email essay vacation

3 Effective Vacation Request Email Examples

By Status.net Editorial Team on August 21, 2023 — 10 minutes to read

• How to Structure Vacation Request Email Part 1
• Vacation Request Email Example with Explanations Part 2
• Sample Vacation Request Email: Short Leave Part 3
• Vacation Request Email Template for a Long Leave Part 4
• Time Off Request Email Example in Case of Emergencies Part 5
• Vacation Requests: Best Practices Part 6
• Follow-Up Email: Vacation Request Status Part 7

Taking time off from work is essential for maintaining a healthy work-life balance, but requesting a vacation can sometimes feel like a daunting task. Crafting a clear and professional email can streamline the process and take some of the stress out of asking for time off. In this article, we’ll go over some examples and tips for composing an effective vacation request email.

Before you start writing, be sure to have a good understanding of your company’s time off policies and procedures. This way, your email will align with your employer’s expectations and requirements, increasing the likelihood of your request being approved. Once you’ve gathered this information, you’re ready to start crafting your vacation request email.

Part 1 How to Structure Vacation Request Email

Subject line.

Start with a clear and concise subject line, such as “Vacation Request: [Your Name] [Dates of Leave]”. This immediately informs the recipient about the purpose of your email, making it easy for them to prioritize and respond to your request.

Opening Salutation

Begin with a professional greeting, addressing your manager or supervisor by their name (e.g., “Dear Mr. Johnson,” or “Hello Jane,” ).

Reason and Duration for Leave

In the first paragraph, briefly explain the reason for your vacation request and specify the dates you’ll be away. Maintain a professional tone while keeping it short and to the point. For example:

“I’m writing to request time off for a family vacation from October 1st to October 10th. I believe this break will help me recharge and return to work with renewed energy.”

Contact Info during Leave

If you’ll be reachable during your vacation, provide your contact information and let your manager know that they can reach out to you if there’s an urgent matter. Otherwise, make it clear if you’ll be unavailable and assure them that your tasks will be appropriately delegated or completed before you leave.

“I’ll have limited access to email during my time off, but feel free to contact me in case there’s an urgent matter. I’ll ensure all my ongoing projects are handed over to a colleague before I leave.”

Show Appreciation

Acknowledge your manager’s time and express gratitude for considering your request. Be courteous and professional. Example:

“Thank you for taking the time to review my vacation request. I really appreciate your understanding and support in this matter.”

Closing Remark and Signature

Wrap up your email with a polite closing remark, such as “Best regards,” or “Sincerely,” followed by your full name and contact information, including your work email, phone number, and job position. This will make it easy for your manager to get in touch with you if they need to discuss your request further.

Best regards,

[Your Full Name]

[Your Job Position]

[Your Work Email]

[Your Phone Number]

Part 2 Vacation Request Email Example with Explanations

Start your email with a friendly greeting, then get to the point quickly. For example:

Hi [Supervisor’s Name], I hope you’re doing well! I’d like to request some time off from [start date] to [end date]. This will be a total of [number of vacation days] days.

Make sure your message remains professional throughout.

Please let me know if this time off request is approved, or if any adjustments need to be made. I am willing to be flexible depending on the current workload and team requirements.

Show your consideration for your colleagues who might be affected by your absence. Mention that you’ll ensure a smooth handover of tasks before leaving for your vacation. Example:

To ensure a smooth transition and minimize any inconvenience to the team, I will make sure that all my current projects and tasks are up-to-date and well-documented before my time off. Additionally, I can coordinate with [co-worker’s name] for any support needed during my absence.

Finally, end your email with a polite request for approval and offer to discuss your vacation plans in person, if necessary. This demonstrates your respect for your supervisor’s time and authority. Example:

I appreciate your understanding and approval of my vacation request. If you’d like to discuss this further, please let me know and we can set up a time to talk.

Part 3 Sample Vacation Request Email: Short Leave

Subject: Vacation Request for [Your Name] – [Dates]

Dear [Supervisor’s Name],

I hope this email finds you well. I am writing to request time off from [Start Date] to [End Date] for a short vacation. This totals to [Number of days] working days.

