Many professionals find themselves unsure about asking for paid time off. Some worry about their wording, while others fret about timing. Whether you need a mental health day, want to attend your child’s graduation, or plan to relax on a beach somewhere, asking for time off can be simple and straightforward.
Writing a clear, professional email that follows your company’s guidelines helps secure PTO approval while keeping good relationships with your manager and team members. This guide offers email templates for various PTO scenarios to help you request time off confidently.
PTO Email Samples
These email templates cover different situations you might encounter during your PTO requests. Adjust them based on your needs and company culture.
1. Simple One-Day PTO Request
Subject: PTO Request – March 15
Dear Mark,
Please consider this email my formal request to take one day of PTO on Friday, March 15. My pending projects will be completed before then, and any urgent matters can be handled by Sarah, who has agreed to cover for me.
The time off will help me recharge and return focused and energized. Let me know if you need any additional information from me.
Thank you for considering my request.
Best regards,
James
2. Week-Long Vacation Request
Subject: Vacation Request – June 10-14
Hi Linda,
Would it be possible to take a week of vacation from Monday, June 10, through Friday, June 14? This timing aligns with our department’s slower period, and all my major deliverables will be finished before my departure.
To ensure smooth operations during my absence, Sam and Katie will handle my ongoing tasks. They’re already familiar with my current projects and have agreed to step in.
Please let me know if this works with the team schedule.
Thanks,
Rebecca
3. Last-Minute Personal Day
Subject: Urgent PTO Request – Tomorrow
Dear Alex,
Due to an unexpected personal matter, would it be possible to take tomorrow off as a personal day? My current projects are either ahead of schedule or can wait until my return.
Robert has offered to attend the morning client meeting on my behalf and will share the notes with the team. All other responsibilities can resume when I return.
Thank you for understanding the short notice.
Regards,
Michael
4. Extended Leave Request
Subject: Extended Leave Request – August 5-23
Dear Ms. Thompson,
Please accept my request for extended leave from August 5 through August 23. This three-week period would allow me to visit family overseas, making the most of the long journey.
My team is aware of this potential absence, and we’ve started preparing coverage plans. Tom will lead our weekly client meetings, while Jenny will manage our ongoing projects. A detailed handover document will be ready two weeks before my departure.
Looking forward to your response.
Best regards,
David
5. Half-Day PTO Request
Subject: Half-Day PTO Request – Next Tuesday Afternoon
Hi Rachel,
Would it be possible to take next Tuesday afternoon off? My doctor’s appointment is scheduled for 2:00 PM, and rather than rushing back, taking the afternoon would be helpful.
All my morning meetings will proceed as planned, and any afternoon tasks will be completed before leaving.
Thank you for considering this request.
Best, Patricia
6. Remote Work Plus PTO Combination
Subject: Remote Work + PTO Request – July 15-19
Dear Cameron,
Would you consider a mixed arrangement for the week of July 15-19? My plan is to work remotely Monday through Wednesday and take PTO on Thursday and Friday.
This setup would allow me to attend my sister’s wedding while staying on top of our project deadlines. During the remote days, all meetings will continue as scheduled via Zoom.
Please let me know your thoughts on this arrangement.
Kind regards, Sophie
7. Holiday Extension Request
Subject: PTO Request – December 26-27
Hi Janet,
Would it be possible to take December 26 and 27 as PTO days? This would allow me to spend extra time with family visiting from out of state after Christmas.
My end-of-year reports will be submitted before the holiday break, and other team members will be available for any urgent matters.
Thank you for considering my request.
Best wishes, Christopher
8. Medical Procedure Time Off
Subject: Medical Leave Request – April 8-12
Dear Mr. Rodriguez,
Please accept my request for medical leave from April 8 through April 12. My doctor has scheduled a minor procedure requiring several days of recovery.
Before my absence, Maria will receive a complete briefing on my active projects. She’s agreed to handle any urgent matters while maintaining our usual workflow.
Your understanding is greatly appreciated.
Sincerely, Jennifer
9. Professional Development Leave
Subject: PTO for Conference Attendance – May 20-22
Dear Sandra,
Please approve my PTO request for May 20-22 to attend the Digital Marketing Summit in Boston. This opportunity would enhance my skills and bring fresh perspectives to our team strategies.
My projects will be up to date before leaving, and Kevin has agreed to monitor my email for urgent matters during these three days.
Thank you for considering this professional development opportunity.
