How to Write a Professional Vacation Request Email (With Templates)
Getting vacation time approved is hard. But a solid vacation request email can go a long way to helping you secure some much-needed time off. A professional vacation request email requires you to research the company’s vacation policy beforehand.
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Things to Do Before Writing a Vacation Request Email
Here are some things you must do before writing a vacation request email:
Research the Company’s Vacation Policy
Different companies have different procedures and guidelines related to holiday requests. Conforming to these standards is essential if you want your vacation request to get approved. So, you must research the vacation policy of your company beforehand.
This will tell you how early you need to give notice when applying for vacation days. It will also help you figure out the number of vacation days you are entitled to based on your circumstances.
Consult Your Co-Workers
It is very important to talk with your co-workers before applying for a vacation. Chat about their availability during the days that you’ll be gone to prevent any potential bottlenecks in the workflow.
It is also a good idea to chat about the company’s policy and the management’s attitude towards vacation requests. Who knows, a co-worker with past experience drafting holiday requests may be able to help you write a winning appeal.
Casually Mention It Beforehand
It’s not a good idea to blindside your boss with an email requesting time off. So, consider casually mentioning your plans to them beforehand.
This could be straightforward or more subtle, depending on the communication style that your boss prefers. Knowing small things like these about your superior is essential if you’re looking toimprove your relationship with your boss.
By casually mentioning your plans to go on vacation, your boss will have time to adjust the workflow. They’ll also be able to schedule extra shifts to make up for your absence if need be.
How to Write a Professional Vacation Request Email
Here is a step-by-step guide to writing a professional email requesting vacation time:
1. Start With the Right Subject Line
Pick a clear and concise subject line for your email. A subject line’s purpose is to get across the intent of your email, which in this case, is to request vacation time. So, you can go with something like “Request for Vacation Days” or “Vacation Request”. This way, your boss will know at a glance what your email is about.
2. Get Straight to the Point
You must get straight to the point when writing the first few lines of your vacation request email. Write in a polite manner and tell your boss that you need vacation time.
While you aren’t required to disclose your reasons behind requesting time off, you may pen them down if you have a close relationship with your boss. But if you’re only giving your boss a short notice, it’ll be a good idea to disclose your circumstances regardless of how close you’re to your superior.
3. Don’t Forget the Dates
Next, you should include the exact dates that you’ll be off work. If you mentioned your vacation dates in the subject line, double-check to ensure that they match the dates in the email body. If your company has a paid time off policy, be sure to mention how many hours you’ll be taking off.
4. Detail Your Strategy
In the strategy section of your email, you’ll tell your boss how your work will be handled while you are away. You should tell what projects you’re currently working on and what responsibilities these projects entail.
It’s a good idea to list all the tasks you’re working on at the time of drafting the email. Then, mention which tasks you can and cannot complete before your requested time off.
Additionally, tell them what tasks you’ll be delegating and what their deadlines will be during your absence. This information should include the name and contact details of the colleague or team who will be handling your responsibilities.
5. Mention Your Preferred Mode of Contact
Disconnecting from work before a vacationis a good idea. But if you’d like your organization to be able to contact you during your vacation time, consider including a section about your preferred mode of contact.
List down the time during which you’ll be available on this mode of contact. If you wish, you’re able to also include an emergency number in case the company needs to get in touch during hours when you’ll not be available on your preferred mode of contact.
6. Convey Your Thanks and Openness to Any Questions
It is common courtesy to end an email by telling your boss that you are open to any questions. To facilitate this, you’re able to add your preferred work contact, like your work email. You can even tell your boss that you’re up for a face-to-face chat if need be.
When ending the vacation request email, don’t forget to thank your boss for giving you their time. A simple “Thank you.” will suffice.
Vacation Request Email Templates
Here are some vacation request email templates to help you get started with your own appeal:
Template 1:
Subject: [Your Name] Vacation Request
Dear [Boss’s Name],
Hope this email finds you well.
I would like to request vacation time from [insert date] to [insert date]. I will have all my projects completed before the starting date of the requested vacation time. Additionally, [insert co-worker’s name] has agreed to take on my work during my absence.
For emergency contact during my vacation, you can call me at my cell phone number [insert phone number]. If you have any questions, please feel free to contact me using my work email: [insert email address].
Thank you for your time.
[Your name]
Template 2:
Subject: [Your Name] Email Requesting Vacation Time
Greetings of the day!
I’m emailing to request vacation time from [insert date] to [insert date]. I need this time off because [insert reason]. I have assigned my pending projects and tasks to [insert co-worker’s name], who has agreed to take on my projects during my absence.
My team has also agreed to cover my work during my vacation days. I will be unavailable for contact during this time off, but if you need me urgently, you can call me at [insert phone number].
If you have any further questions, you can contact me at [insert email address].
Template 3:
Subject: [Your Name] Requesting Vacation Time Off from [Date] to [Date]
Hope you’re well.
As we previously discussed, I would like to request vacation time off from [insert date] to [insert date]. I will finish my due projects after I return from vacation. Meanwhile, my team has agreed to take on my work during my absence.
If you have questions about my request, please email me at [insert email]. If you need to contact me while I am away, you can call me on my cell phone number [insert phone number].
Looking forward to your response in the next few days.
Requesting Vacation Time Shouldn’t Be a Challenge
To ensure that your vacation request is accepted, be sure to research your company’s time off policy. When writing the email, stick to the point and detail how your work will be handled in your absence.
Also, tell your boss how they can get in touch with you in case of an emergency. It’s also a good idea to inform your superiors before sending the vacation request email. This will prevent them from getting blind-sighted or accidentally ignoring the email.
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