Time off from work is essential for maintaining a healthy work-life balance, addressing personal matters, and recharging your mental batteries. However, requesting time off can sometimes feel awkward or stressful, especially if you’re unsure how to frame your request professionally.
A well-crafted time-off request email can make all the difference between approval and denial. The right approach shows respect for your workplace policies while clearly communicating your needs. This guide provides practical email templates that you can adapt to various situations.
Ready to write that perfect time-off request that gets approved without hassle? Let’s explore 15 professionally written samples that will help you secure that much-needed break.
Time-off Request Email Samples
These email samples cover various scenarios from vacation requests to medical appointments and family emergencies. Feel free to modify them to suit your specific situation and company culture.
1. Standard Vacation Request (Two Weeks’ Notice)
Subject: Vacation Request: [Dates]
Dear [Manager’s Name],
I would like to request vacation time from Monday, June 15, 2025, through Friday, June 26, 2025, returning to the office on Monday, June 29, 2025.
I have checked the team calendar and confirmed that no other team members will be out during this period. I will complete the quarterly report before my departure and brief Sarah on any pending issues that might arise during my absence.
Please let me know if this request is approved or if you need any additional information.
Thank you for your consideration.
Best regards,
[Your name and designation]
Phone: (555) 123-4567
Email: yourname@company.com
2. Last-Minute Personal Emergency Leave
Subject: Urgent: Personal Emergency Leave Request
Dear [Manager’s Name],
I am writing to request emergency personal leave starting tomorrow, May 14, 2025. My father has been hospitalized unexpectedly, and I need to travel out of state to help coordinate his care. Based on the initial assessment, I anticipate needing to be away for three days but will update you as I learn more about the situation.
I recognize this is short notice, and I apologize for any inconvenience. I have already spoken with Alex, who has agreed to cover my client meeting tomorrow. All other deliverables for this week have been completed.
I will be reachable by phone and email throughout this time and can join critical calls if needed.
Thank you for your understanding during this difficult time.
Sincerely,
[Insert sender’s name and role]
Mobile: (555) 987-6543
Email: yourname@company.com
3. Medical Appointment Request (Half Day)
Subject: Half-Day Leave Request for Medical Appointment
Hello [Manager’s Name],
I’m writing to request a half-day off on Thursday, May 22, 2025, from 1:00 PM until the end of the day for a medical appointment that cannot be scheduled outside working hours.
I will complete my morning tasks as usual and ensure that any urgent matters are addressed before I leave. I’ve already informed our team during yesterday’s stand-up meeting, and Rachel has offered to handle any urgent client inquiries that might come in during my absence.
Please let me know if you approve this request or if you need any additional information. I can provide a doctor’s note upon my return if required by company policy.
Thank you for your consideration.
Regards,
[Your name and position]
Department: Marketing
Extension: 4567
4. Parental Leave Request
Subject: Parental Leave Request (June-September 2025)
Dear [Manager’s Name],
I am writing to formally request parental leave following the birth of my child, expected around June 15, 2025. According to our company policy and my discussion with HR, I am eligible for 12 weeks of parental leave.
I would like to begin my leave on June 10, 2025 (or earlier if medically necessary) and return to work on September 9, 2025. I understand this is a significant period, and I am committed to ensuring a smooth transition both before my departure and upon my return.
To prepare for my absence, I propose the following transition plan:
– May 20-31: Document all current projects and processes – June 1-9: Train Tim and Diana on critical responsibilities – August 25-September 8: Gradual re-engagement via email before full return
I am available to discuss this plan and make any necessary adjustments. Please let me know if you need any additional information or documentation from my healthcare provider.
Thank you for your support during this important time in my life.
Warm regards,
[Sender’s name and designation]
Department: Operations
Phone: (555) 234-5678
Email: yourname@company.com
5. Remote Work Day Request
Subject: Request for Remote Work – May 20, 2025
Hi [Manager’s Name],
I’m writing to request working remotely on Wednesday, May 20, 2025. I need to be home for a scheduled home repair service that requires someone to be present between 9 AM and 2 PM.
I will have full access to my laptop, phone, and all necessary files to perform my duties without interruption. I plan to be available during regular business hours and will join all scheduled meetings via video conference. I’ll also keep the team updated through our usual communication channels.
Since this is not technically time off but rather a change of work location for the day, I hope this request can be accommodated. Please let me know if this arrangement works for you or if you have any concerns.
Thanks for your consideration.
Best,
[Your name and role]
Team: Customer Success
Mobile: (555) 345-6789
6. Bereavement Leave Request
Subject: Bereavement Leave Request
Dear [Manager’s Name],
It is with great sadness that I inform you of the passing of my grandmother last night. I am writing to request bereavement leave according to company policy.
