Many employees find writing time off requests challenging. The right message can make getting approved much easier, yet writing these important emails often leaves people feeling uncertain about striking the right professional tone.
Here are 20 proven email templates that show you how to ask for vacation days, personal time, or other types of leave professionally and effectively. Each sample provides specific writing tips to boost your chances of approval.
Time Off Request Email Samples
These email templates will help you request time off while keeping good relationships with your supervisor.
1. Simple Vacation Request
Subject: Vacation Request – June 15-22
Dear Mr. Thompson,
As per company policy, this email is to formally request vacation leave from Monday, June 15, through Monday, June 22 (6 working days total). My current projects will be completed before my departure, and Lisa from my team has agreed to cover any urgent matters during my absence.
To ensure smooth workflow, here are the key handover points:
- Client presentation files will be finalized and shared with the team by June 12
- Weekly report templates are scheduled and ready for Lisa to update
- All ongoing email threads will receive status updates before my departure
Please let me know if you need any additional information to approve this request.
Thank you for considering.
Best regards,
Sarah Miller
2. Last-Minute Personal Day
Subject: Urgent Personal Day Request – Tomorrow
Dear Ms. Rodriguez,
Due to an unexpected family situation that requires my immediate attention, this email is to request a personal day for tomorrow, Thursday, March 12.
My current responsibilities for tomorrow include:
- Team meeting at 10 AM (Alex can lead)
- Client call at 2 PM (requested to reschedule)
- Project status report (will complete and send today)
Rest assured that all urgent tasks will be handled before my departure, and team members are briefed on ongoing projects.
Thank you for understanding this short-notice request.
Best regards,
James Chen
3. Extended Leave Request
Subject: Extended Leave Request – August 2024
Dear Dr. Patterson,
This email is to request an extended leave period from August 1 through August 31, 2024. The purpose of this leave is to spend time with my family overseas, whom I haven’t seen in three years due to travel restrictions.
To minimize work disruption, here’s my preparation plan:
- Complete Q3 planning by July 25
- Train backup team members starting next week
- Create detailed handover documents for ongoing projects
- Set up automated responses with emergency contact details
Please review this request at your convenience.
Kind regards,
Michael Santos
4. Medical Appointment Leave
Subject: Half-Day Leave Request – Medical Appointment
Dear Mrs. Johnson,
This email is to request a half-day leave on Tuesday afternoon, April 5, starting at 1 PM. The reason for this request is a scheduled medical appointment.
My morning tasks will be completed before leaving, including:
- Department budget review
- Team status updates
- Client proposal draft
Should any urgent matters arise during my absence, Tom has agreed to be the point of contact.
Thank you for your consideration.
Best wishes,
Rachel Green
5. Wedding Leave Request
Subject: Time Off Request for Wedding – May 15-30
Dear Mr. Wilson,
As discussed briefly last month, this email formally requests time off from May 15 to May 30 for my wedding and honeymoon.
My preparation plans include:
- Early completion of monthly reports
- Comprehensive handover notes for the team
- Advanced scheduling of all client deliverables
- Emergency contact information while away
The team has been briefed, and Sarah will serve as the primary contact during my absence.
Thank you for your support.
Warm regards,
David Lee
6. Study Leave Request
Subject: Study Leave Request – Final Exams Week
Dear Prof. Andrews,
This email is to request study leave from December 5-9 to prepare for and take my final MBA exams.
My work commitments will be handled as follows:
- Project milestones advanced to previous week
- Team briefed on ongoing tasks
- Client communications scheduled ahead
- Remote availability for urgent matters between exams
Please let me know if you need any supporting documentation from the university.
Thank you for your consideration.
Best regards,
Emma Thompson
7. Religious Holiday Request
Subject: Time Off Request – Religious Observance
Dear Ms. Chang,
This email is to request time off on Thursday and Friday, April 21-22, to observe important religious holidays with my family.
My work plan includes:
- Early submission of weekly reports
- Team coverage arranged with Mark
- Client meetings rescheduled
- All deadlines met ahead of time
Thank you for supporting religious diversity in our workplace.
Sincerely,
Adam Cohen
8. Parental Leave Request
Subject: Parental Leave Request – Starting July 1
Dear Mr. Martinez,
This email is to formally request parental leave starting July 1, 2024, for 12 weeks as per company policy.
My transition plan includes:
- Detailed project status documents
- Team training sessions next month
- Client relationship handover meetings
- Regular updates during leave
Please let me know what additional information you need from HR or my healthcare provider.
Thank you for your support during this important time.
Best regards,
Jennifer Wu
9. Mental Health Day Request
Subject: Personal Day Request – Tomorrow
Dear Dr. Smith,
This email is to request a personal day tomorrow to focus on mental well-being and return refreshed.