During my absence, I have arranged for [Covering Colleague’s Name] to take over my responsibilities. I have briefed them on my ongoing projects and ensured they can manage the tasks. In case of any urgent matters, I’ll be reachable via email or phone.

Please let me know if you require any further information about my vacation plans. I’m looking forward to your response and approval for my leave.

Best regards, [Your Name]

Part 4 Vacation Request Email Template for a Long Leave

Subject: [Your Name] – Long Vacation Request – [Dates]

I am writing to request an extended vacation from [Start Date] to [End Date]. This time-off request will amount to [Number of days] working days.

To ensure a smooth transition, I will be preparing a detailed handover document outlining my current projects and responsibilities. This information will be shared with [Covering Colleague’s Name], who has agreed to cover my workload during my absence.

Please let me know if there’s anything else I need to prepare before my leave. I greatly appreciate your consideration and approval for this request.

Sincerely, [Your Name]

Part 5 Time Off Request Email Example in Case of Emergencies

Subject: Urgent Time Off Request – [Your Name] – [Dates]

I hope you are doing well. Unfortunately, I am facing an unexpected personal emergency that requires my immediate attention. As a result, I need to request urgent time off from [Start Date] to [End Date], totaling [Number of days] working days.

I understand that this request comes with short notice, but I will make sure to communicate with [Covering Colleague’s Name] to ensure my projects and responsibilities are properly managed during my absence.

Your understanding and approval for my urgent leave will be greatly appreciated. Please let me know if there’s any additional information you need.

Thank you for your support.

Warm regards, [Your Name]

Part 6 Best Practices

Preparations.

Before submitting your vacation request email, consider what tasks and projects need to be completed or prepared for your absence. Plan ahead by completing essential tasks beforehand or leaving clear instructions for your colleagues.

Create a to-do list of tasks you want to complete before your vacation starts. This will help ensure a seamless transition when it’s time for you to leave and return. Make sure to check deadlines and coordinate them with your vacation dates.

Coordinating with Colleagues

• Keep your colleagues in the loop about your upcoming vacation request. Be proactive and inform them if any of your tasks or projects will affect their work. Discuss how to handle any potential issues while you’re away.
• One way to do this is by delegating essential tasks to trusted colleagues. This will create a designated point of contact for any questions or concerns that might arise during your absence. Make sure to provide them with all the necessary resources and tools they might need to address any issues that may come up.
• It might also be helpful to schedule a meeting with your team before you leave. This is an opportunity to discuss any pending projects, raise concerns, and identify solutions to keep things running smoothly.
• Remember to leave related contact information for any urgent matters that need to be addressed during your absence. It’s always best to provide an emergency contact number in your vacation request email, just in case something comes up while you’re away and requires your immediate attention.

Selecting the Right Timing:

1. try to avoid peak work periods.

When planning to request a vacation, consider avoiding peak work periods. Peak work periods can vary depending on your role and the industry you work in. It’s best to choose a time when work is less demanding, and colleagues can handle your responsibilities without feeling overwhelmed. By doing this, you increase the chances of your request being approved.

2. Plan in Sync with Project Schedules

Another factor to consider when composing a vacation request email is syncing it with your project schedules. Before submitting your request, evaluate the status of ongoing projects and your role in completing them. Try to pick a time when your absence will have minimal impact on project progress.

Frequently Asked Questions

What are some tips for writing a clear and concise time off request email.

• Choose a clear subject line, such as “Vacation Request: [Your Name] [Dates]”
• Start by expressing appreciation for your job and the opportunity to request time off
• Clearly state the purpose and duration of your time off in a polite manner
• Provide any necessary information such as tasks you finished or colleagues you’ve informed
• End with your contact information and a statement expressing your willingness to clear up any questions

How can I professionally request time off for a vacation in an email?

Be direct but courteous when making your request. Mention the dates you wish to take off, explain that it’s for a vacation, and express your willingness to accommodate any adjustments to your schedule if needed. Show understanding for the potential inconvenience and offer help in providing coverage during your absence.

What should be included in a vacation request email to your manager?

Include the following information in your email:

• Purpose of your request (in this case, vacation)
• Start and end dates of your requested time off
• Confirmation that your tasks are completed or arrangements are made for coverage
• Offer of assistance in making plans for your absence
• Contact information and your availability for any questions or concerns

What are some examples of successful vacation leave request emails?