I would like to take leave from tomorrow, May 14, through Monday, May 19, 2025, to attend the funeral services and be with my family during this difficult time. I plan to return to work on Tuesday, May 20.
I have already briefed Jason on my current projects and pending deadlines. He has kindly agreed to monitor my emails and handle any urgent matters that may arise during my absence.
Thank you for your understanding and support during this difficult time.
Sincerely,
[Your name and position]
Department: Finance
Phone: (555) 456-7890
7. Religious Holiday Observance
Subject: Time-Off Request for Religious Holiday Observance
Dear [Manager’s Name],
I would like to request time off on Monday, September 15, 2025, to observe Yom Kippur, an important religious holiday in my faith.
This is a day of reflection and prayer that requires full observance away from work. I will ensure all pending tasks are completed before my absence and will be available the following day to address any accumulated work.
I have checked with Karen who has agreed to cover any urgent matters that might arise during my absence. All team members have been notified of this arrangement.
Thank you for your consideration and respect for religious diversity. Please let me know if you need any additional information regarding this request.
Respectfully,
[Sender’s name and title]
Department: Human Resources
Extension: 7890
Email: yourname@company.com
8. Extended Leave for Personal Development
Subject: Request for Extended Leave – Professional Development Program
Dear [Manager’s Name],
I am writing to request a three-week leave of absence to participate in an intensive leadership development program that I believe will significantly benefit both my professional growth and my contributions to our team. The program runs from July 7 to July 25, 2025.
This opportunity aligns perfectly with the development goals we discussed during my performance review last quarter. The program focuses on strategic leadership, crisis management, and team building—skills that will directly enhance my ability to lead our upcoming departmental reorganization.
I have developed a comprehensive coverage plan:
1. Miguel will oversee the daily team operations 2. Weekly status reports will continue uninterrupted through my pre-prepared templates 3. I will be available for emergency consultations via email after program hours 4. All Q3 planning will be completed before my departure
I understand this is a substantial request, but I believe the long-term benefits to our department will far outweigh the temporary adjustment. I’m happy to discuss how we can make this work with minimal disruption.
Thank you for considering this request. I look forward to your response.
Best regards,
[Your name and designation]
Department: Strategic Planning
Phone: (555) 567-8901
Email: yourname@company.com
9. Jury Duty Leave Notice
Subject: Notification of Jury Duty Service
Dear [Manager’s Name],
I am writing to inform you that I have been summoned for jury duty at the Central District Court. My service is scheduled to begin on June 2, 2025, and may last up to one week, depending on jury selection and the trial duration.
I have attached a copy of the jury summons to this email for your records. According to our company policy, I understand that jury duty is considered paid leave, separate from vacation or personal time.
I will make every effort to minimize disruption to my work:
– I will call the court each evening to determine if I need to report the next day – If dismissed early on any day, I will return to work if practical – I will remain available by email during breaks when possible – Tyler has agreed to cover my critical responsibilities during this period
I will keep you updated on the status of my service and expected return date. Please let me know if you require any additional documentation or have questions about this leave.
Thank you for your understanding.
Sincerely,
[Sender’s name and role]
Department: Legal
Extension: 2345
Email: yourname@company.com
10. Mental Health Day Request
Subject: Request for Personal Day – May 19, 2025
Hi [Manager’s Name],
I’m writing to request a personal day off on Monday, May 19, 2025. I’ve been feeling particularly stressed and overwhelmed lately, and I believe taking a mental health day would help me recharge and return with improved focus and productivity.
All my current projects are on schedule, and there are no meetings or deadlines scheduled for Monday that would be affected by my absence. I will ensure any pending tasks are addressed before I leave on Friday.
I will be completely offline during this day to fully disconnect, but will return refreshed and ready to tackle our department goals on Tuesday morning.
Thank you for your understanding and support of employee wellbeing.
Best regards,
[Your name and position]
Team: Creative
Phone: (555) 678-9012
11. Vacation Request with Limited Connectivity
Subject: Vacation Request: Limited Connectivity Trip (Aug 10-21)
Dear [Manager’s Name],
I would like to request vacation time from August 10 through August 21, 2025, returning to the office on August 24. I will be traveling to a remote hiking area in Montana where cell service and internet connectivity will be extremely limited.
To prepare for my complete disconnection:
1. I will finish the client proposal for XYZ Corp before departure 2. Andrea has agreed to handle any emergencies related to the Patterson account 3. I’ve prepared advance content for our social media calendar 4. All ongoing projects have been documented with status updates in our shared drive
I will be completely unreachable from August 12-19. I will have limited email access on August 10-11 and 20-21 during my stays at hotels before and after the wilderness portion of my trip.
