Getting your vacation request approved shouldn’t feel like climbing Mount Everest. Yet many employees find themselves staring at a blank page, wondering how to craft the perfect letter that will secure those precious days off. Whether you’re planning a long-awaited family reunion, a romantic getaway, or simply need time to recharge your batteries, the way you present your request can make all the difference between “approved” and “we’ll see.”
The key lies in understanding that your vacation approval letter is more than just a formal request—it’s your opportunity to demonstrate professionalism, show consideration for your team, and present a clear plan that makes saying “yes” the obvious choice for your supervisor. Let’s explore ten different approaches that will help you write compelling vacation approval letters that get results.
Sample Letters of Approval for Vacation Leave
These carefully crafted examples showcase various scenarios and writing styles to help you find the perfect approach for your specific situation. Each letter demonstrates how to balance professionalism with personality while addressing the practical concerns your supervisor might have.
1. Standard Professional Request
[Insert recipient’s address]
Date: [Insert Date]
Subject: Vacation Leave Request – [Your Name]
Dear [Supervisor’s Name],
I am writing to formally request vacation leave from [start date] to [end date], totaling [number] working days. This time off will allow me to spend quality time with my family during the summer break and return to work refreshed and energized.
During my absence, I have arranged for [colleague’s name] to handle my daily responsibilities, and I will ensure all urgent projects are completed before my departure. I have already briefed the team about ongoing assignments and created detailed handover notes for seamless continuity.
I understand the importance of maintaining productivity during peak season, which is why I’ve chosen these dates carefully to minimize disruption to our department’s workflow. All client meetings scheduled during this period have been rescheduled with their consent.
I would be happy to discuss this request at your convenience and make any necessary adjustments to ensure smooth operations while I’m away. Thank you for considering my application.
Sincerely,
[Insert sender’s name and designation]
2. Family Emergency Compassionate Leave
[Recipient’s address placeholder]
Date: [Insert Date]
Subject: Urgent Vacation Leave Request – Family Circumstances
Dear [Manager’s Name],
I hope this letter finds you well. I am reaching out to request emergency vacation leave from [date] to [date] due to unexpected family circumstances that require my immediate attention and presence.
My elderly father has been hospitalized, and as the primary family contact, I need to coordinate his care and support my mother during this challenging time. The doctors have indicated that the next few weeks will be critical for his recovery, and my family is counting on me to be there.
I recognize this is short notice, and I sincerely apologize for any inconvenience this may cause. I have already spoken with [colleague’s name] who has graciously agreed to cover my essential duties. Additionally, I will remain available via phone and email for any urgent matters that absolutely require my input.
I anticipate returning to work on [date], though I may need to request an additional day or two depending on my father’s condition. I will keep you updated on the situation and provide advance notice of my exact return date.
Thank you for your understanding and support during this difficult time. Your flexibility means everything to my family and me.
With gratitude,
[Sender’s name and role]
3. Educational Development Leave
[Insert recipient’s address here]
Date: [Insert Date]
Subject: Professional Development Vacation Leave Request
Dear [Department Head’s Name],
I am excited to inform you about a unique professional development opportunity and formally request vacation leave from [start date] to [end date] to attend the International Marketing Summit in Barcelona.
This conference features industry leaders from Fortune 500 companies and covers emerging trends in digital marketing that directly align with our company’s strategic goals for the next quarter. The insights I gain will benefit our entire marketing team and potentially influence our upcoming campaign strategies.
The timing works perfectly as it falls between our major product launches, ensuring minimal impact on our current projects. I have coordinated with [colleague’s name] to monitor our social media channels and handle any client inquiries that may arise during my absence.
Upon my return, I plan to present key takeaways to the team and create an action plan for implementing relevant strategies we discussed. I believe this investment in professional growth will yield significant returns for our department.
I have attached the conference agenda and my preliminary coverage plan for your review. I look forward to discussing how this opportunity can benefit our organization.
Best regards,
[Your name and position]
4. Honeymoon Leave Request
[Recipient’s address]
Date: [Insert Date]
Subject: Honeymoon Leave Request – [Your Name]
Hey [Manager’s Name],
I hope you’re having a great week! I wanted to give you plenty of advance notice about my upcoming honeymoon plans and formally request vacation time from [date] to [date].
My fiancé and I are getting married on [wedding date], and we’ve planned a two-week honeymoon in Italy—something we’ve been dreaming about for years. I know it’s a significant chunk of time, but I’ve been saving up my vacation days specifically for this once-in-a-lifetime trip.
