Asking for time off can feel awkward, but it doesn’t have to be.
Whether you’re planning a dream getaway or just need a mental health day, requesting vacation leave is a normal part of work life.
The key is communicating your needs clearly and professionally.
In this article, we’ll walk through 20 effective email templates you can use to ask for vacation days.
With these samples in hand, you’ll feel confident hitting send on that time-off request.
Let’s jump right in.
Vacation Leave Request Email Samples
Here are 20 email samples you can customize for your vacation requests:
1. Basic Vacation Request
Subject: Vacation Request (John Smith) – May 2-6
Dear Ms. Johnson,
I would like to request vacation time from May 2-6 for a family trip. I will be back in the office on Monday, May 9.
Please let me know if you have any concerns. I’ll be sure to wrap up any pressing tasks before I leave.
Thank you,
John Smith
2. Checking In Before Finalizing Plans
Subject: Tentative Vacation Request – June 13-17
Hi Tom,
My family is hoping to take a trip to the beach this summer. Would it be possible for me to take vacation days from June 13-17? I wanted to check with you before finalizing any plans.
I’ll make sure my projects are in good shape and will find team members to cover any on-call duties during my absence.
Please let me know your thoughts!
Thanks,
Sarah
3. Providing Backup Contact Information
Subject: Vacation Time Request and Backup Contact
Dear Anita,
I would like to request vacation time from April 18-22 to attend my sister’s wedding. I will have limited access to email but can be reached by cell phone at 555-123-4567 for emergencies.
Jake Collins will be available as my backup contact. He is up to speed on my current projects and can assist with any immediate needs during my absence.
Please confirm you have received this request.
Thank you,
Emily Thompson
4. Following Up on the Previous Request
Subject: Following Up: Vacation Request for July 5-8
Hi Josh,
I wanted to follow up on my vacation request for July 5-8. I sent the initial email two weeks ago and wanted to make sure it didn’t get buried.
As a reminder, I’m requesting these days off for a family reunion. I’ll ensure all my projects are in good shape before I leave, and I’ll be reachable by email if any urgent issues come up.
Please let me know if you need any additional information from me.
Thanks,
David
5. Requesting Time for a Personal Obligation
Subject: Request for Vacation Days – Jury Duty
Dear Lisa,
I’ve been called for jury duty from March 9-13. While the court schedule is a bit unpredictable, I would like to request vacation days for that full week to ensure I can fulfill my civic obligation.
I understand this is short notice. I’ll work hard to tie up any loose ends in my projects before I’m out. Please let me know if you have any concerns or need further information.
Thank you for your understanding,
Mark Johnson
6. Offering to Work Remotely
Subject: Vacation Request and Remote Work Option
Hi Caroline,
I’m writing to request vacation time from August 3-7 to attend a family event. However, if it would be helpful, I’m also open to working remotely for part or all of that week.
I have several projects that can be easily managed remotely, and I’m confident I can maintain my usual productivity. Of course, if you prefer I take the full time off, I’m happy to do that as well.
What do you think? I’m open to whatever arrangement works best for the team.
Thank you,
Stephanie
7. Advanced Notice for Extended Vacation
Subject: Early Heads Up: 2-Week Vacation in September
Dear Mr. Thompson,
I wanted to give you an early heads-up about some vacation time I’d like to request in September. My husband and I are planning a 2-week trip to Europe from September 13-27.
I know this is still several months away, but I wanted to get the request on your radar. I’ll make sure to have all my projects in a good place and will arrange for coverage of my responsibilities during my absence.
Please let me know if this timeframe works for the team’s schedule. I’m happy to discuss further details as the dates get closer.
Thank you,
Emily Davis
8. Keeping Request Brief
Subject: Vacation Request – 3/15
Hi John,
I’d like to request a vacation day on March 15 for a personal matter.
Let me know if you have any concerns.
Thanks,
Mike
9. Explaining the Reason for Time Off
Subject: Vacation Request: Surgery Recovery
Dear Sarah,
I have a medical procedure scheduled for April 20 and will need some time off for recovery. At this point, my doctor recommends I take at least the full week (April 20-24) off from work.
I’m hoping to work ahead as much as possible in the coming weeks. I’ll also make sure to communicate my absence to key clients and partners.
Please let me know if you have any questions or concerns. I appreciate your support and understanding.
Best,
David Thompson
10. Requesting a Mental Health Day
Subject: Request for Personal Day
Hi Tom,
I would like to request a personal day off this Friday, May 8. I’ve been feeling quite burned out and could use a day to recharge and refocus.
I know it’s short notice, but I feel a brief break would improve my productivity and work quality moving forward. I’ll be sure all urgent matters are handled before I’m out.
Please let me know if this works for the team’s schedule.
Thank you,
Emily
11. Heads Up for Upcoming Parental Leave
Subject: Upcoming Parental Leave
Dear Ms. Johnson,
I wanted to give you an early notice that I will be taking parental leave starting in late August. My wife is due with our first child on August 24, and I plan to take the full 12 weeks of leave available to me.
Over the next few months, I’ll be working to get all my projects in good shape and will come up with a detailed plan for coverage during my absence.
