Writing a leave request email (How-To Guide + Template)

A leave request email is a professional communication sent to a manager or supervisor requesting time off from work. The purpose is to formally notify them that you plan to be absent from your job duties for a specified period of time.

It's important that leave request emails are written in a polite, respectful tone. You want to maintain a positive relationship with your boss and colleagues. The email should provide key details about the requested time off, demonstrate that you've thoughtfully considered how your absence may impact the team, and confirm you will properly manage your work while you are out.

Though emails are convenient for leave requests, remember that this is still an official work communication. You want to come across as responsible. Use a proper email subject line, avoid typos or informal language, and don't assume the request will automatically be approved. With a courteous, professional leave request email, you can set the right tone for getting your manager's approval.

Subject Line

The subject line is the first thing your manager will see when they receive your email. It's important to make it clear and descriptive. Some tips for writing an effective subject line:

• Keep it concise - aim for under 50 characters. Long subject lines may get cut off or ignored.
• Include the dates or timeframe of your requested leave. For example: "Request for leave - August 15-19".
• Specify the type of leave requested - "Request for sick leave" or "Request for annual leave".
• Avoid vague subject lines like "Leave request" or "Time off needed". Be specific so your manager knows right away what it's regarding.
• Use a professional tone - avoid exclamation points, emojis, or urgent wording.

The goal is to communicate key details upfront so your manager can understand the purpose of your email quickly when they see it in their inbox. A clear, direct subject line can help ensure your leave request gets proper attention.

Salutation

Use a professional salutation like "Dear [Manager's Name]". Avoid informal greetings like "Hey" or "Hi" when emailing your manager.

The salutation sets the tone for your email, so keeping it polite and formal is important. Using your manager's name also personalizes the email slightly, while retaining professionalism.

Some examples of appropriate salutations:

• Dear Mr./Ms. [Surname]
• Dear [First Name]
• Hello [First Name]

Follow the salutation with a comma before beginning the body of your email.

Maintaining professional etiquette in your salutation helps show respect for your manager while also clearly conveying your leave request.

Reason for Leave

When requesting leave from your manager or supervisor, it's important to clearly explain the reason you need time off and provide relevant details like dates.

Some examples of how to explain your reason for leave:

• I am writing to request 3 days of personal leave from March 15-17. I need this time off in order to attend a family wedding out of state.
• I would like to request leave on November 2nd and November 9th for scheduled doctor appointments.
• I am hoping to take 5 vacation days from December 20-24 in order to spend the holidays with my family who will be visiting from out of town.
• My daughter has a dance recital on the evening of June 2nd that I need to attend. I would like to take a half day on that date.
• I am requesting 2 weeks of parental leave from September 1-14 following the birth of my child.

The key is to provide enough details so your manager understands the nature of your request, without oversharing. Stick to the relevant dates, the type of leave requested, and a brief explanation of the reason without extraneous details. This helps ensure your request is clear and straightforward.

Acknowledge Inconvenience

When requesting leave, it is important to politely acknowledge any disruption or inconvenience your absence may cause your manager and team. This demonstrates awareness, empathy, and professionalism.

You can acknowledge inconvenience with a simple statement such as:

"I understand my request for leave may cause some disruption, and I apologize for any inconvenience this causes."

Or in cases where you think specific work may be impacted:

"I know this time off means postponing the quarterly report we had scheduled, and I'm sorry for inconveniencing the team."

The key is to briefly yet genuinely acknowledge the impact, without being overly apologetic. Your manager and colleagues understand people occasionally need time off, so keep it concise.

Simply expressing awareness of the disruption shows you have considered the request from your manager's perspective as well. A thoughtful, polite acknowledgement demonstrates professional courtesy and responsibility.

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Offer to Help

Even though you may be taking leave, it's thoughtful to offer assistance to your colleagues while you're away. This shows you're invested in the success of the team and care about minimizing disruption. Some things you can offer in your email:

• Provide materials, notes, files, or resources that may help cover your responsibilities. Let your manager know where they can access relevant information.
• Offer to help transition your work or train others to handle your duties. You likely have the most knowledge of your role, so providing insight can smooth the process.
• Give your contact information and say you're available if any questions come up. Make it clear you're happy to clarify or advise as needed.
• Ask if there are any preparations you should make before starting leave. Your manager may have suggestions to ensure work is covered.
• Volunteer to check email periodically if feasible. While you shouldn't work extensively during leave, you can offer to check in occasionally.