I’ve already started preparing for my absence by documenting all my current projects and identifying team members who can step in where needed. [Colleague’s name] has agreed to handle the Johnson account, and I’ll make sure the quarterly reports are completed before I leave.
I plan to be completely disconnected during the first week to truly enjoy this special time, but I’ll check emails periodically during the second week in case anything urgent comes up. I promise to return fully recharged and ready to tackle our Q4 initiatives with renewed energy.
Thanks for being such an understanding boss. I really appreciate your support for work-life balance, and I can’t wait to share some Italian cooking tips with the team when I get back!
Warmly,
[Insert your name and title]
5. Medical Recovery Leave
[Insert address of recipient]
Date: [Insert Date]
Subject: Medical Leave Request – [Your Name]
Dear [HR Manager’s Name],
Following my recent consultation with my physician, I am writing to request medical vacation leave from [start date] to [anticipated return date] for a planned surgical procedure and recovery period.
My doctor has recommended this minor outpatient surgery to address a persistent health issue that has been affecting my daily life. While the procedure itself is routine, the recovery period requires approximately two weeks of rest to ensure proper healing and prevent complications.
I have attached the medical documentation as required by company policy and will provide additional paperwork as requested. During my absence, I have arranged comprehensive coverage for my responsibilities with [colleague’s name] and [another colleague’s name], both of whom are familiar with my current projects.
All critical deadlines falling within this period have been addressed in advance, and I have prepared detailed status reports for each active project. I will be available for consultation via phone if any urgent questions arise, though I may have limited availability immediately following the procedure.
I understand the importance of proper documentation for medical leave and am committed to providing any additional information needed to process this request efficiently.
Respectfully,
[Your name and department]
6. Annual Family Vacation
[Recipient’s mailing address]
Date: [Insert Date]
Subject: Annual Vacation Request – Summer 2025
Dear [Supervisor’s Name],
Summer vacation planning is in full swing at my house, and I’m writing to request time off from [start date] through [end date] for our annual family trip to the mountains.
This yearly tradition has become incredibly important to our family, especially as our kids get older and their schedules become more complicated. It’s the one time each year when we can completely unplug from work and school stress and just focus on being together.
I’ve chosen these dates because they fall during our traditionally slower period, and I’ve confirmed with the team that no major deadlines conflict with this timeframe. My projects are all on track to be completed well before I leave, and I’ve already briefed [colleague’s name] on handling any issues that might come up.
The cabin we’re renting has decent internet, so I can check in periodically if needed, though I’m hoping for a truly restful break. I find that these annual resets help me return to work with fresh perspective and renewed motivation.
I’ve been looking forward to this trip all year, and I’m confident that everything will run smoothly while I’m gone. Thank you for supporting our team’s work-life balance—it really makes a difference in our job satisfaction and productivity.
Best,
[Sender’s full name and position]
7. Graduate School Commitment
[Insert the recipient’s address]
Date: [Insert Date]
Subject: Educational Leave Request for Thesis Defense
Dear [Academic Supervisor’s Name],
I am writing to request vacation leave from [date] to [date] to complete the final requirements for my Master’s degree program, specifically to defend my thesis and attend graduation ceremonies.
After three years of evening and weekend study while maintaining my full-time position here, I am finally ready to complete this significant academic milestone. The thesis defense is scheduled for [specific date], followed by final revisions and the graduation ceremony on [date].
This achievement represents not only personal growth but also valuable knowledge that I can apply directly to my role in our research and development department. My thesis focuses on sustainable manufacturing processes, which aligns perfectly with our company’s environmental initiatives.
I have carefully scheduled this leave during our project lull period and have coordinated with [team member’s name] to ensure all essential functions continue seamlessly. All my current assignments will be completed or properly delegated before my departure.
The advanced knowledge and research skills I’ve gained through this program will enhance my contributions to our team moving forward. I’m excited to share relevant insights from my studies that could benefit our upcoming sustainability projects.
I appreciate your continued support of my educational pursuits and look forward to returning with my degree in hand, ready to apply my expanded expertise to our shared goals.
Academically yours,
[Insert name and job title]
8. Religious Observance Leave
[Recipient’s address goes here]
Date: [Insert Date]
Subject: Religious Observance Leave Request
Dear [Manager’s Name],
I am respectfully requesting vacation leave from [start date] to [end date] to observe [specific religious holiday/occasion], which holds deep spiritual significance in my faith tradition.
