Making a time off request can be a daunting task to tackle. Depending on your company culture and the relationship you have with your manager, it can range from a quick ‘yes’ to an extended negotiation process. Taking regular breaks from work are important to help stay healthy, find fulfilment in other parts of life, connect with family and prevent burnout. One of the most common types of leave will be vacation leave but there’s plenty of other circumstances when you may need to put in a time off request, these include:
- Vacation leave
- Sick or medical leave
- Bereavement leave
- Personal leave
- Jury duty
- Extended leave or work sabbatical
The type of leave you’re requesting may impact whether it’s paid time off (PTO) or unpaid leave. This will depend on your company policy. Regardless of why you need to step away, sending a professional time off request email ahead of time is essential. This guide will take you through the 7 fundamental steps to taking time off, customizable time off email templates, how to approach asking for extended leave and the common time-off mistakes to avoid.
7 steps to taking time off
Everyone's entitled to take time off to rest and reset. That said, requesting time off requires preparation and a solid dose of emotional intelligence to get the request timing right. Follow these steps and you’ll soon have your feet in the sand on a faraway beach.
1. Read your company policy
Your employee handbook, or contract, should outline how to make a time off request, the amount of PTO you’re entitled to and how much notice you’ll need to provide. For example, not every employee will be entitled to paid vacation leave and paid sick days will likely have an annual cap. Do your research to avoid any nasty surprises.
2. Identify the type of leave you need
Define the type of leave you need according to company guidelines. If you’re unsure, contact your HR team and ask them to confirm. When you’re hoping to take vacation leave that falls over a holiday period, be prepared to compromise. Depending on the expectations of the rest of the team, and seasonal workload, you may not get your request approved in full.
3. Make your request in writing
An email to your manager is the best format to make sure that the conversation about leave is documented and easy to refer back to. This avoids any misunderstandings, particular around the type of leave you’ll be taking and the duration. Provide as much notice as possible, but a minimum of 2 weeks is standard. Keep your tone professional and respectful and never assume that the answer will be an immediate ‘yes’.
4. Plan your cover
To give yourself the best chance of getting your leave request approved, plan ahead. If you can put together a cover plan for your role that makes sure nothing slips through the cracks, your manager will have a hard time saying ‘no’.
5. Schedule with your team
It’s no one else’s job to remember when you’re away. Once approved, put your leave dates in key team member’s calendars so that no one’s expecting a response at that time.
6. Send a reminder to your boss
Forbes recommends sending a reminder to your boss a week before your leave begins. Confirm which projects will be delivered before you go and who from the team will cover your duties while you’re away. Not only does this keep your time off on their radar, but it also shows you're staying on top of your responsibilities.
7. Set an out of office
This helps to manage expectations while you’re gone. Check out our guide to setting a professional out of office email for what to include in this message.
Customizable time off request email templates
These 4 customizable templates include everything you need to write a polite and professional time off request email.
Template 1: Standard vacation or planned leave request
Subject: Vacation Request for [Dates]
Dear [Manager’s Name],
I’d like to request time off from [start date] through [end date] for vacation. I’ve reviewed the team schedule and ensured my responsibilities will be covered during my absence. I’ll also complete all priority tasks beforehand to minimize disruption.
Please let me know if you need any additional details or adjustments. Thank you for your consideration.
Best regards,
[Your Name]
Template 2: Short-notice or unplanned leave request
Subject: Urgent Leave Request – [Dates]
Dear [Manager’s Name],
I’m writing to request unexpected time off on [date] due to [brief reason, e.g., illness/personal emergency]. I apologize for the short notice and any inconvenience this may cause.
To minimize disruption, I will [hand off urgent tasks to X / check emails periodically / provide an update before leaving]. Please let me know if you’d like me to take any additional steps to ensure coverage.
Thank you for your understanding.
Best regards,
[Your Name]
Template 3: Extended leave request
Subject: Request for Extended Leave Beginning [Date]
Dear [Manager’s Name],
I’m formally requesting an extended leave of absence starting [date], expected to last until [date]. The reason for this request is [clear explanation, e.g., family/medical leave, sabbatical].
I will work with you to ensure a smooth transition, including handing over responsibilities and preparing documentation before my departure. Please let me know if you need additional information or formal documentation to process this request.
I appreciate your support and understanding.
