How to Write a Perfect Leave Request Email (Templates Included)

The Essentials at a Glance

Before we dive in, here are the five non-negotiable elements of a great leave request email:

1. A Clear Subject Line: No guesswork needed. State your purpose, name, and the dates.
2. The Specific Dates: Mention the exact start and end dates of your requested leave.
3. A Brief Reason (Optional but Recommended): You don't need to share your life story. A simple "for a family vacation" or "for a personal matter" is perfect.
4. Your Plan for Your Absence: Briefly explain how you'll prepare for your time away (e.g., completing urgent tasks, delegating work).
5. A Polite Closing: End with a thank you and a professional sign-off.

Why a Formal Email is Your Best Bet

You might have a casual chat with your manager about an upcoming trip, but following up with a formal email is crucial. Why?

• It Creates a Paper Trail: An email serves as an official record for both you and HR. There’s no confusion about what was requested or approved.
• It Shows Professionalism: It demonstrates that you respect company procedures and your manager's time.
• It Helps with Planning: It gives your manager a clear document they can reference when organizing team schedules and workloads.

The Anatomy of a Perfect Leave Request Email

Let's break down your email, piece by piece, to ensure it's effective and professional.

1. A Crystal-Clear Subject Line

Your manager is busy. Make their life easier with a subject line they can understand in a single glance. Be direct and informative.

Good Examples:

• Leave Request - [Your Name] - [Start Date] to [End Date]
• Time Off Request - Jane Doe - November 10-17
• Vacation Request: John Smith

2. A Polite and Professional Salutation

Start your email as you would any other professional correspondence.

Examples:

• Hi [Manager's Name],
• Dear [Manager's Name],

3. The Core Request: Dates and Details

Get straight to the point in the first sentence. Clearly state the dates you are requesting off. Include your return-to-work date as well, as it helps with planning.

Example:

"I would like to formally request annual leave from Monday, December 4th, to Friday, December 8th. I will be returning to the office on Monday, December 11th."

4. Your Plan for Coverage

This is the part that sets a good leave request apart from a great one. Briefly mention how you'll ensure your work doesn't fall through the cracks while you're away. This shows you're a responsible and considerate team member.

You could mention:

• Completing all high-priority tasks before you leave.
• Handing over specific duties to a colleague.
• Preparing a handover document for your team.

5. A Courteous Closing

Wrap it up politely. Offer to discuss the request further and thank your manager for their consideration.

Example:

"Please let me know if this timing works for the team. Thank you for your consideration."

Then, add a professional sign-off like "Best regards," or "Sincerely," followed by your name.

Ready-to-Use Leave Request Email Templates

Feel free to copy, paste, and customize these templates for your own use.

Template 1: Standard Vacation / Annual Leave Request

Subject: Leave Request - [Your Name] - [Start Date] to [End Date]

Hi [Manager's Name],

I would like to formally request annual leave from [Start Date] to [End Date]. I will be returning to work on [Return Date].

I will ensure all of my urgent projects are completed before I leave, and I will prepare a handover document for my team to ensure a smooth workflow during my absence.

Please let me know if you have any questions.

Thank you for your consideration.

Best regards,

[Your Name]

---

Template 2: Short Notice / Personal Day Request

Subject: Personal Day Request - [Your Name] - [Date]

Hi [Manager's Name],

I would like to request a day of personal leave for this upcoming [Date, e.g., Friday, November 3rd] to attend a personal appointment.

I have already completed my tasks for the day and have notified [Colleague's Name] in case anything urgent comes up. I will be available by phone if absolutely necessary.

Thank you for your understanding.

Sincerely,

[Your Name]

---

Template 3: Sick Leave Notification

(Note: This is more of a notification than a request and should be sent as early as possible.)

Subject: Sick Leave - [Your Name]

Hi [Manager's Name],

Please accept this email as notification that I will be unable to come to work today, [Date], due to illness.

I will be checking my email periodically for anything urgent, but [Colleague's Name] is aware of my current tasks. I will keep you updated on my condition and hope to be back in the office tomorrow.

Thank you,

[Your Name]

Pro Tips for a Smooth Approval

• Check Company Policy First: Know the rules. How much notice is required? Is there a specific form you need to fill out?
• Give Plenty of Notice: The earlier you ask, the better. This is especially true for longer vacations.
• Choose the Right Time: Avoid requesting leave during a critical project deadline or the company's busiest season if you can help it.
• Keep it Concise: Your communication, from emails to your resume, reflects your professionalism. Keeping your requests clear and concise is a small but powerful way to build your brand. When it's time to showcase that brand on paper, a well-crafted resume from a service like resumost.com can make all the difference.

Taking time off is vital for your well-being and productivity. By following these simple steps, you can ask for it professionally, confidently, and without any unnecessary stress.