Time Off Request Email: 6 Examples + Writing Tips

If you’ve ever drafted a time-off request email, you know the moment—you pause and wonder: did I include everything? Is the tone right? Will this land well?

Requesting time off can feel awkward, especially when the timing’s tight or the reason’s personal.

This guide breaks down what to include, how to phrase it, and how to write time-off request emails for various situations, with clear examples you can adapt.

TL;DR

• Always check your company’s leave policy before drafting a request.

• Clearly mention the dates, the reason (if needed), and how your work will be covered.

• Let your team know how to reach you in case of an emergency.

• Give your manager enough lead time. Last-minute requests are harder to approve.

How to Write a Time Off Request Email That Sounds Right

You already know how to send a time-off email, but sometimes, when the dates matter or the reason is sensitive, you want it to land well. You may be writing to a new manager. Or maybe your team’s calendar is packed, and you don’t want to come off as careless.

A few minor tweaks, such as clearly framing your subject line, providing handoff details, or striking the right tone, can make your request easier to approve and more professional to read. 

Below, we walk through what makes a time off request email clear, respectful, and easy to say yes to.

Let’s start with the obvious questions:

What should you include in the email? Should you share the reason, or is it better to keep it brief? What details are safe to leave out?

What to Include in a Time Off Request Email

A time off request email should strike a balance: not too vague, not overloaded with unnecessary detail. Too short, and it leaves your manager with questions. Too long, and it can dilute what matters most. 

Here's how to keep it clear and professional

1. Subject Line

A good subject line is often skipped over, but it's your first impression. It should be clear, direct, and include two things:

• The type of leave

• The date range (or number of days)

Examples:

• Vacation Request – July 24–28 | Priya S.

• Sick Leave Request – July 22 | Marcus J.

• Time Off Request – Personal Day on Aug 5

Avoid vague lines like “Leave request” as they make it harder to track or prioritise.

2. Greeting

Keep it polite and professional. Use your manager’s name and appropriate title.

Examples:

• Hi Rajesh,

• Dear Ms. Bennett,

• Hello Dr. Green,

Skip overly casual openers like “Hey” or group greetings like “Team” since this is a one-on-one request.

3. Dates of Leave

After the greeting, clearly state the dates you plan to be away. Mention both the start and end date, even if it’s just a single day.

Examples:

• I’d like to request time off from Monday, August 12, to Friday, August 16.

• I’m requesting a personal day off on Wednesday, July 31.

If you're requesting flexible or partial days (e.g. working half-days), call that out directly.

Pro Tip: Include the day of the week to make scheduling easier for your manager. “Monday, August 12 to Friday, August 16” is clearer than just “August 12–16.”

4. Reason for Leave (If Needed)

Whether or not to include a reason depends on company culture and the type of leave. For most short leaves, you can keep it simple. 

If it’s a longer or last-minute request, adding a brief reason can help provide context.

Example:

• This is for a planned family trip that’s been in the works for a while.

• I have a medical appointment that requires my full day.

If you’d prefer not to share the reason, that’s fine too, just mention the type of leave, like “personal day” or “unpaid leave.”

5. Workload Plan

For longer leaves or requests during busy periods, include a quick note on how you’ll manage your responsibilities. This shows foresight and makes approval easier.

Examples:

• I’ll wrap up the client report before leaving and will brief Riya to monitor replies in my absence.

• I’ve blocked time on Thursday to finish pending reviews, so nothing is left waiting.

Pro Tip: Use bullet points for your handoff plan:

✔ Finalise the invoice draft by Tuesday

✔ Loop in Sam for vendor replies

✔ Set auto-reply before leaving

6. Request for Approval

Be clear that you're requesting time off, not just informing. Keep the tone respectful.

Example:

• Please let me know if this works for the team or if you'd like me to adjust the dates.

7. Sign-Off

Close the email politely, thank them for their time, and include your name.

Example:

• Thanks for considering my request.
  Best,
  John

If you need more examples of professional email closings, check out our guide: How to Close an Email Professionally: Tips and Examples

8. Use CC (If Needed)

If your team lead, project manager, or HR needs to be looped in, add them in CC. This avoids follow-up delays and keeps everyone informed.

You may also need to set expectations while you're away. Consider setting up an out-of-office email so colleagues and clients know when you’ll be back and who to contact in the meantime.

