A vacation request email is sent to a boss or manager, informing them of your intentions to go on vacation. While vacation request emails are sent when you intend on going on a vacation, you can send them in the form ofaa leave request email.
When planning a vacation, the first thing to do in the workplace is to send your boss a vacation request email. When you figure out the date you want to leave, send your boss a vacation request email before concluding other processes.
This way, you can set sail knowing you have your boss’ approval and all is well on the work front.
In this article, we will discuss the importance of writing a vacation request email, how to write one, and include some samples to help you write the best vacation emails.
14 Best Examples of Professional Out of Office Emails – Permanent and Temporary Autoresponses
Importance of Writing a Vacation Request Email
Before writing an email requesting a vacation, you must have had a one-on-one meeting with your boss first. In this meeting, inform them of your plans and get their approval before sending the request.
Why is it important to send an email after getting verbal confirmation? It leaves an email trail. This way, your boss, HR, and anyone interested can confirm you sent an email requesting the vacation. It officially goes on record that you sent an email requesting the vacation, and it was granted.
Also, it’s important to send an email requesting vacation as it ensures your team is not left high and dry during your absence. By informing them beforehand, you give them ample time to prepare for your absence.
How to Write a Vacation Request Email
While the one-on-one meeting may be informal depending on your relationship with your boss, the email you send in must be formal and must follow formal email etiquette.
One of the most important things to remember when writing this email is that it must be straight to the point. After the one-on-one meeting, your boss is obviously expecting your email. So, it should only contain the necessary number of words.
- Use a clear subject line
The subject line is one of the most important aspects of your email, as it is the first thing the recipient sees. It should be straight to the point and not contain any unnecessary words.
If you work in a large organization or your boss receives tons of emails, it would help to include your name at the beginning of the subject line. This way, your boss can easily identify who the email is from and how to act.
- Include proper salutations
Ensure to address your boss using formal salutations. If they have any honorifics, you should also consider including this in your letter.
- State the purpose of the email
The body of your email should begin immediately with your request. You can also decide to start it based on the conversation you had.
- State the dates
After writing the introduction, the next step is to include the dates. It’s important to be as specific as possible in this section. Include the date you want the vacation to begin and when you expect to return to the office.
- Discuss your absence and availability
This section of the email shows you have the company’s best interest at heart. Before writing this in your email, ensure you’ve met with your teammates to discuss how the workload would be handled in your absence.
If you have any pending tasks that require your personal involvement, ensure to complete them or personally pass them off to someone before you leave.
Additionally, if you could handle emails or join in for meetings during your vacation, ensure to state this as well.
- Include your thanks and close the email
Your email should with you thanking your boss for their time and consideration before signing your name.
Best Out of Office Subject Lines for Emails and Samples
Tips to Bear in Mind When Requesting Vacation
Writing a vacation request email is only one part of the process, a lot more thought and planning should go into your vacation request process. This section of this article will discuss everything you must consider before writing a vacation request email.
- Understand your company’s guidelines
To increase the chances of your leave request being granted, you must understand your company’s policy and leave guidelines.
Your company guidelines inform you on how much leave you can take, how to file the request, and the kind of notice to give. By familiarizing yourself with the rules and guidelines, you can make your case with the rules in mind to increase your chances.
- Plan and request in advance. Select convenient dates
It would be unprofessional to send a leave vacation email weeks before the date. Unless there is an emergency, your leave should be planned well beforehand.
Also, it’s important to select convenient dates. If you plan on taking a vacation when all hands are required on deck, your request may not be approved.
- Have a one-on-one meeting
This is the most important to do when planning your vacation. This cuts through all the noise and gives you firsthand information on handling the entire process.
- You can decide on the specifics
You’re not obligated to inform your company about the specifics of your vacation. This is entirely up to you and your company culture. If you decide to inform them about the specifics, it should be done in the one-on-one meeting and not in the email.
- Bear in mind your request may not be granted
Everything listed above is a guideline to increase your chances of success. While you’re entitled to time off from work, your boss also has the final say on whether or not your request will be approved.
Vacation Request Template One
Subject: Leave Request for (duration of leave) Dear (name of your boss), I’m writing to continue our conversation concerning my vacation request. I would like to request a (insert duration) vacation from (start date) to (end date). I will be back to work on the (date). I will finish all my pending projects before leaving and have also made plans with the rest of my team to handle other tasks in my absence. I will check my email daily to respond to all questions and inquiries. Please let me know your thoughts so I can proceed with the preparations. Thank you for your time and consideration. Kind Regards, (Your name)
Vacation Request Sample One
Subject: Foden – Vacation Request August 1-21 Dear Mr. Mark This is a formal request for a three-week vacation leave from August 1st to August 21. I will be back in the office on the 21 of August. All my current projects will be completed before I leave, and I have met with my team on handling my responsibilities before I return. I have discussed with my team lead and they have approved my vacation. Please find attached a copy of their approval email. I will be available to answer emails daily and can be reached via my work email. Thank you for your time and consideration. Kind Regards, Foden Sancho
Vacation Request Sample Two
Subject: Leave Request for Two Weeks Dear Ms. April I’m writing to continue our conversation concerning my vacation request. I would like to request a two-week leave from 1 June 2023 to 14 June, 2023. I will be back to work on the 16 of June 2023. I will finish all my pending projects before leaving and have also made plans with the rest of my team to handle other tasks in my absence. I will check my email daily to respond to all questions and inquiries. Please let me know your thoughts so I can proceed with the preparations. Thank you for your time and consideration. Kind Regards, Nathan Hughes.
Conclusion
Ensuring you’ve ticked all the relevant boxes increases the chances of your request getting approved. Before sending your email, the most important thing to do is to discuss your thoughts with your boss and supervisors. We’ve also included some vacation request emails to help you write the best requests.