement Leave Request
Subject: Bereavement Leave Request – [Your Name]
Dear [Manager’s Name],
I regret to inform you that my grandmother passed away yesterday. I need to request bereavement leave from March 10-14 (5 days) to attend the funeral and support my family during this difficult time.
I have already briefed my team about my current projects, and Lisa has kindly agreed to cover my urgent tasks during my absence.
Thank you for your understanding during this challenging time.
Sincerely,
[Your Full Name]
[Your Position]
[Your Contact Number]
8. Half-Day Request
Subject: Half-Day Off Request – [Date]
Hi [Manager’s Name],
I would like to request a half-day off this Friday, June 3, from 12:00 PM onward.
I have an important personal appointment that could not be scheduled outside work hours. My morning tasks will be completed before I leave, and I’ve already arranged with Mike to cover any urgent issues that might come up during the afternoon.
Thank you for considering my request.
Regards,
[Your Full Name]
[Your Position]
[Your Contact Information]
9. Mental Health Day Request
Subject: Personal Day Request – [Date]
Dear [Manager’s Name],
I would like to request a personal day off on Monday, April 17, to focus on my wellbeing.
Taking this day will help me recharge and return with fresh energy for the upcoming product launch. I’ve already completed the presentation slides for Tuesday’s meeting and will share them with the team before my day off.
Thank you for supporting workplace wellness.
Best regards,
[Your Full Name]
[Your Position]
[Your Department]
[Your Contact Information]
10. Jury Duty Notification
Subject: Time Off for Jury Duty – [Dates]
Dear [Manager’s Name],
I have been summoned for jury duty starting Monday, May 8, which may last up to one week. As required by law, I need to report to the county courthouse each day until dismissed.
I will: – Provide you with the official jury duty documentation – Ask the court clerk about early dismissal possibilities – Work remotely during any waiting periods if allowed – Keep you updated on my status daily
I’ve prepared handover notes for my team and set up an auto-reply on my email.
Thank you for your understanding of this civic obligation.
Regards,
[Your Full Name]
[Your Position]
[Your Contact Information]
11. Sabbatical Request
Subject: Sabbatical Leave Request – [Dates]
Dear [Manager’s Name],
I would like to request a three-month sabbatical leave from September 1 to November 30, 2025, in line with our company’s sabbatical policy for employees who have completed five years of service.
During this time, I plan to pursue professional development through a specialized course in digital marketing that will benefit our department upon my return. I believe this break will allow me to return with new skills and fresh perspectives that will add value to our team.
I suggest the following transition plan: – July: Begin documenting all processes and projects – August: Train team members on key responsibilities – Final two weeks: Daily handover meetings with Sarah, who would take on my main duties
I’m happy to discuss how we can make this work for the team.
Thank you for considering my request.
Best regards,
[Your Full Name]
[Your Position]
[Your Department]
[Your Contact Information]
12. Parental School Event
Subject: Time Off Request for School Event – [Date]
Hello [Manager’s Name],
I would like to request time off on Thursday, May 11, from 1:00 PM to 3:00 PM to attend my daughter’s school graduation ceremony.
This is an important milestone for her, and I would greatly appreciate the opportunity to be present. I will complete all morning tasks before I leave and will return to the office afterward to finish the day.
Brian has agreed to cover any urgent matters during my absence.
Thank you for your consideration.
Kind regards,
[Your Full Name]
[Your Position]
[Your Contact Information]
13. Wedding Leave Request
Subject: Time Off Request for Wedding and Honeymoon – [Dates]
Dear [Manager’s Name],
I am happy to share that I will be getting married this summer! I would like to request time off from June 15 to July 2, 2025 (13 business days) for my wedding and honeymoon.
To prepare for my absence: – I will complete the Q2 marketing report before leaving – Tom and Sarah will handle the social media schedule – All client meetings will be rescheduled – I’ll create detailed handover notes for the team
Please let me know if this request is approved so I can finalize our plans.
Thank you for your support during this exciting time in my life.
Warm regards,
[Your Full Name]
[Your Position]
[Your Department]
[Your Contact Information]
14. Family Emergency
Subject: Emergency Leave Request – Family Situation
Dear [Manager’s Name],
I need to request emergency leave starting today. My father has been hospitalized, and I need to travel out of state to be with him and help make medical decisions.
At this point, I expect to be away for at least 3-5 days, but I will update you as soon as I have more information about his condition and my return date.
For my current projects: – The client presentation is complete and saved in the shared folder – I’ve briefed Jennifer about the status of the Wilson account – My team has my contact information for truly urgent matters
Thank you for your understanding during this difficult time.
Regards,
[Your Full Name]
[Your Position]
[Your Emergency Contact Number]
15. Professional Development Leave
Subject: Leave Request for Professional Conference – [Dates]
Dear [Manager’s Name],
I would like to request time off to attend the Annual Marketing Innovation Conference in Chicago from November 10-12, 2025.
This conference directly relates to our upcoming product launch strategy, with sessions on: – Digital marketing trends for 2026 – Customer engagement strategies – Data analytics for marketing teams
I believe the knowledge gained will be valuable for our department. I plan to create a summary report of key takeaways to share with the team upon my return.
All my current projects will be up to date before I leave, and Sarah has agreed to handle any urgent matters in my absence.
Thank you for considering this professional development opportunity.
Best regards,
[Your Full Name]
[Your Position]
[Your Department]
[Your Contact Information]
Wrap-up: Request Emails That Work
The perfect time off request email balances your needs with your work responsibilities. Be clear about dates, plan for your absence, and give enough notice when possible. These fifteen templates show how to ask for time off the right way in different situations.
Your manager wants to support your time off needs while keeping things running smoothly. A thoughtful, well-planned request makes that easy. Customize these samples for your specific situation, and you’ll increase your chances of getting the time off you need while maintaining great professional relationships.