Once you know what to include, it’s just a matter of phrasing. Below are 6 examples you can adapt.

6 Time Off Request Email Examples for Different Situations

Below are ready-to-use email examples for different types of leave. You can adapt the wording based on your manager’s style, your company culture, or how sensitive the reason is.

1. Planned Vacation

Use this when you’re requesting time off for a holiday or personal trip well in advance.

Example:

2. Medical Leave (Short-Term)

Short-term sick leave emails should sound straightforward and time-bound. It helps to include whether you expect to return on time or may need to extend the leave, depending on how you recover.

Example:

3. Family Emergency (urgent, brief)

Family emergency emails should be respectful, to the point, and notify your manager as soon as possible. There’s no need to disclose sensitive details. You can state the urgency and when you expect to return or update them.

Example:

4. Mental Health or Personal Day (optional reason)

For personal days, it’s acceptable to be general about the reason. Keep the tone professional and short. You can choose whether to mention “mental health” explicitly or simply refer to it as a personal day.

Example:

5. Half-Day Time Off

Half-day leave emails should be concise and clearly mention when you’ll be away. Add whether it’s the first or second half of the day, and if coverage or rescheduling is needed.

Example:

6. Long-Term Leave (e.g., maternity, surgery)

Longer leaves need a clear time frame and some context, just enough to help with planning. 

Example:

Every leave request email should match the situation, such as a brief one for a sick day or a detailed one for a long break. Clarity helps your manager approve it quickly, and a little context or handover note shows responsibility. 

 Writing Tips to Get Your Time Off Request Approved

These simple, practical habits can increase the chances of your leave getting a prompt, positive response.

1. Send It at the Right Time

Avoid last-minute requests unless it’s an emergency. For planned leave, send your email during working hours—ideally early in the day and early in the week—so your manager has time to review and plan around it.

Avoid sending requests late Friday or just before a major deadline, when decisions are more likely to be delayed or declined.

2. Give Sufficient Notice

As a baseline, give at least 7–10 days’ notice for a single day off, and 2–3 weeks for extended leave. Teams often need time to redistribute workload or arrange temporary coverage, especially if your tasks involve others. 

Short notice can cause workflow disruptions and reduce the chance of a smooth handoff.

3. Offer Emergency Availability (If Possible)

If your time off doesn’t require full disconnection, it helps to mention whether you’ll be accessible for urgent matters. This isn’t always expected, but if your role involves critical tasks or client contact, a quick line can make approval easier.

Example:
“I’ll be travelling but can monitor emails for anything time-sensitive.”

Only include this if you genuinely plan to be reachable.

4. Delegate Ongoing Tasks

Include a short line about who will handle key responsibilities in your absence. This shows forethought in task management and prevents team bottlenecks. If you work independently, mention any tasks you’ll complete in advance or reschedule for after you return.

Example:

“I’ve looped in Aditi to manage the campaign review while I’m away, and I’ll complete the report draft before logging off.”

5. Add Contact Information (If Needed)

If you have limited but occasional access, specify how to reach you (email, Slack, or phone). This is especially helpful for client-facing or decision-making roles where delayed communication can block others.

Example:

 “For urgent approvals, I can be reached on WhatsApp or Slack between 10 am and 12 pm.”

If you're completely offline, it’s okay to state that too, just make sure someone else can handle critical escalations in your place.

If you don’t get a response in a day or two, send a polite follow-up reminder email to keep things moving.

Once you're back, your inbox might be overflowing, and it’s easy to lose track of what needs attention first. We’ve got you covered: check out our guide on Tips for Prioritising Emails and Managing Inbox

Bottom Line

Taking time off is part of working sustainably, but how you ask for it matters. A well-written request email demonstrates professionalism, keeps your team informed, and reduces the need for follow-up. Use the examples and tips above to craft clear, respectful requests, regardless of the reason or timing.

But in the moment, especially if you're sick, rushing to leave, or unsure how much detail to share, it’s easy to second-guess your tone or delay hitting send.

That’s where Smart Drafts in NewMail AI comes in. Instead of starting from a blank screen, Smart Drafts gives you a well-written, personalised starting point. It understands your role, context, and priorities, so messages like time-off requests can be written in your voice, without the overthinking.

Try NewMail AI for free and handle leave requests in seconds.