Updated on November 27, 2023

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How to write a vacation request email

How to write a vacation request email

There’s nothing wrong with asking for time off work, but how you go about doing so is pretty important. Emailing is a normal part of business culture, but very few people understand the small nuances of crafting an effective email. When it comes to requesting time off, there are a few details that your email should showcase to the recipient. For this article, you’ll get a look at how to write vacation request emails and why AImReply can handle it all for you.

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Although each employer comes with their own requirements regarding vacation time, it's common to have to send in a request first. Most of the time, this is done through email to offer a paper trail that both parties can reference at any time.

This also gives the employer time to prepare if they need to adjust the schedule or workload to compensate for the missing employee. It’s important to keep in mind that these are vacation requests, and there’s always the possibility that they could be denied. Being proactive is advantageous, and learning how to write a vacation request email can ensure it gets approved every time.

How to write a requesting email with examples | AImReply

Examples of How to Write a Vacation Email

It never hurts to get a little help with writing professional emails. Most people overthink what they’re saying, which leads to an ineffective draft. Taking direction from professionals for your vacation emails can get you one step closer to your time off.

With a bit of tact and a sense of your relationship with your superiors, your vacation email will be well received. They rarely question your right to exercise your benefits, but how you word the message and its timing are much more important. Whether it’s vacation or medical leave, both require taking a similar approach.

Review the examples on how to write a time off request email down below. You can either use their structure outright or modify them to add a bit of your own personality to the mix.

How to write a requesting email with examples | AImReply
1. The formal approach

If you’re somewhat unsure of the best way to request time off from work, it’s always best to stick to a formal tone across the board. By doing this, you’re straight to the point with your employer without leaving out any of the necessary details. This gives them everything they need to make an informed decision without having to dig very far.

Dear [Recipient Name],

I am reaching out to formally request time off for [insert dates here]. My team is already aware of my plans, and it seems they’ll be able to handle everything without me while I’m away.

Of course, please let me know if you have any questions, and I'll be happy to provide the answers. Have a great day, and I hope to speak with you soon.

Best Regards,
[Your Name]

How to write a requesting email with examples | AImReply
2. Informal vacation request

Depending on your relationship with your boss and the surrounding company culture, it may be okay to take a more informal approach with your email. In this case, you can be a lot lighter in your message, and you can skip over a lot of general formalities. This particular email can be pretty brief without the need to include any masking emotions.

Hey [Recipient Name],

I’m just sending this through to have my vacation request approved for [insert dates here].

Please let me know if this is an issue for you, as I’m looking to start making travel plans as soon as possible. Thank you.

Best Regards,
[Your Name]

How to write a requesting email with examples | AImReply
3. Follow-up for vacation request email

There are some circumstances where your vacation request gets buried among other emails, and you never receive a response. In this case, it’s okay to send a follow-up email to inquire about your initial request. Considering you don’t want to come off as pushy, there should be a little tact with this message.

Hello [Recipient Name],

I hope your day is going well! This email serves as a follow-up to a previous email of mine regarding a vacation request. I sent it [insert date here], and I just wanted to send another message to make sure the request gets handled.

No rush, and please let me know if you have any qualms with my requested dates. I have already discussed these plans with my team members, and it’s quite a ways out, so we still have time to think about it if needed. I look forward to your response!

Best Regards,
[Your Name]

Although there are many routes you can take with how to write vacation emails, there’s a general tone throughout them all. It’s important to remember that these are structured as requests and not demands. To increase your chances of automatic approval, it’s best to put a little thought into the request before sending it off.

How to write a requesting email with examples | AImReply

Tips for Writing a Vacation Request Email

Sample emails can be a helpful starting point, but there are a few tips you can put to use, no matter the structure of your message. There’s always the chance that your vacation request gets denied. However, by integrating the tips mentioned below, you can increase your chances of getting your request approved.

  • Review your company’s vacation policy before sending the request;
  • Leave out any information or details that aren’t related to the request;
  • Always write an informative subject line;
  • Make the request as easy to process as possible;
  • Your message should be to the point and concise;
  • Clarify why you would like to take your vacation on the specific dates you’re requesting.

These are all helpful points that can aid your supervisor in making an informed decision. Not only that, but they’ll be able to do so in a short time frame. If you leave many aspects of your request open for questioning, this may delay the process entirely.

If you still feel overwhelmed by how to write an email requesting time off, AImReply is a tool that can handle it all for you. No matter the context or nuance of your email, AImReply will adapt to the specific context of your conversation.

How to write a requesting email with examples | AImReply

Use AImReply to Write Your Vacation Request

When writing a new email from scratch, many people get a sense of anxiety and put too much thought into every word. Most times, this leads to the email being made more convoluted than it needs to be, not to mention the amount of time that gets wasted in the process.

By using AImReply, you can craft new emails in a fraction of the time. With minimal input on your part, the AI email writer can draft a new message that’s in line with your needs. From tone of voice to context and grammar, AImReply will be able to carry your personality in every email.

How to write a requesting email with examples | AImReply

Sign-up is a breeze, and AImReply is free to use, making it an easy choice for those who struggle with crafting effective emails. You can see how AImReply would be effective for those looking to get a vacation request approved.

To make this happen, your email has to convince your employer, which some people find to be rather challenging. This is a non-issue for AImReply, and you can guide it to craft professional, effective, and efficient emails whenever you need it most.

How to write a requesting email with examples | AImReply

Final thoughts

Getting a vacation request approved isn’t always an easy process. Putting a little effort into this email can not only increase your chances of having it approved but will also improve rapport with your employer or scheduling manager.

This doesn’t take away from the fact that writing the email can be a stressful and tasking process for some people. Letting AImReply work for you is your best chance at having every vacation request approved.

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