Here’s an example of a well-formulated time off request email:

How can I make sure my time off request email is easily understood?

• Use clear language and simple sentence structure
• Format your email in a way that’s easy to scan (e.g., short paragraphs, bullet points)
• Include all relevant details (purpose, dates, arrangements, etc.)
• Keep your email concise to encourage a quick response

Are there any follow-up steps after sending a vacation request email?

• If your request is approved, thank your manager and notify colleagues affected by your absence
• If your request is denied or requires adjustments, work with your manager to find a suitable solution
• If you haven’t heard back within a reasonable timeframe, send a gentle reminder to request an update on your application. For example:

Part 7 Follow-Up Email: Vacation Request Status

Dear [Manager’s Name],

I hope this email finds you well. I am writing to follow up on my vacation request that I submitted on [insert date]. I have not heard back from you regarding the status of my request, and I was wondering if there are any updates you can provide me with.

I understand that you may have a busy schedule, but I would appreciate any information you can provide regarding my request. Knowing the status of my request will help me plan my upcoming schedule accordingly.

Thank you for your time and consideration. I look forward to hearing back from you soon.

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21 Vacation Request Email Samples

It’s crucial to take vacations to maintain a healthy work-life balance. Vacation Request Email should be precise , succinct , and formal when writing a holiday request email.

Vacation Request Email: A How-To Guide

Taking a vacation is essential for maintaining work-life balance, rejuvenating your mind, and enhancing productivity. However, requesting time off requires careful consideration and communication. A well-structured vacation request email can help you convey your needs professionally and increase the likelihood of approval.

In this guide, we’ll explore how to write an effective vacation request email, share important tips, discuss different types of vacation requests, highlight things to avoid, and provide a sample email for your reference.

How to Write a Vacation Request Email

• Choose the Right Time : Submit your request as early as possible. This shows respect for your employer’s planning needs and increases the chances of your request being granted.
• Use a Clear Subject Line : Make your subject line straightforward, such as “Vacation Request for [Dates].”
• Be Direct and Specific : Clearly state your request in the opening lines, including the exact dates you wish to take off.
• Provide a Reason (Optional) : While not always necessary, briefly explaining why you’re taking time off can help your manager understand your situation.
• Offer Solutions : Mention how you plan to handle your workload or who will cover your responsibilities during your absence.
• Express Gratitude : Thank your manager for considering your request, reinforcing your appreciation for their support.
• Proofread Your Email : Check for spelling and grammatical errors to maintain professionalism.

Important Tips for Writing a Vacation Request Email

• Know Your Company’s Policy : Familiarize yourself with your company’s vacation policy to ensure compliance and understand any requirements for requesting time off.
• Be Flexible : If possible, offer alternative dates if your initial request cannot be accommodated.
• Follow Up : If you don’t receive a response within a reasonable time frame, it’s appropriate to follow up politely.

Types of Vacation Requests

• Paid Vacation : Time off that is compensated as part of your employment benefits.
• Unpaid Leave : Time off without pay, often used for personal reasons or extended travel.
• Sick Leave : Time off due to illness, which may require a doctor’s note depending on company policy.
• Personal Days : Days off for personal matters that may not fall under traditional vacation or sick leave.

Things to Avoid

• Last-Minute Requests : Avoid requesting time off at the last minute unless it’s an emergency.
• Being Vague : Don’t be unclear about the dates or reasons for your absence.
• Neglecting Work Responsibilities : Ensure you communicate how your work will be managed in your absence.

Sample Vacation Request Email

Subject : Vacation Request for [Dates]

Dear [Manager’s Name],

I am requesting vacation leave from [start date] to [end date] to [briefly explain your reason, e.g., travel with family, attend a wedding, etc.],

I will ensure that all my responsibilities are up to date before my departure, and I am happy to assist in transitioning any tasks to [Colleague’s Name] during my absence.

Thank you for considering my request. I appreciate your understanding and support.

Best regards,

[Your Name] [Your Position] [Your Contact Information]

Vacation Request Email Samples

Template 1: vacation request email template.

