Writing time-off requests can be tricky. Many employees want to get their message right but feel stuck about the best way to ask. A well-written email can speed up the approval process and avoid any back-and-forth messages.
These examples will show you how to write the perfect annual leave request for any situation, from planned vacations to family events. Each sample offers a proven approach you can customize for your needs.
Annual Leave Request Email Samples
These practical examples show effective ways to request time off while staying professional and clear.
1. Standard Vacation Request
Subject: Annual Leave Request – July 15-29, 2024
Dear Mr. Thompson,
As per company policy, this email is to formally request annual leave from July 15 to July 29, 2024 (10 working days). My family and have booked a summer trip during this period.
All my current projects will be completed before my departure. For ongoing responsibilities, Sarah Martinez has agreed to cover my duties during my absence. Before leaving, will provide her with detailed handover notes and brief her on any pending matters.
Please let me know if you need additional information to process this request.
Thank you for considering my application.
Best regards,
David Chen
2. Wedding Leave Request
Subject: Leave Request for Wedding – September 5-19, 2024
Dear Ms. Rodriguez,
This email serves as my formal request for annual leave from September 5 to September 19, 2024 (11 working days) for my upcoming wedding and honeymoon.
My team has been notified, and Michael Watson will serve as the primary contact for my clients during this period. Will ensure all deadlines falling within these dates are met beforehand, and prepare comprehensive handover documentation for any ongoing projects.
Thank you for your consideration. Looking forward to your response.
Kind regards,
Emma Taylor
3. Last-Minute Family Emergency
Subject: Urgent Leave Request – Personal Emergency
Dear Mr. Baker,
Due to an unexpected family emergency, need to request annual leave starting tomorrow, April 12, through April 15, 2024 (3 working days). My mother has been hospitalized, and must travel to Boston to help with her care.
Have already spoken with my team members who will handle my ongoing projects. Will be reachable by phone if any urgent matters arise, and plan to check emails once daily to address critical issues.
Thank you for understanding this short-notice request.
Best regards,
James Wilson
4. Extended Summer Holiday
Subject: Annual Leave Application – August 1-22, 2024
Dear Mrs. Chang,
Would like to request annual leave for three weeks, from August 1 to August 22, 2024 (15 working days). This trip has been planned well advance to take advantage of off-peak travel rates.
Have already discussed coverage arrangements with the team. Robert Phillips and Lisa Kumar will split my responsibilities during this period. Will prepare detailed handover notes and schedule briefing sessions with both of them next week.
Thank you for reviewing my request.
Regards,
Sofia Patel
5. Religious Holiday Request
Subject: Leave Request for Diwali Celebration
Dear Mr. Johnson,
Would like to request annual leave from November 8 to November 12, 2024 (3 working days) to celebrate Diwali with my family.
My current projects are on track, and have arranged for Tom Martinez to monitor my accounts during these days. Will complete all pending tasks before my departure and ensure Tom has all necessary information to handle any issues that might arise.
Thank you for considering this request.
Best regards,
Priya Sharma
6. Split Holiday Request
Subject: Annual Leave Request – Multiple Dates
Dear Ms. Anderson,
Would like to request annual leave for the following dates: June 3-7 and June 24-28, 2024 (10 working days total). This split arrangement will allow me to attend two family weddings while maintaining project continuity.
Have confirmed coverage with team members for both periods. Will create separate handover documents for each absence and ensure all deadlines are met.
Please let me know if you need any additional details.
Thank you,
Michael O’Connor
7. Study Leave Request
Subject: Annual Leave for Final Exams – May 13-24, 2024
Dear Dr. Williams,
This email is to request annual leave from May 13 to May 24, 2024 (10 working days) to prepare for and take my final MBA exams.
Have already completed next month’s reports and arranged for Sarah Jones to handle any urgent matters during my absence. Will be available by phone after 6 PM each day if needed.
Thank you for your consideration.
Best regards,
Daniel Lee
8. Home Renovation Leave
Subject: Leave Request for Home Repairs – March 4-15, 2024
Dear Ms. Garcia,
Would like to request annual leave from March 4 to March 15, 2024 (10 working days) to oversee essential home repairs following recent water damage.
My team is prepared for my absence, and Kevin Brown will take point on all my ongoing projects. Will prepare detailed status reports and handover notes by the end of this week.
Thank you for reviewing my request.
Kind regards,
Rachel Green
9. Medical Procedure Leave
Subject: Leave Request for Medical Procedure
Dear Mr. Phillips,
This email is to request annual leave from June 10 to June 21, 2024 (10 working days) for a scheduled medical procedure and recovery period.
Have planned ahead to complete all major deliverables before this date. Maria Stevens will manage my client portfolio during my absence, and will provide her with comprehensive handover notes.
Thank you for your consideration.
Best regards,
Thomas Anderson
10. Moving House Leave
Subject: Leave Request – Relocation Period
Dear Ms. Martinez,
Would like to request annual leave from July 8 to July 19, 2024 (10 working days) to manage my house move and setup at the new location.