Best regards,
[Your Name]
Template 4: Sick leave request
Subject: Sick Leave Request – [Date]
Dear [Manager’s Name],
I’m feeling unwell and would like to request sick leave on [date]. If needed, I can provide a doctor’s note or any required documentation.
I will ensure any urgent tasks are handed off and will update you on my expected return as soon as possible. Please let me know if you need further details.
Thank you for your understanding.
Best regards,
[Your Name]
Principles for an effective time off request email
A strong time off request starts with clarity and a little foresight. Here’s how to set the tone, outline what you need, and make it easy for your manager to approve your plans.
- Clear subject line: Make it obvious at a glance that this email is about time off. Include the type of leave you’re requesting and the dates.
- Polite greeting: Follow how you would typically address your manager in an email. This may be ‘Dear’ or it may be a more casual ‘Hello’ or ‘Hi’.
- Reference specific dates: In the first sentence of the email make it clear what type of leave you’re requesting and the dates you’ll be gone.
- Offer to prepare for your absence: Give your manager peace of mind by confirming that all critical projects and responsibilities will be covered by a team member.
- State availability during leave: If you’re going to be in the middle of the Amazon with no service, tell your manager that you’ll be completely uncontactable. If you’re happy to answer urgent questions while away, make it clear how you’d like to be contacted.
- Thanks and close: Politely end the email by thanking your manager for their consideration and close with an appropriate signature: ‘Best regards’ or ‘Thank you’ are both suitable, depending on the level of formality expected.
How to make an extended leave request
Periods of extended leave can be for a whole host of different reasons. You might be preparing for a sabbatical or taking extended leave after a scheduled medical procedure, either for yourself or a family member. In every instance, planning ahead is critical. Many companies require several months’ notice before extended leave begins to make sure your role is properly covered.
Harvard Business Review describes the 3 phases of negotiating to get a period of extended leave signed off: preparation, negotiation, and implementation.
- Prepare: The critical first step of leave negotiation is prep. Get yourself ready by deciding how long you need to take off and gathering information about company precedent for extended leaves of absence.
- Negotiate: Adopt an adaptable, problem-solving approach. Make it clear why you need to take the leave, how long you will be away and how your responsibilities will be covered. At all stages reaffirm that you want to remain with the company.
- Take your leave: While away, make it clear what level of communication you are able to provide. If possible, schedule at least one check-in with your manager while you’re away to stay connected and updated on major organizational changes.
Mistakes to avoid when requesting time off
Requesting time off should feel straightforward, but a few common missteps can slow things down or create extra back and forth. A clear, thoughtful request keeps your plans on track and helps your manager plan ahead. Here are the mistakes to watch for before you hit send.
- Booking a vacation before a leave request is approved
- Being vague or unclear about dates or type of leave
- Failing to provide sufficient notice
- Not offering a cover plan
- Sending the request to the wrong person
- Forgetting to follow up to confirm
Request time off with confidence
Remember that taking time off is a normal part of work life, and it’s important for your well-being and productivity. Use these templates to make it easy to communicate clearly and respectfully with your manager, helping your request go smoothly.
Time off requests FAQs
How much notice should I give for planned leave?
For standard vacation or planned leave, aim to give at least two weeks notice. Check your company policy, as some workplaces may require more, especially around busy periods or holiday seasons. The more notice you give, the easier it is for your manager and team to plan coverage.
Do I need to request time off in writing?
Yes. Putting your time off request in writing, typically via email, helps avoid misunderstandings and provides a record for both you and your manager. It ensures your request is clear, professional, and easy to refer back to if needed.
What if I need to request leave on short notice?
Unexpected situations happen. If you need time off at short notice, like for illness or a personal emergency, send a brief, polite email explaining the situation and apologizing for the inconvenience. Offer to minimize disruption by delegating urgent tasks or providing updates as you can.
Should I share the reason for my extended leave request?
Yes. When requesting extended leave, such as a sabbatical or medical leave, clearly explaining the reason helps your manager understand why the time off is necessary. Providing context makes it easier to get approval while allowing the team to plan coverage. Keep your explanation professional, concise, and transparent.
How can I make sure my time off request goes smoothly?
Plan ahead and be proactive. Review company policies, propose a coverage plan for your responsibilities, and clearly communicate the dates and type of leave. Using one of the email templates can help you convey your request politely and professionally, making approval more likely.