Subject: Request for Vacation Leave

I would like to request vacation leave from [start date] to [end date]. During my absence, I will ensure that all my work is completed before I leave and that my colleagues have access to any necessary files or information.

I would be happy to discuss my workload and ensure that it is covered while I am away. Please let me know if there are any concerns or questions you may have.

Thank you for your consideration.

Sincerely, [Your Name]

Template 2: Sick Leave Request Email Template

Subject: Request for Sick Leave

I will be on sick leave from [start date] to [end date]. I have been experiencing [symptoms] and need time to recover.

I will coordinate with my team to adequately manage any pending tasks while I am away. I will also ensure that my colleagues have access to any pertinent files or information. Furthermore, I will keep you updated on my status and any changes about my return.

Thank you for your understanding.

Template 3: Emergency Leave Request Email Template

Subject: Request for Emergency Leave

I am requesting an emergency leave due to [reason]. I need to take time off from work starting from [start date] to [end date].

I  would be more than happy to discuss my workload and ensure that it is properly handled. Please let me know if there is anything I can do to assist you.

Template 4: Personal Leave Request Email Template

Subject: Request for Personal Leave

I am writing to request personal leave from work starting from [start date] to [end date]. During my absence, I will make sure that all my work is completed before I leave and that my colleagues have access to any necessary files or information.

I am open to discussing my responsibilities and ensuring that they are addressed while I am absent. Please feel free to reach out if you have any concerns or inquiries.

Template 5: Bereavement Leave Request Email Template

Subject: Request for Bereavement Leave

I am writing to request bereavement leave due to the loss of [relative’s name]. I need to take time off from work starting from [start date] to [end date].

During my absence, I will take measures to guarantee that my work is handled appropriately and that my coworkers can retrieve any crucial information they require. Moreover, I will keep you informed about my progress and any new developments regarding my return.

Template 6: Vacation to Travel Request Email Template

Subject: Request for Vacation Time

I hope this email finds you well. I am writing to request vacation time from [start date] to [end date] for travel.  Since [period] I’ve worked for the company, as you are aware, and I haven’t taken any holiday time this year.

I’ve taken all the required steps to ensure that my work will be done while I’m away. All open projects will be finished by myself, and as needed, I will assign tasks to my coworkers. I’ve also let my staff know I’ll be gone and given them the documents and material they need for a seamless transition.

I intend to visit [location] over my holiday to learn more about the people and things to do there. I am confident that this trip will enhance my personal development and general well-being, which will ultimately enhance my professional performance when I return.

15 Vacation request email samples

• I hope this email finds you well. I am writing to request a vacation day on [Date]. I have been working hard and I think a day off will help me recharge and come back more productive. Thank you for your consideration.
• I hope this email finds you in good health. I would like to request a vacation day on [Date] to attend a family event . I will make sure to complete all of my work before I leave and will be available by phone or email in case of any emergencies. Thank you for understanding.
• I would like to request a vacation day on [Date] to celebrate my anniversary with my spouse. I have completed all my work and have made arrangements with my colleagues to cover any necessary tasks during my absence. Thank you for your understanding.
• I am writing to request a vacation day on [Date] to attend a friend’s wedding out of town. I have already discussed this with my team and made arrangements to ensure that my work will not be interrupted during my absence. Thank you for your consideration.
• I hope this email finds you well. I would like to request a vacation day on [Date] to attend an important parent meeting at my son’s school. I will make sure to complete all my work before I leave and will be available by phone or email in case of any emergencies. Thank you for your understanding.
• I am writing to request a vacation day on [Date] to attend a doctor’s appointment . I have already scheduled this appointment outside of work hours, but I would appreciate the day off to ensure that I can attend to my health needs. Thank you for your understanding.
• I hope this email finds you well. I would like to request a vacation day on [Date] to celebrate a religious holiday with my family. I have already discussed this with my team and made arrangements to ensure that my work will not be interrupted during my absence. Thank you for your consideration.
• I am writing to request a vacation day on [Date] to attend a concert that I have been looking forward to. I will make sure to complete all my work beforehand and will be available by phone or email in case of any emergencies. Thank you for your understanding.
• I would like to request a vacation day on [Date] to take a much-needed break and spend time with my family. I have already arranged for my colleagues to cover any necessary tasks during my absence. Thank you for your consideration.
• I hope this email finds you well. I would like to request a vacation day on [Date] to attend a symposium I am interested in. I promise to make up for the lost time and complete all my work before I leave. Thank you for your understanding.
• I am writing to request a vacation day on [Date] to c elebrate an important event with my family. I will make sure to complete all my work beforehand and will be available by phone or email in case of any emergencies. Thank you for your understanding.
• I would like to request a vacation day on [Date] to attend a professional development conference. I believe this will help me become a better employee and contribute more to the company in the long run. Thank you for your consideration.
• hope this email finds you well. I would like to request a vacation day on [Date] to t ake care of some personal matters. I will make sure to complete all my work beforehand and will be available by phone or email in case of any emergencies. Thank you for your understanding.
• I am writing to request a vacation day on [Date]. I plan to take a short trip . I will make sure to complete all my work beforehand and will be available by phone or email in case of any emergencies. Thank you for your understanding.
• I would like to request a vacation day on [Date] t o volunteer at a local charity event . I believe this will help me give back to the community and make a positive impact. Thanks.