Have already arranged coverage with the team. Sarah Wilson will handle my primary responsibilities, and will ensure she has all necessary resources and information before my departure.
Thank you for considering this request.
Regards,
Christopher Hughes
11. Family Reunion Leave
Subject: Annual Leave for Family Reunion – October 7-18, 2024
Dear Mr. Taylor,
Would like to request annual leave from October 7 to October 18, 2024 (10 working days) to attend our family reunion in Scotland.
My current projects will be managed by Alex Thompson during my absence. Will complete all pending tasks and provide detailed handover notes before leaving.
Thank you for reviewing my request.
Best regards,
Laura McDonald
12. Professional Development Leave
Subject: Leave Request for Leadership Workshop
Dear Ms. Foster,
This email is to request annual leave from September 23 to October 4, 2024 (10 working days) to attend an advanced leadership workshop in Toronto.
Have arranged for David Chen to oversee my team during this period. Will prepare comprehensive guidelines and conduct team briefings before my departure.
Thank you for your consideration.
Kind regards,
Mark Sullivan
13. Childcare Coverage Leave
Subject: Leave Request – School Holiday Period
Dear Mr. Edwards,
Would like to request annual leave from December 16 to December 27, 2024 (10 working days) to care for my children during their school break.
Have discussed coverage with the team, and Jennifer Peters has agreed to manage my key responsibilities. Will ensure all year-end reports are completed before my leave starts.
Thank you for reviewing my request.
Best regards,
Catherine Morris
14. Anniversary Trip Leave
Subject: Leave Request for 10th Anniversary Celebration
Dear Ms. Henderson,
This email is to request annual leave from May 6 to May 17, 2024 (10 working days) to celebrate my 10th wedding anniversary.
Bob Wilson will cover my duties during this period. Will complete the quarterly review before leaving and ensure Bob has all necessary information to handle ongoing projects.
Thank you for considering this request.
Regards,
Patricia Andrews
15. Volunteer Work Leave
Subject: Annual Leave Request for Habitat Project
Dear Mr. Richardson,
Would like to request annual leave from August 12 to August 23, 2024 (10 working days) to participate in a Habitat for Humanity building project.
Have arranged comprehensive coverage with my team. Timothy Nash will be the primary contact for all my accounts, and will provide him with detailed procedures and contact information.
Thank you for reviewing my application.
Best regards,
Samuel Cooper
16. International Travel Leave
Subject: Leave Request for Australia Trip
Dear Ms. Brooks,
This email is to request annual leave from February 5 to February 23, 2024 (15 working days) for a trip to Australia.
My responsibilities will be shared between Karen White and Peter Johnson during my absence. Will prepare separate handover documents for each of them and schedule briefing meetings next week.
Thank you for your consideration.
Kind regards,
Matthew Harrison
17. Personal Project Leave
Subject: Leave Request for Personal Development
Dear Mr. Stevens,
Would like to request annual leave from April 15 to April 26, 2024 (10 working days) to focus on completing my technical certification.
Have arranged for Angela Martinez to handle my client portfolio. Will ensure all ongoing projects are up to date and provide her with comprehensive handover notes.
Thank you for reviewing my request.
Best regards,
Nathan Parker
18. Sports Competition Leave
Subject: Leave Request for Marathon Event
Dear Ms. Turner,
This email is to request annual leave from March 18 to March 29, 2024 (10 working days) to participate in the Boston Marathon and recovery time.
Richard Thompson will manage my accounts during this period. Will complete all pending tasks and provide detailed handover documentation before my departure.
Thank you for your consideration.
Kind regards,
Victoria Reynolds
19. Graduation Ceremony Leave
Subject: Leave Request for Master’s Graduation
Dear Mr. Harrison,
Would like to request annual leave from July 22 to August 2, 2024 (10 working days) to attend my master’s degree graduation ceremony and spend time with family visiting for the occasion.
Have coordinated with the team, and Christine Palmer will handle my responsibilities. Will prepare comprehensive handover notes and brief her on all ongoing projects.
Thank you for reviewing my request.
Best regards,
William Carter
20. Home Country Visit Leave
Subject: Annual Leave Request for Family Visit
Dear Ms. Thompson,
This email is to request annual leave from October 21 to November 8, 2024 (15 working days) to visit my family in New Zealand.
Have arranged for Mark Stevens to oversee my projects during this period. Will ensure all major deliverables are completed and provide detailed handover documentation.
Thank you for considering my request.
Kind regards,
Elizabeth Chen
Wrap-up: Writing Effective Leave Request Emails
Writing leave request emails requires attention to detail and clear communication. Each example above shows how to structure your request professionally while including all necessary information. The key elements remain consistent: specific dates, coverage plans, and status updates on current work.
These samples serve as starting points. Take the parts that fit your situation and adjust the language to match your company’s culture. A well-written request makes it easier for your supervisor to approve your time off and ensures smooth workflow during your absence.