This vacation will allow me to fully recharge after completing our major system implementation. I appreciate your consideration of this request.
Kind regards,
[Insert sender’s name and title]
Department: IT
Extension: 3456
Email: yourname@company.com
12. Family Care Leave Request
Subject: Request for Family Care Leave
Dear [Manager’s Name],
I am writing to request family care leave from May 25 through June 5, 2025. My mother is scheduled for surgery on May 26, and I need to care for her during her initial recovery period, which her doctor estimates will be approximately 10 days.
I have already begun preparing for this absence:
– The quarterly budget review has been moved up to May 22 – Martin will lead the team meetings during my absence – All pending client deliverables will be completed before I leave
While caring for my mother, I will have access to email and can be available for brief phone consultations between 2:00 PM and 4:00 PM daily if absolutely necessary. However, I request understanding that my primary focus will need to be on her care during this period.
I plan to return to the office on Monday, June 8. Thank you for your understanding during this family health matter.
Sincerely,
[Your name and designation]
Department: Accounting
Phone: (555) 789-0123
Email: yourname@company.com
13. Half-Day Time-Off for School Event
Subject: Half-Day Leave Request – School Graduation Ceremony
Hi [Manager’s Name],
I’m writing to request a half-day off on Friday, May 30, 2025, starting at noon. My daughter is graduating from high school, and the ceremony begins at 2:00 PM.
This is an important milestone for our family, and I would greatly appreciate the opportunity to attend. I will ensure all morning tasks are completed and will set up appropriate out-of-office notifications for the afternoon.
Carlos has offered to cover any urgent matters that might arise during my absence, and I’ve already rescheduled my afternoon client call to Thursday.
Please let me know if this request can be accommodated. Thank you for your consideration.
Best wishes,
[Sender’s name and role]
Team: Sales
Mobile: (555) 890-1234
Email: yourname@company.com
14. Honeymoon Leave Request
Subject: Time-Off Request for Wedding and Honeymoon (July 1-19, 2025)
Dear [Manager’s Name],
I am happy to share that I will be getting married this summer and would like to request time off for my wedding and honeymoon. I am requesting leave from July 1 through July 19, 2025, returning to the office on Monday, July 22.
This three-week period includes: – Final wedding preparations: July 1-2 – Wedding ceremony and local family time: July 3-5 – Honeymoon travel: July 6-19
I understand this is an extended absence and have prepared accordingly:
1. All Q2 reports will be completed by June 25 2. Monica and David will split oversight of my ongoing projects 3. Client contacts have been notified and temporary points of contact assigned 4. Detailed handover documents are being prepared and will be finalized by June 28
I will be completely unavailable during this period as we will be traveling internationally. I am committed to a smooth transition before I leave and upon my return.
Thank you for your support during this special time in my life. Please let me know if this request is approved or if you need any additional information.
Warm regards,
[Your name and position]
Department: Research & Development
Extension: 5678
Email: yourname@company.com
15. Sabbatical Request
Subject: Request for Three-Month Sabbatical Leave
Dear [Manager’s Name],
I am writing to formally request a three-month sabbatical leave from September 1 to November 30, 2025. Having been with the company for eight years, I believe this sabbatical will provide me with valuable time for professional renewal and skill development that will benefit both my career growth and my contributions to our organization.
During this sabbatical, I plan to complete a specialized certification in data analytics and volunteer with a nonprofit organization to apply my skills in a different context. These experiences will broaden my perspective and bring fresh insights to our team upon my return.
I have developed a comprehensive transition plan:
– June-July: Document all processes and create detailed guides – August: Train designated team members on specific responsibilities – Weekly check-ins with replacement lead throughout August – Complete Q3 planning before departure – Create a structured re-integration plan for December
I understand this is a significant request, and I am open to discussing adjustments to the timing or duration if needed. I believe my track record of commitment to the company demonstrates that this investment in my professional development will yield substantial returns.
Thank you for considering this request. I look forward to discussing it further at your convenience.
Respectfully,
[Sender’s name and title]
Department: Data Analytics
Phone: (555) 901-2345
Email: yourname@company.com
Wrapping Up: Request Emails That Work
Crafting an effective time-off request email requires clarity, professionalism, and thoughtful planning. The key elements include providing adequate notice, explaining your absence briefly but clearly, addressing work coverage, and expressing gratitude for consideration.
Remember that communication style matters. A well-structured request that demonstrates consideration for your team and workplace responsibilities increases your chances of approval. Always follow your company’s specific policies regarding time-off requests, including required notice periods and approval processes.
By using these templates as starting points and customizing them to your specific situation, you can create professional requests that respect both your needs and your workplace responsibilities. The right approach makes the process smoother for everyone involved and helps maintain positive professional relationships even when you need to step away from work.