This observance period requires complete dedication to prayer, reflection, and family gatherings, making it impossible for me to maintain my regular work schedule. These days are considered sacred in my religion, and participating fully in the traditional practices is essential to my spiritual well-being.
I have planned ahead to ensure minimal disruption to our team’s workflow during this period. All time-sensitive projects will be completed beforehand, and I have arranged for [colleague’s name] to handle any urgent matters that may arise in my absence.
I understand that this leave falls during a busy time for our department, which is why I’m providing several weeks’ notice to allow for proper planning and coverage arrangements. I am committed to working extra hours before and after this period if needed to maintain our project timelines.
Thank you for respecting my religious practices and supporting diversity in our workplace. Your understanding of different cultural and spiritual needs creates an inclusive environment that allows all employees to bring their whole selves to work.
With respect and gratitude,
[Your name and role in organization]
9. Mental Health and Wellness Break
[Insert recipient’s full address]
Date: [Insert Date]
Subject: Wellness Leave Request – [Your Name]
Dear [Supportive Manager’s Name],
I am writing to request a brief vacation leave from [date] to [date] to focus on my mental health and overall wellness.
Lately, I’ve been feeling overwhelmed by work stress and personal challenges, and I recognize that taking proactive steps to address these issues is crucial for both my well-being and my ability to perform effectively in my role. Rather than wait until burnout affects my work quality, I believe a short break will help me return stronger and more focused.
During this time, I plan to engage in activities that promote mental wellness, including therapy sessions, meditation, exercise, and quality time with supportive friends and family. I view this as preventive care that will benefit both my personal life and my professional contributions.
I have arranged for comprehensive coverage of my duties with [team member’s name] and have prepared detailed instructions for all ongoing projects. Most importantly, I will be completely disconnected from work communications to ensure genuine recovery and renewal.
I appreciate our company’s commitment to employee wellness and mental health support. Having leadership that understands the importance of mental health care makes it possible for employees like me to seek help when needed and return to work as our best selves.
Thank you for your understanding and support during this important time.
Gratefully,
[Name and professional title]
10. Extended Travel Adventure
[Address of recipient]
Date: [Insert Date]
Subject: Extended Leave Request for International Travel
Dear [Travel-Savvy Manager’s Name],
I hope this letter finds you well and perhaps dreaming of your own travel adventures! I am writing to request an extended vacation leave from [start date] to [end date] for a once-in-a-lifetime backpacking trip through Southeast Asia.
This three-week journey has been years in the planning, and I’ve saved both money and vacation time to make this dream a reality. The itinerary includes cultural immersion experiences in Thailand, Vietnam, and Cambodia—countries I’ve always wanted to explore but never had the opportunity to visit properly.
I understand that requesting three consecutive weeks is unusual, but I’ve timed this trip carefully to coincide with our slowest quarter and have worked extra hours over the past few months to get ahead on all major projects. [Colleague’s name] and I have developed a comprehensive handover plan that covers every aspect of my responsibilities.
This type of extended travel experience will undoubtedly broaden my cultural perspective and enhance my creativity—qualities that I believe will make me a more valuable team member upon my return. Sometimes the best inspiration comes from stepping completely outside our comfort zones.
I’ll have limited internet access during portions of the trip, particularly in remote areas, but I’ll check in periodically to ensure everything is running smoothly. I promise to return with amazing stories, a renewed sense of adventure, and possibly some unique souvenirs for the team!
Thank you for considering this request and for fostering a workplace culture that values personal growth and life experiences.
Adventurously yours,
[Insert sender’s name and position]
Conclusion
Writing an effective vacation approval letter comes down to balancing professionalism with personality while addressing your supervisor’s practical concerns. Each of these ten examples demonstrates different approaches you can take depending on your specific situation, company culture, and relationship with your manager.
The most successful vacation requests share common elements: clear dates, adequate advance notice, detailed coverage plans, and genuine consideration for how your absence might affect the team. Whether you’re planning a honeymoon, dealing with family emergencies, or simply need time to recharge, the way you present your request can significantly influence the outcome.
Your vacation time is valuable—both for your well-being and your long-term productivity at work. By crafting thoughtful, well-structured requests that demonstrate responsibility and planning, you’re much more likely to get the approval you need while maintaining positive relationships with your colleagues and supervisors. Use these examples as starting points, but always personalize your letter to reflect your unique voice and circumstances.