Taking time off from work takes more than just filling out a form. The way you ask for vacation leave can make all the difference between approval and denial. Your request needs to be professional, clear, and thoughtful of your team’s needs.
A properly written vacation leave request email shows respect for your company’s procedures and your colleagues’ time. Want to learn how to write emails that get your vacation requests approved? These samples will help you craft the perfect message for any situation.
Vacation Leave Request Email Samples
These 20 expertly crafted email templates will help you request time off professionally and effectively.
1. Standard Vacation Request
Subject: Vacation Leave Request – August 15-22
Dear Mr. Thompson,
As per our company policy, I would like to request vacation leave from August 15 to August 22, 2024, for a total of 6 working days. My current projects will be completed before my departure, and I will ensure all pending tasks are properly handed over to my team members.
I have already discussed coverage of my responsibilities with Sarah from my team, and she has agreed to handle any urgent matters during my absence. I will create detailed handover notes and share them with the team by August 10.
Please let me know if you need any additional information to process this request.
Thank you for considering my application.
Best regards,
Robert Chen
2. Last-Minute Family Emergency Vacation
Subject: Urgent Vacation Request – Family Wedding Next Week
Dear Ms. Rodriguez,
I need to request emergency vacation leave for next week, from Monday, July 8 to Wednesday, July 10. My sister’s wedding has been unexpectedly moved up due to venue availability issues, and my presence as the maid of honor is crucial.
I understand this is short notice, and I have taken steps to minimize any disruption. I have spoken with my team members Lisa and Mark, who have agreed to cover my ongoing projects. Additionally, I will work extra hours this week to ensure all deadlines are met.
I would greatly appreciate your understanding in this matter.
Thank you for your consideration.
Regards,
Amanda Torres
3. Extended Summer Holiday Request
Subject: Extended Leave Request – Summer Holiday Plans
Dear Mr. Johnson,
I would like to request three weeks of vacation leave from July 1 to July 21, 2024. This extended break would allow me to visit my family overseas, whom I haven’t seen in two years due to travel restrictions.
My team is aware of these dates, and we have developed a coverage plan. Tom will manage my client portfolio, and I will complete all Q2 reports before departing. I will also be available by phone for any critical situations that may arise.
Please find attached my detailed handover plan for your review.
Thank you for considering my request.
Kind regards,
Michael Chang
4. Split Vacation Request
Subject: Split Vacation Request – May and September
Dear Mrs. Baker,
I would like to request approval for two separate vacation periods this year. The first would be May 15-19, and the second would be September 4-8. This split arrangement would help me balance my personal commitments while ensuring minimal impact on our department’s workflow.
For both periods, I have coordinated with my team to ensure coverage. Rachel will handle my duties in May, and David will cover my responsibilities in September. All project timelines have been adjusted to accommodate these dates.
I appreciate your consideration of this arrangement.
Best regards,
James Wilson
5. Remote Work Location Vacation
Subject: Vacation Request with Remote Work Option
Dear Ms. Graham,
I would like to request vacation leave from October 2-13, 2024. During this time, I plan to visit my family in Seattle. I propose working remotely for the first three days (October 2-4) to ensure a smooth transition and handle any urgent matters that arise.
My regular vacation would then start from October 5, with my return to office scheduled for October 14. I have confirmed that our project deadlines align with these dates, and my team members are prepared to handle any issues during my absence.
Please let me know if this arrangement works for you.
Thank you,
Patricia Lee
6. Holiday Season Vacation
Subject: December Holiday Leave Request
Dear Mr. Martinez,
I would like to request vacation leave from December 23, 2024, to January 3, 2025. This timing would allow me to spend the holiday season with my family while taking advantage of the company holidays to minimize my time away from work.
I have already started preparing my year-end reports and will ensure all tasks are completed before my departure. Kevin and Susan have agreed to monitor my email and handle any urgent matters during my absence.
I look forward to your response.
Best wishes,
Sarah Johnson
7. Professional Development Break
Subject: Vacation Request for Professional Certification Course
Dear Dr. Phillips,
I am writing to request vacation leave from September 18-22, 2024, to attend an advanced project management certification course in Boston. This training aligns with our department’s goals for skill development and will enhance my contribution to upcoming projects.
I have arranged for my current projects to be monitored by Alex during my absence, and I will complete all pending assignments before leaving. The timing has been chosen to minimize impact on our quarterly deliverables.
Thank you for considering this request.
Regards,
Daniel Foster
8. Gradual Return Vacation Request
Subject: Vacation Request with Gradual Return Plan
Dear Ms. Thompson,
I would like to request vacation leave from June 5-16, 2024. Additionally, I propose working half-days on June 19-20 to ensure a smooth transition back to work and catch up on any pending matters.
During my absence, my team will handle ongoing projects according to the attached coverage plan. I will complete all current assignments and provide detailed handover notes before my departure.
Please let me know if you need any additional information.
Best regards,
Emily Chen
9. Team-Coordinated Vacation
Subject: Coordinated Team Vacation Request
Dear Mr. Anderson,
After coordinating with my team members, I would like to request vacation leave for August 7-18, 2024. We have carefully planned our summer schedules to ensure adequate coverage and minimal disruption to our projects.
Marie will cover my client meetings, while Peter will handle technical support issues. I have prepared comprehensive handover documents and will brief them thoroughly before my departure.
Thank you for reviewing my request.
