How To Write A Professional Letter When You Need To Take Time Off: With An Example

All important conversations should be a face to face but having your requests in writing is important back up.

When you can ensure you are giving enough notice and it does not fall on the company's busy season.

When writing your letter be clear and concise.

Add, the exact days you need off, with the subject line:

Time-Off Request: [Your Name].

In the body of the email, briefly include the dates and duration of your absence; Make sure to provide specific details and avoid any unnecessary information.

If possible, speak with a colleague who can take the load off in your absence, briefly explain how you plan to manage your workload before and after your time off and close the email by thanking them for their consideration and assure them of your commitment to completing pending tasks or arranging proper handovers before your departure.

Everyone has the right to have time off but offering enough notice, while being super clear and polite about it makes HR and any hiring manager feel more inclined to give you exactly what you are looking for.

Here is a clear example for you to save for later use:

Subject: Time-Off Request: Vacation Leave

Dear [Manager's Name],

I am writing to formally request vacation leave for the dates of [start date] to [end date]. I have thoroughly considered my workload and responsibilities and believe that this timeframe would be the most suitable for both personal and professional reasons.

I understand the importance of providing sufficient notice, and I wanted to ensure that I informed you well in advance.

During my absence, I have spoken with [colleague's name] who has kindly agreed to handle any urgent matters and assist with any ongoing projects. I have complete confidence in their abilities, and they are well-informed about the tasks and responsibilities that would require attention during my absence. I will also ensure that all pending tasks are completed or properly delegated before my departure. I am committed to ensuring a smooth transition before and after my leave to minimize any inconvenience to the team.

Thank you for considering my request. I look forward to your positive response. If you require any further information or documentation, please do not hesitate to let me know.

Sincerely,

[Your Name]

Jessica Glazer runs MindHR an executive placement, career coaching, resume and LinkedIN review company. She also speaks on the radio and appears on TV to speak about employment related matters.