The goal is to show you want to proactively manage the impacts of your absence. A willingness to help demonstrates responsibility and care for your team.

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Express Appreciation

It's important to express your appreciation to your manager for considering your leave request. A simple "Thank you for your consideration" goes a long way in maintaining a positive relationship. Even if the request is ultimately denied, thanking your manager demonstrates professionalism and respect.

For example:

"Thank you for considering this request. I appreciate you working with me on this, and look forward to hearing back at your earliest convenience."

Expressing gratitude helps maintain goodwill between you and your manager. It reinforces that you value their time and authority in making schedule decisions. A gracious tone also makes it easier for managers to view leave requests favorably.

Request Confirmation

It's important to confirm that your manager has received your leave request email. This gives them a chance to acknowledge it and let you know if any additional information is needed.

You can request confirmation by adding a simple sentence at the end:

• "Please let me know that you've received this request and if you need any additional details from me."
• "Could you confirm receipt of this leave request and confirm if these dates work?"
• "Please confirm you've received this email and if there is anything else I need to provide for this leave request."

Requesting confirmation accomplishes a few things:

• It prompts your manager to formally acknowledge your email. Without it, they may not respond.
• It allows them to ask for any clarification or additional details they need to approve the request.
• It makes you look organized by tying up loose ends.

So including a simple request for confirmation helps ensure your leave request is received and provides an opening for any follow-up needed. It's a small but important element to include in your email.

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Closing

When closing your leave request email, maintain a polite and professional tone. Avoid overly casual closings like "See ya!" or "Thanks so much!". Instead, use a formal closing that fits with the professional context. Some good options include:

• Best regards,
• Sincerely,
• Thank you,
• Kind regards,
• Best wishes,

End with your name typed out. For example:

Best regards,

John Smith

This keeps things formal and polite. The closing wraps up your email nicely and reiterates your appreciation.

Example Emails

Here are some example leave request emails you can use for inspiration:

Leave request due to health conditions

You may consider taking some time off work for personal reasons, including health problems. Here's an example leave request message that you can use for it:

Subject:

Leave request due to health condition

Dear Mark,

I'm writing to ask for five days off from 15 to 19 November 2021.

In recent weeks, I've been experiencing some health problems, which have remained undiagnosed until now. My GP requested that I admit myself to a hospital for a week to perform some checks and additional blood tests.

I made sure to discuss this with Anne, who reassured me that she can cover my work and attend meetings with my clients during this time.

Having in mind my good record of attendance, I hope you'll approve this request.

Kind regards,

Daniel
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Annual leave request

Typically, every company gives their employees a set number of days that they can take off, including a longer annual leave. Here's an email that you can use to request this:

Subject:

Annual leave 2021

Hi Sophie,

As we discussed in our meeting last week, I'd like to confirm that I'll be absent from the office for three weeks in December. The exact dates are 13 December to 31 December 2021.

During this time, I'll be going with my family to Spain, where we usually spend Christmas and New Year's. I'm really looking forward to it!

Thank you once again for considering this request. If you want to contact me while I'm away, feel free to reach out via phone: 0044 7896 123456, or contact my work email address, which I'll be checking every two days.

Take care,

James

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Parental leave request

In some cases, you may want to ask your employer for extended time off, such as parental leave. Here's a simple email that can help you do that:

Subject:

Parental leave

Dear Suzanne,

I'd like to inform you that I'll be going on a 30-week parental leave starting on 15 November 2021, which includes 26 weeks of ordinary parental leave and 4 weeks of additional parental leave. I'd also like to begin receiving statutory parental pay and any parental leave pay that the company provides.

My baby is due on 20 November 2021. I'm attaching a certificate to this email that proves this.

Thank you for your help in finalising this request. Please confirm receipt of this email, including the start and end of my maternity leave.

Kind regards,

Claire

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Emergency leave request

You may consider sending an emergency leave request if something unexpected happens and you can't go to work that day. Here's an email that you can use for it:

Subject:

Emergency leave request

Dear Taha,

I'm writing this email to notify you that I've decided to take emergency leave starting today. My wife's colleague just contacted me saying she collapsed at work and I'm going to the hospital now. I'm yet to know what happened and will notify you as soon as I can.

I plan to go back to work in two days, on 11 November 2021, because that's when our son gets back home from university and can take care of my wife if she needs assistance.

I've informed Chris about this and he'll be covering for me today and tomorrow.

Thank you for your consideration.

Best,

Jackson

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