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5 of the Best Vacation Email Message Examples

It doesn’t matter whether you’re going to be out of the office for a few days, or a few months – if you’re going on vacation, it’s critical to remember to set up your out-of-office autoresponder. You need to let colleagues, clients, and prospects know that you won’t be available while ensuring that they know […]

It doesn’t matter whether you’re going to be out of the office for a few days, or a few months – if you’re going on vacation, it’s critical to remember to set up your out-of-office autoresponder .

You need to let colleagues, clients, and prospects know that you won’t be available while ensuring that they know the best course of action to take while you’re away.

What Should Your Vacation Message Include?

• A subject, with the dates you leave and return
• Who to contact in an emergency (name, email, and phone number)
• Point of contact for non-urgent inquiries (name, email, and phone number)

Keep Your Message Professional

While injecting a little humor into your vacation email message can sometimes be a good idea – depending on your company and contacts – avoid oversharing and keep it professional at all times.

Needless to say, never write a vacation message that reads like this:

I am currently out of the office on my holiday – I’m probably drunk somewhere in a bar in Spain. See you when I get back. 

Vacation Email Message Examples for 2024

Now that you know what you should and shouldn’t include, how do you go about crafting the perfect out-of-office vacation message?

No matter what your message says, just make sure you have one – it’s the polite and professional thing to so. To help you get started, we’ve put together some examples you can test, tweak, use, and share with colleagues.

1. Out of the Office but Reachable Message

Not every vacation you take is going to leave you completely unreachable. For those days when you’re out of the office but are still checking and responding to email or phone calls, make sure your message explicitly states that people will still be able to reach you, and how:

Thanks for getting in touch. I am currently out of the office from [date] to [date] and will have limited access to my email during this time. You may be able to get ahold of me on my cell phone at [phone number] . If you can’t get through to me and have an urgent inquiry, you can contact a member of the team at [phone number], or my assistant [Name] at [email] or [phone number] .

For non-urgent inquiries, I will return your message as soon as I get back in the office.

Thank you, 

2. Brief Out of Office Message

While it’s vital that you get the main points across in any vacation email, brevity is important. If you’re looking for something a little more to-the-point, try this one:

Thanks for your message. I am out of the office today and have limited access to email. If you need immediate assistance, please contact [Name] at [phone number], or you can try me on my cell phone at [phone number].

Best Regards,

3. Long Vacation Message

If you’re going to be on vacation for a week or two, then it’s essential you set up your vacation email. If you miss the odd day, the world won’t implode, but if people don’t know you’re away for a few weeks and they don’t know exactly when you’ll be back, or who they can contact in your place, you’re going to have some unhappy clients or customers.

Like the previous examples, the message doesn’t have to be lengthy – you just need to let people know the details, and who they should be contacting in your absence.

Thanks for your email. 

I am currently out of the office starting on [date] and returning on [date] .

If you need assistance during this time, one of my team members will be able to help. They can be contacted at [phone number] Monday-Friday from 8-5. 