Best regards, Anthony
10. Parental School Event
Subject: PTO Request – School Graduation (May 31)
Hi Greg,
Would it be possible to take Friday, May 31, off to attend my daughter’s high school graduation? The ceremony starts at 10 AM, making it a special day my family hopes to celebrate fully.
All Thursday deadlines will be met early, and my team can handle any Friday emergencies.
Thank you for your consideration.
Warm regards, Lisa
11. Moving Day Request
Subject: PTO Request for Moving Day – March 28
Dear Julia,
Would you approve Thursday, March 28, as a PTO day? My family is moving to our new home, and being present for the movers and initial setup would be helpful.
My weekly report will be ready Wednesday, and Sarah can cover any urgent client requests during my absence.
Thank you for reviewing my request.
Best, Daniel
12. Religious Holiday Observance
Subject: PTO Request – Religious Holiday Sept 15
Dear Mr. Chen,
Please consider my PTO request for Wednesday, September 15, to observe an important religious holiday. This day of reflection and prayer holds special significance for my faith.
My project deadlines for that week will be met ahead of time, and team coverage has been arranged with Marcus.
Thank you for your understanding.
Respectfully, Fatima
13. Anniversary Celebration
Subject: PTO Request – Wedding Anniversary (Oct 4)
Hi Karen,
Would you approve Friday, October 4, as a PTO day? My spouse and have planned a special celebration for our wedding anniversary.
Thursday’s client presentation will proceed as scheduled, and all other work will be completed before taking off. Amy will monitor my projects during my absence.
Thanks for considering this request.
Best wishes, Robert
14. Mental Health Day
Subject: Personal Day Request – Next Monday
Dear Taylor,
Would it be possible to take next Monday as a personal day? Taking a brief break would help me return with renewed focus and energy for our upcoming project launch.
All current tasks are on schedule, and my team can handle any pressing matters during my absence.
Thank you for your consideration.
Kind regards, Nicole
15. Family Reunion Leave
Subject: PTO Request – Family Reunion July 1-3
Dear Mrs. Peterson,
Please consider my request for PTO from July 1-3 to attend our family reunion in Colorado. This gathering happens once every five years, making it particularly special.
My quarterly reports will be submitted early, and Brandon will serve as point person for my ongoing projects.
Looking forward to your response.
Best regards, William
16. Home Repairs Supervision
Subject: PTO Request – Home Repairs (April 2)
Hi Derek,
Would you approve Tuesday, April 2, as a PTO day? Several contractors will be at my house for essential repairs requiring my presence to make decisions and provide access.
Monday’s deliverables will be completed ahead of schedule, and Marie can handle any urgent matters during my absence.
Thank you for reviewing this request.
Regards, Catherine
17. Graduation Ceremony
Subject: PTO Request – Graduate School Graduation
Dear Dr. Martinez,
Please consider my request for PTO on Friday, May 17, to attend my graduate school graduation ceremony. This milestone represents three years of evening studies while maintaining my full-time role.
All project timelines have been adjusted accordingly, and Tim will cover any urgent requests during my absence.
Thank you for your consideration.
Best regards, Samuel
18. Volunteering Day
Subject: PTO Request – Community Service Day
Dear Hannah,
Would you approve my PTO request for Thursday, March 21? My local food bank needs extra hands for their quarterly distribution event, and lending support would mean a lot.
My weekly tasks will be completed beforehand, and Pete has agreed to handle any pressing matters during my absence.
Thanks for considering this request.
Warm regards, Emily
19. Personal Project Day
Subject: PTO Request – Home Project Day
Hi Andrew,
Would it be possible to take next Wednesday, June 5, as a PTO day? Several personal tasks require my attention, and having a full day would help me address them properly.
Tuesday’s client meeting will proceed as planned, and all other responsibilities will be up to date. Susan can handle any urgent matters.
Thank you for reviewing my request.
Best, Matthew
20. Summer Break Extension
Subject: PTO Request – Extended Summer Break
Dear Ms. Williams,
Would you consider my request for three additional PTO days (August 28-30) following the company summer break? This extension would allow my family to make the most of our planned trip to the mountains.
My team is prepared for this absence, with all major projects scheduled for completion before departure. Justin and Rachel will split coverage of my responsibilities.
Looking forward to your response.
Kind regards, Alexandra
Wrap-up: Writing Effective PTO Emails
These email templates give you solid starting points for your time-off requests. Success comes from being clear, professional, and mindful of your team’s needs. Planning ahead helps, along with sharing coverage details and following up after getting approval. Taking time off matters – asking for it should feel natural.