All current responsibilities are handled:
- Project updates completed
- Team briefed on ongoing tasks
- Client emails answered
- Emergency contact: Kevin (team lead)
Thank you for understanding the importance of mental health.
Best regards,
Chris Parker
10. Bereavement Leave Request
Subject: Bereavement Leave Request
Dear Mrs. Taylor,
This email is to request bereavement leave from March 15-19 following the passing of my grandmother.
Work continuity plans:
- Current projects handed to backup team
- Client meetings rescheduled
- Emergency contact: Susan (department lead)
- Available by phone if absolutely needed
Thank you for your understanding during this difficult time.
Regards,
Robert Kim
11. Moving Day Request
Subject: Time Off Request – Moving Day
Dear Mr. Douglas,
This email is to request two days off, Thursday and Friday, June 8-9, to manage my house move.
Work arrangements include:
- Project deadlines met early
- Team coverage confirmed
- Client work completed ahead
- Remote access available if needed
Thank you for considering this request.
Best regards,
Linda Martinez
12. Professional Development Leave
Subject: Leave Request – Industry Conference
Dear Ms. Turner,
This email is to request leave from September 12-14 to attend the Annual Marketing Summit in Boston.
Preparation plans:
- Team projects scheduled around dates
- Client meetings adjusted
- Department coverage arranged
- Available by phone for urgent matters
Looking forward to sharing key learnings with the team upon return.
Kind regards,
Peter Zhang
13. Family Emergency Leave
Subject: Emergency Leave Request – Today
Dear Mr. Brooks,
This email is to request emergency leave starting today due to a family medical situation requiring immediate attention.
Current work status:
- Morning meetings covered by team
- Urgent tasks delegated
- Team briefed on priorities
- Available by phone after 3 PM
Will update you on return date as soon as possible.
Thank you for your understanding.
Best regards,
Maria Garcia
14. Holiday Extension Request
Subject: Additional Holiday Leave Request
Dear Dr. Wilson,
This email is to request three additional days off (December 27-29) following the holiday break.
Work planning details:
- Year-end reports completed early
- January planning done
- Team coverage arranged
- Remote availability if needed
Thank you for considering this extension.
Best wishes,
Thomas Brown
15. Part-Time Study Leave
Subject: Weekly Study Leave Request
Dear Ms. Anderson,
This email is to request leaving early (3 PM) every Thursday this semester for part-time studies.
Work adjustment plan:
- Earlier start time those days
- Team meetings rescheduled
- Project deadlines adjusted
- Available by phone after hours
Thank you for supporting professional development.
Kind regards,
Sandra Lee
16. Jury Duty Leave
Subject: Jury Duty Leave Notice
Dear Mr. Phillips,
This email is to notify you of jury duty service starting Monday, May 8, with an estimated duration of one week.
Work coverage plan:
- Project timelines adjusted
- Team responsibilities delegated
- Client communication plan ready
- Will attempt to work remotely when possible
Jury summons attached for your records.
Best regards,
Kevin O’Brien
17. Sabbatical Request
Subject: Three-Month Sabbatical Request
Dear Dr. Morgan,
This email is to request a three-month sabbatical from October through December 2024 to complete research work.
Transition planning includes:
- Comprehensive handover documentation
- Team training schedule
- Client relationship management
- Monthly check-in meetings
Happy to discuss this proposal in detail.
Best regards,
Michelle Chang
18. Work From Home Day
Subject: WFH Request – Friday
Dear Mrs. Lewis,
This email is to request working from home this Friday due to home repairs requiring my presence.
Work plans include:
- Virtual meeting attendance
- Regular task completion
- Team communication maintained
- Full availability by phone/email
Thank you for considering this request.
Best wishes,
Daniel Foster
19. Emergency Dental Leave
Subject: Emergency Dental Appointment Leave
Dear Mr. Harris,
This email is to request leaving at noon today for an emergency dental appointment.
Morning work status:
- Critical tasks completed
- Team briefed on pending items
- Client responses scheduled
- Back online later today if needed
Thank you for your understanding.
Regards,
Patricia Wong
20. Volunteer Day Request
Subject: Community Service Day Leave
Dear Ms. Baker,
This email is to request next Friday off to participate in the company-sponsored community service day.
Work arrangements:
- Project deadlines met early
- Team coverage confirmed
- Client work completed ahead
- Available by phone if needed
Thank you for supporting employee volunteering.
Best regards,
Ryan Mitchell
Final Words: Writing Better Time Off Request Emails
Creating good time off request emails needs clear communication and careful planning. These samples show helpful ways to organize requests professionally and address work coverage needs. Focus on stating specific dates, offering solid backup plans, and keeping a respectful tone throughout.
Use these email templates as starting points for your next time off request. Change the details based on what you need while keeping the professional format and thorough planning approach. Good preparation and clear communication will make your time off requests smoother and more likely to succeed.