For non-urgent inquiries during my absence, you can contact [Name] at [email] or [phone number], and they will be happy to assist. 

4. Humorous Vacation Message

While you shouldn’t use a vacation message like the first example in this article, it doesn’t mean you can’t have a little bit of fun with your emails.

You just have to be very certain of your audience if you’re going to use an email with humor. It has to be the right tone, and it has to be right for your business and your clientele.

Thanks for the email. 

The weather has changed, so I have decided to book myself a little break in the sunshine.

So from [date] to [date] , I am going to be laid out in the sun catching a tan and reading a book. 

Sorry – I know you are working, but I deserve a holiday this year.

Is your email urgent? If so, you should probably call [Name] at [phone number], and they will assist you. They aren’t in the sunshine – they’re still at work.

Other than that, I will email you when I get back. 

5. Use GIFs to Make Your Out-of-Office Fun and Relatable

While a GIF isn’t professional, a little bit on your out-of-office email won’t spoil your professional look. Besides, everyone can “understand” the fun of putting work aside and taking time off to enjoy a short vacation.

The GIFs you use on your email should be relatable too. It makes your message memorable and fun to read. Here’s an example. Thankfully with Right Inbox you can insert GIFs into emails within your Gmail compose window.

Hi there, Thanks for your message, but you just missed me. I wrapped everything at the office and took a short vacation to Hawaii. I won’t be back till [date] .

Here’s a snapshot of me on my first day at the beach.

https://media.giphy.com/media/nvL0ETkPkMOGI/giphy.gif

Anyway, if it’s an urgent matter, feel free to contact [name] at [email address] or [phone number] . He’ll handle everything for me until I get back to the office.

Kind regards,

Best Practices For Vacation Email Messages

While you can get a dozen ways to write the most effective vacation email messages, there are set practices that cut across every method.

You don’t want to come back to find everything has gone wrong, and everyone in the office is avoiding you.

1. Clearly state the dates you won’t be in the office

People will often make errors when reading instructions. You don’t want that to happen when they read your out-of-office message.

Ensure you’ve clearly stated the dates you will be out of the office. If possible, include it in the subject line or bold them on your email body.

Also, confirm if you would be able to assist in case it’s an urgent message. If you are in a different time zone, let them know that replying to emails might take longer than expected.

2. Provide alternate contact information

If you won’t be able to assist with urgent issues, provide the accurate contact details of the colleague who will stand in for you.

But before you do that, ensure you’ve talked to the colleague, and they’re okay with taking over your tasks. If they receive an issue that only you can handle, they can request the client wait until you’re back in the office.

This is handy as your desk will technically still operate while you’re away on a beach in Bali.

3. State the reason for your leave.

Many assume colleagues or prospects will automatically know why you’re out of the office. That’s not the case because they might try to reach out and get mad if you don’t reply.

Don’t just say you’re out of the office; tell them why. And if it’s okay, you can tell them where you’ve gone. They’ll be less likely to send follow-up emails when they know you’ve taken a vacation.

4. Use a short Subject Line

No need to go overboard with the subject line. The goal is to keep it short and sweet.

Email service providers like Gmail often come with automatic subject lines that you don’t have to change.

If you have to, make sure you don’t add many things. The only information you can add is the dates you won’t be in the office. If you don’t have to, a simple “out of office” is good.

5. Appreciate the Sender

In general, the automatic response can be off-putting. No one likes it when you call someone only to get a “robotic” voice telling you that the person you’ve called can’t pick up the call.

It sounds the same if you don’t create a warm feeling for your vacation response emails. Start by thanking the email sender for the email. No need for a whole paragraph. A single sentence or a few words is okay.

Take Advantage of Automation

You can use software like AppogeeHR to set up vacation emails that will automatically turn on when you go away for approved leave. You can also create templates of emails to share with your team with a tool like Right Inbox.

By bringing some automation into the process, you not only ensure that your staff is leaving vacation email messages that cover what’s needed, but you’re also eliminating the possibility that team members will forget to turn them on.

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David Campbell

David Campbell is the editor of the Right Inbox blog. He is passionate about email productivity and getting more done in less time.

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