How to Write a Good Vacation Request Email (with Samples) Use these sample vacation request emails as templates for your formal request email. Last updated on January 16th, 2019
Taking a vacation is a perk to having employment with benefits. Everyone needs to have time to refocus and to take a break from the daily grind. When wanting to take a vacation, it is best to put the request in writing.
Verbal approvals can be forgotten and can cause issues with employment, always get everything in writing. Even if the company has a specific form that needs to be filled out for time off, a vacation request email is a great addition to the routine form.
Most of us wouldn’t hesitate to take a well-deserved vacation. However, the thought of drafting a vacation request email to the supervisor may be unnerving. You may fear that your request will be denied due to your job responsibilities, or that it will not be a good time for the company. Regardless, everyone deserves to use their vacation time, but there is a proper way to write an email asking for much needed time. While you may not think it necessary, this is a formal email. A messy and unorganized email with spelling or grammar errors could be a problem when going to executives. Start the email by using a block format and add a subject line to the email. Make sure it is clearly spelled out that this is a vacation request email.
Avoid gloating too much, as no one wants to read a long story. Remember the longer and more drawn out the email, the less likely the recipient is to read the whole thing. They will usually just skim the email looking for key points. Keep everything simple and easy to read to avoid any confusion.
In this kind of email, there is no room for beating around the bush. Get right to the point and make sure that your request is notated well. Also be firm with your needs, don’t be afraid to include facts like you haven’t had a vacation in two years. Other points that may help your claim are including productivity numbers or your accomplishments within the company.
In the final paragraph, ask for something back in writing. Remember, you want everything in writing for your protection. This will also give you the confidence to book airline tickets or to schedule other things in advance. If a boss doesn't give you an answer right away, it is acceptable to send a follow up email. Here are some sample emails.
Sample 1- Vacation Request Email Note: Before beginning the letter, the employee should research the vacation policies of their place of work. There may be special forms that need to be filled out or a specific amount of time before the date of departure that the request must be submitted.
I would like to request vacation from DATE to DATE.. It has been nearly 5 years since I have had a family vacation. I wish to use some of my vacation hours for some much needed family time. Currently, I have 125 vacation hours and want to use 40 of them.
At the current time, all of my work is completed. I will also make sure that all pending work will be completed in advance before I leave for this trip. I will ensure that whoever fills in for me in my absence will not have much to do.
As you know, I am a hard worker and put in more than 60 hours a week. A good way to keep refreshed and not to burn out is to have a vacation once in awhile. I feel I am long overdue. I have put a trip on hold several times for company demands. I would like to have some time to spend with my family.
I have filled out the official company vacation request form and have attached it for your review. Please respond to me in writing so that I may schedule my trip.
Sincerely, Your Name
Sample 2 - Vacation Request Email Note: The employee has a better chance of getting approval if they follow the company guidelines. If request forms are required, they should be filled out and filed according to company regulations. A copy can be attached with the formal email request.
This email is a formal request for one week’s vacation leave from DATE to DATE. I will be back at work on DATE. My wife and I are planning a vacation for the first time in five years.
All of the projects that I am working on will be completed before the leaving date. I have asked other members of my team to make sure that all of my responsibilities are covered while I’m away, and they have agreed. My team leader has agreed with my vacation request. I have attach an email from her.
If you have any questions or considerations, I can be reached at 555-123-4567. While on vacation, I will be checking my email every day, so I can be reached if it is urgently needed.
Thank you for considering my request. Please let me know if my vacation request has been approved at your earliest convenience, so I can finalize our flight and hotel bookings.