Kind regards,
Thomas Wright
10. Birthday Celebration Leave
Subject: Birthday Week Vacation Request
Dear Mrs. Lewis,
I would like to request vacation leave from November 13-17, 2024, to celebrate my 40th birthday with my family. My children have planned a special trip, and this timing allows us to take advantage of off-peak travel rates.
All my projects will be up to date before my departure, and I have arranged for Jack to handle any urgent matters. I will also ensure my monthly reports are submitted early.
I appreciate your consideration of this request.
Warm regards,
Lisa Martinez
11. Wedding Preparation Leave
Subject: Pre-Wedding Vacation Request
Dear Mr. Harrison,
I am writing to request vacation leave from March 11-22, 2024, for my upcoming wedding preparations and ceremony. This period includes both the preparation time and the wedding celebration itself.
I have already briefed my team about my absence and created a detailed work distribution plan. Maria will lead our client presentations, and Sam will manage our ongoing projects. All major deliverables will be completed before my departure.
Thank you for your consideration.
Best wishes,
Rachel Thompson
12. Sabbatical-Style Vacation
Subject: Extended Vacation Request for Personal Development
Dear Dr. Stevens,
I would like to request an extended vacation from May 6-31, 2024. During this time, I plan to complete a personal development program that will enhance my leadership and communication skills.
I have developed a comprehensive handover plan and will ensure all my responsibilities are covered by the team. John will manage daily operations, and I will be available by phone for any critical situations.
I appreciate your consideration of this request.
Regards,
David Clark
13. Back-to-School Preparation Leave
Subject: Vacation Request for Children’s School Preparation
Dear Ms. Reynolds,
I would like to request vacation leave from August 28 to September 1, 2024, to help my children prepare for the new school year. This timing allows me to handle their school arrangements while minimizing disruption to our department’s workflow.
I will ensure all my projects are ahead of schedule before my departure. Karen has agreed to cover any urgent matters during my absence.
Thank you for reviewing my request.
Best regards,
Jennifer Wong
14. Relocation Time Off
Subject: Vacation Request for House Move
Dear Mr. Edwards,
I am writing to request vacation leave from July 24-28, 2024, to manage my house move. This timing aligns with my lease end date and the availability of moving services.
I have arranged for all my work responsibilities to be covered by my team. Paul will handle client communications, and I will complete all pending tasks before my leave starts.
I appreciate your understanding in this matter.
Kind regards,
Michelle Sanders
15. Anniversary Celebration Leave
Subject: Wedding Anniversary Vacation Request
Dear Mrs. Davidson,
I would like to request vacation leave from October 9-13, 2024, to celebrate my 25th wedding anniversary. My spouse and I have planned a special trip to mark this milestone.
My current projects will be fully up to date before I leave, and I have arranged for Tim to handle any urgent matters during my absence. All client deliverables for that week will be completed in advance.
Thank you for considering my request.
Best regards,
Robert Palmer
16. Volunteer Work Leave
Subject: Vacation Request for Community Service Project
Dear Mr. Fitzgerald,
I am writing to request vacation leave from April 15-19, 2024, to participate in a community building project with Habitat for Humanity. This opportunity allows me to give back to our local community.
I have coordinated with my team to ensure all my responsibilities will be covered. Anna will manage ongoing projects, and I will complete all pending work before my departure.
I appreciate your consideration of this request.
Regards,
Christopher Lee
17. Personal Health Days
Subject: Vacation Request for Health Management
Dear Ms. Bennett,
I would like to request vacation leave from February 12-16, 2024, to focus on my health and wellness. These days will allow me to attend several medical appointments and focus on establishing better health routines.
I have already arranged coverage for my responsibilities with my team. Mark will handle client inquiries, and all project deadlines will be met before my departure.
Thank you for reviewing my request.
Best regards,
Sandra Miller
18. Cultural Festival Attendance
Subject: Vacation Request for Cultural Festival
Dear Mr. Patel,
I am writing to request vacation leave from March 25-29, 2024, to attend and participate in our community’s annual cultural festival. This event is significant for my family and cultural heritage.
I have ensured all my work responsibilities will be properly handled during my absence. Helen will manage my ongoing projects, and I will complete all pending tasks before leaving.
I appreciate your consideration.
Kind regards,
Raj Sharma
19. Skill-Building Workshop Leave
Subject: Vacation Request for Programming Workshop
Dear Mrs. Zhang,
I would like to request vacation leave from June 24-28, 2024, to attend an intensive programming workshop. This training will directly benefit our upcoming department projects.
I have coordinated with my team regarding coverage during my absence. George will handle critical tasks, and I will ensure all current projects are up to date before departing.
Thank you for considering my request.
Best regards,
William Turner
20. Family Reunion Leave
Subject: Vacation Request for Family Reunion
Dear Ms. Carter,
I am writing to request vacation leave from July 15-19, 2024, to attend our family reunion in Colorado. This annual gathering is an important tradition for my family.
I have prepared a detailed handover plan for my responsibilities. Tracy will manage my client portfolio, and all project deadlines will be met before my departure.
I appreciate your consideration of this request.
Warm regards,
Rebecca Martinez
Final Notes: Professional Email Requests for Time Off
Creating an effective vacation request email requires good planning and clear communication. These sample emails show how to structure your request professionally while keeping your company’s needs in mind. Using these examples as guides and adjusting them to fit your needs will help you write requests that follow your workplace’s procedures and boost your chances of approval.