Getting ready for a trip is fun, but first, you need to make sure you can get time off from your job. Writing an email to ask for vacation time might feel hard, but if you do it the right way, it’s simple. This guide gives you a step-by-step way to write a good, working vacation email.
Before jumping into the email way, you should know what goes in a vacation email. It must be short, kind, and right.
Making a Good Subject
The email subject must be simple and to the point. Put “vacation” or “leave” and the days you won’t be there. Like this:
“Need for Yearly Leave: December 20 – December 30”
A simple subject helps your boss see and get your email fast.
Start with a Kind “Hello”
Begin with a nice “hello” to your boss or head. Use their right name and last name unless you call each other by first names.
In the first part, tell them why you’re writing. Say the days you’ll be gone and a short reason, if you should. Here’s how:
“I want to ask for time off from July 1 to July 10. I am going to use this time for a trip with my family that we have had planned for a good while.”
Telling How You’ll Deal with Your Work
A big point in your email is to show your boss that things at work will go on fine without you. Tell them how you will look after your work while away. Like:
“I’ve asked John Doe to take on my work. I’ve told him about all the work I have now and he can deal with any problems that might come up. Also, I will do the month’s report before I go.”
Giving a Way to Reach You in a Big Need
You should want to not think of work while away, but giving a way to reach you if something big comes up shows you care.
A “thank you” is nice. Tell your boss thanks for looking at your email and you’re ready to talk more if they need to. Like this:
“Thanks for looking over my need. Let me know if you have worries or need more from me. I am thankful for your help.”
Ending the Email Right
End your email in a work-like way, with “Sincerely” or “Best regards,” and then put your whole name. Like this:
“Sincerely,
John Smith”
A Sample of How to Ask for Vacation Time
Now we’ve looked at each part, here’s a way you can write your own:
Subject: Time Off Needed: [Start Date] – [End Date]
Dear [Boss’ Name],
I am asking for time off from [Start Date] to [End Date]. I will use this time for [short reason, like a family trip, alone time, etc.].
While I’m not here, [Work Friend’s Name] will do my job. I have told [him/her] about my work now and [he/she] can handle things that come up. Also, I will finish [tasks to do] before I leave.
If you need me for a big thing, email or call me. My contact is: [your email] and [your phone number].
Thanks for thinking about my need. Let me know if you have worries or need more. I am thankful for your help.
Tips When You Send Your Email for Vacation Time
The Time to Send is Important: Tell them you need time off early. This gives your boss time to plan while you’re not there.
Check In: If you don’t hear back in a few days, ask them again in a nice way. Emails can be missed, and a kind push can help.
Be Okay with Changes: Your boss might want to talk about the days or how long you’ll be away. Be okay with some back and forth if it’s needed.
Keep What You Send: Save your email and answers. This is useful if things go wrong or get mixed up later.
Asking for vacation time in an email doesn’t have to make you worry. By using this guide and the way shown, you can write an email that’s easy to read, work-like, and more likely to make your boss say yes.
