How to Write Vacation Request Email (Samples)

We hope this guide will help you learn how to write a vacation request email, one even your boss cannot deny!

Every job comes with some leave entitlement, but how many of us manage to take advantage of them? Some people are workaholics; hence they do not need time off; others are scared to be away from their desks for too long for fear of being overlooked or superseded; some people are just too busy to even think of taking some time off.

Learn how to write the perfect vacation request emails


But whatever the situation, all work and no play spells disaster physically, emotionally, and mentally. So once you have decided to take some time off for vacation, the next task is to inform the workplace officially.

Keep in mind that you need to apply for leave well in advance.

Clear it with your immediate supervisor before you wrote a vacation request email. If you feel the team will be short on staff during that time, explain that your workload has been distributed among team members and that they are agreeable.

Say you will not be totally off the grid and will be available on email for any emergency.

Keep your request for time-off short, do not give long explanations, and be clear about the dates you would be off and your date of joining.

Vacation Letter Format

Here are a few samples to help you draft the perfect vacation request letter.

Format #1

Subject: Request for one week vacation leave

Dear [Name of Manager],

I would like to request for one week of leave from [DATE] to [DATE]. I will be back at work on [DATE]. I am going on a family vacation to (place name).

I will finish all the tasks at hand before the leaving date. I have asked other team members to take care of any issues that crop up in my absence. My team leader has agreed to my vacation request. I am attaching her letter.

I will be available on my email for any requests or queries as I will be checking my email every day.

Please let me know if my vacation request has been approved at your earliest convenience so that I can finalize our bookings.

Your Name


Format #2

Subject: Vacation request [DATE] – [DATE]

Dear [Name Of Manager],

I would like to apply for a week’s vacation from [DATE] to [DATE]. I will be back in the office on [DATE]. 

I have taken care of all my pending work and cleared my calendar for the vacation week. I have arranged for (name of a colleague) to fill in for me in case any urgent work arises. If you have any questions, I can be reached at []. 

I would appreciate it if my leave request is approved at the earliest to move forward with my flight and hotel bookings.




Format #3

Subject: Vacation request [DATE] – [DATE]

Dear [Name of Manager],

This is a request for vacation time from [DATE – DATE]. I am aware that the department is undergoing a shortage of hands, but it has been nearly five years since I have taken time off for more than three days at a stretch. I wish to use some of my vacation hours for much-needed family time. Currently, I have 35 vacation days pending, and I would like to use 15 of them. 

To keep abreast of all pending and current work, I have been putting in some extra hours too. At present, all of my work is completed. I will ensure that whoever fills in for me in my absence will not be burdened by any unattended work. He or she will be only responsible for some routine queries.

As you know, a good way to keep refreshed and not burn out is to take some time off from work. I have put vacations on hold due to company demands. Hence, I would like you to accept my request.

Please respond at the earliest so that I may schedule my trip.



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Diana Coker
Diana Coker is a staff writer at The HR Digest, based in New York. She also reports for brands like Technowize. Diana covers HR news, corporate culture, employee benefits, compensation, and leadership. She loves writing HR success stories of individuals who inspire the world. She’s keen on political science and entertains her readers by covering usual workplace tactics.

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