I’m excited about this new chapter and appreciate the company’s support for new parents. Please let me know if you have any initial questions or concerns.
Thank you,
John Davis
12. Half-Day Request
Subject: Request for Half-Day Vacation
Hi Anita,
I’d like to request a half-day of vacation on the morning of July 10. I have a personal appointment that I need to attend to. I’ll be back in the office by 1 pm that day.
Please let me know if this works with the team’s schedule. I’ll ensure my morning responsibilities are covered.
Thanks,
Mark
13. Religious Holiday Request
Subject: Request for Religious Holiday Leave
Dear Caroline,
I would like to request time off from September 29 to October 1 for Rosh Hashanah, an important Jewish holiday. I will be back in the office on Friday, October 2.
I’ll work ahead to ensure my projects are on track before this absence. Please let me know if you need any additional information from me.
Thank you for your understanding,
Rachel Stein
14. Flexible on Exact Dates
Subject: Vacation Request – Early June (Flexible)
Hi Josh,
I’m hoping to take a week off in early June for a family vacation. Right now, I’m looking at June 1-5 or June 8-12, but I’m flexible if one of those weeks works better for the team.
I wanted to get this on your radar and start a conversation about what timeframe would be most manageable. I’m happy to work around key deadlines or events.
Let me know your thoughts on those date ranges – or if another week in June would be preferable.
Thank you,
Sarah
15. Request During Busy Period
Subject: Time Off Request – August Conference
Dear Mr. Thompson,
I know August is a busy time for our team, but I was hoping to attend a professional development conference from August 17-19. This annual event is always a great learning and networking opportunity.
I understand the timing isn’t ideal, so I wanted to have a discussion about whether this could work. I’m open to creative solutions, like working ahead or putting in some remote hours during the conference.
Please let me know your thoughts and concerns. I’m committed to finding a solution that allows me to attend while still supporting the team through this peak period.
Thank you,
David
16. Unpaid Time Off Request
Subject: Request for Unpaid Leave – November
Dear Lisa,
I would like to request two weeks of unpaid leave from November 9-20. My wife and I have the opportunity to take a once-in-a-lifetime trip to New Zealand, but I’ve already used my allotted vacation days for the year.
I understand that approving unpaid time off is not common practice. I’m hoping we can discuss whether an exception might be possible in this case. I’m very committed to my work here and would do everything possible to minimize the disruption of an extended absence.
Please let me know if you’d like to discuss this request further. I appreciate your consideration.
Thank you,
John Smith
17. Vacation Over a Holiday
Subject: Thanksgiving Vacation Request
Hi Stephanie,
I’m planning to visit family over Thanksgiving and would like to request vacation days from November 23-27. This would be in addition to the company holidays on November 26 and 27.
I’ll make sure all my projects are in a good place before the break, and I’ll be available if any emergency issues come up.
Please let me know if you have any concerns about this request.
Thanks,
Mike
18. Request with Detailed Backup Plan
Subject: Summer Vacation Request and Coverage Plan
Dear Tom,
I would like to request vacation time from July 12-23 for a family trip. I’ve been working with my team to develop a detailed coverage plan to ensure all bases are covered during my absence.
Here’s a high-level overview:
– Sarah will take the lead on the ABC project and will handle the client presentation on July 15. – Mark will be the primary contact for XYZ Corp and will monitor their account daily. – I will provide everyone with a daily priorities checklist before I leave and will be available for emergency issues via email.
Please let me know if you would like me to provide any additional information about the coverage plan or if you have any other concerns.
Thank you,
Emily Davis
19. Request with Offer to Help with Workload
Subject: One Week Vacation Request
Hi Caroline,
I would like to request one week of vacation from September 6-10 for a family event. I know we have several big deadlines coming up in September, so I wanted to proactively offer some ideas for managing my workload:
– I can work ahead on the Smith project to get us in a good position before I leave.
– I’m happy to be on call or work a few hours remotely during my trip if needed for the Jones account.
– I can also plan to work late the week before and after my trip to ensure nothing falls through the cracks.
Please let me know what else I can do to make this work with the team’s needs and deadlines. I’m open to your suggestions.
Thanks,
David
20. Manager Vacation Request
Subject: Vacation Time – Manager Approval Needed
Dear Mr. Johnson,
I’m planning a family trip in March and would like to request vacation time from March 15-19. As a manager, I understand I need your approval for my time off requests.
I’ve been working with my team leads to ensure all projects and responsibilities will be covered during my absence. I’ll also be available if any urgent matters requiring my input come up.
Please let me know if you have any concerns about this request or need additional information about our coverage plan.
Thank you,
Sarah Thompson
Wrapping Up: Request Your Time Off Confidently
Whether it’s for a trip to the beach, a family obligation, or just a day to recharge, taking time off is important for your well-being and productivity.
With these vacation request email samples, you’ll be able to communicate your time off needs, professionally, and confidently.
Remember, paid time off is part of your compensation package. You’ve earned your vacation days, so don’t be afraid to use them.
With a little planning and clear communication, you can take the time you need to relax and recharge – and come back to work refreshed and ready to dive in.