Vacation Request Email to Manager (3 Samples)



A vacation is a great way to recharge batteries. Multiple studies have shown that employees who take a vacation come back more motivated and more productive.

But how do you request vacation time from your manager in a way that makes it hard for him to say "no"?

In this article, I give you two emails you can send to your manager. Additionally, you will get another email to send to your teammates.

How to write a vacation request email to your manager

  1. Include your manager's email address
  2. Choose an email subject that is clear
  3. Greet your manager (don't be too formal or too informal)
  4. Inform your manager of your intent to take a vacation
  5. Add the first day and last day of your vacation
  6. Include the day you will come back to work
  7. Mention the last time you've had a vacation(if it's been a long time)
  8. If you have accumulated vacation days, mention that too
  9. Mention any work arrangements to ensure work will still get done
  10. Thank your manager for his time

If you haven't talked with your manager yet

To: manager@yourbusiness.com
Subject: Vacation request

Hi [Manager’s Name],

I would like to request vacation time going from [Starting date] to [End Date]. I will come back to work on [Return date].

It's been [X time] since I've had my last vacation and I would like to use the [X days] of paid time off I've accumulated. I have a trip scheduled to visit my family.

I've talked with the team and made arrangements to minimize the impact of my absence.

Could you confirm my request? Looking forward to hearing from you.

Thanks,
[Your Name], [Job Title]

If you have previously discussed your vacation with your manager

To: manager@yourbusiness.com
Subject: Vacation request confirmation

Dear [Manager’s Name],

We have previously talked about my intent to have a vacation. I would like to confirm this vacation request. I'm leaving from [Starting date] to [End Date]. I will return to work on [Return date].

All work will be completed before I leave. Other arrangements have been made with the team. You can reach me through my number [Phone Number], in case of emergency.

Looking forward to confirming this as I need to book my flights and hotel.

Best,
[Your Name], [Job Title]

Email to your teammates

To: teammate@yourbusiness.com
Subject: Vacation request confirmation

Hey guys,

I'm leaving for vacation from [Starting date] to [End Date]. I will return to work on [Return date].

I've discussed this issue with [Manager's name] who accepted my request. We should plan for my absence and either get the work done ahead of time or find a suitable replacement for when I'm gone.

Let me know your thoughts on this.

Thanks,
[Your Name], [Job Title]

Check your company's vacation policy

Most companies have specific vacation policies that determine when you can take advantage of this perk.

Some companies want their employees to take a vacation in the summer. Others allow you more freedom with dates. Most want you to give a heads up.

Make sure company policy doesn't clash with rules and regulations in your state, as that would be illegal.

Don't be afraid to talk with your manager beforehand. Check with your teammates too.

You might have to apply through a company portal or request an application form. You should still ‌email as a way to get a paper trail.

Look up paid time off laws

Most states have rules determining how much paid time off you get based on hours worked on a given time period.

The United States is one of the few countries in the world that doesn't have nationwide vacation laws. You have to look through your state's regulations.

In any case, if you are denied vacation time, your company might be breaking the law.

Be direct and to the point

Your manager doesn't have time to read long emails. You need to be very clear about your intent and go straight to the point in the first paragraph.

The longer your email, the more your manager will devalue the content that actually matters: your vacation request.

Don't threaten your manager

It can be tempting to threaten to leave if you're not given your vacation time. However, that will only work against you.

Be friendly and assertive. "This is what I want, and I want it on this date. How can we work together to make it work for both parties?"

Likewise, you don't want to apologize for making a vacation request. Depending on the circumstances, it might well be within your rights to have a vacation. Don't be too submissive.

Give your manager plenty of time to prepare

The earlier you can make your vacation request the better. This will give your manager plenty of time to plan for your absence.

You should make your request at least one month ahead of time. Ideally, you should go for multiple months though.

Think about your manager's needs

Your manager is paid to make sure work gets done on time. His biggest worry when you leave is late work and possibly angry clients.

Assure him all work will get done before you leave. Additionally, coordinate with your colleagues to have someone replace you if needed.

Better yet, ask your manager what would be the best time for your vacation. The more you collaborate with him on this issue, the more likely he's to give you the green light.

Send a reminder a week before you leave

It's normal for people to forget about your vacations. They're YOUR vacations after all. They have more to remember than you having fun in the sun.

Send a reminder email one week before you leave to make sure people are not caught by surprise.

Leave a "paper trail"

It's important to have evidence of your request. If your manager later denies it, you have something to fall back on.

He can't say you never made a request or that it was never approved. The emails you exchanged are proof enough. That is your paper trail.

What if your manager refuses your vacation request?

Unfortunately, not all managers recognize the importance of a vacation on productivity. There's plenty of evidence that taking leave makes employees more motivated and more productive.

What then? Mention your productivity and accomplishments for the company. If you haven't had a vacation for a while, state it.

And if the law grants you time off, there's nothing he can do. Obviously, you shouldn't threaten, but if you have a right to vacation time, use it.

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