Asking for time off is a necessary part of any job, but figuring out the right words for your request can feel like a task in itself.
That’s why we’ve designed five different leave request email templates for you to use. Referring to a template helps you write a clear and professional email, so you can get your request approved and start looking forward to your break.
Before you write a single word, check your employee handbook or company intranet for the official time-off policy. Knowing the required notice period and any specific procedures will help you frame your request correctly from the get-go.
Your manager is busy. A direct subject line like “Leave Request - [Your Name]” or “Time Off Request: [Start Date] - [End Date]” ensures your email gets noticed and categorized correctly. No fluff, just the facts.
Don’t bury the most important information. Mention the exact dates you’ll be away in the first sentence. This direct approach is professional and helps your manager immediately understand the request.
Show that you’re considerate of your team’s workload. Briefly explain how you’ll ensure your responsibilities are covered, whether it’s by completing projects ahead of time or briefing a colleague. This proactive step can make approving your request much easier.
<template>
Subject: Sick Leave - [Your Name]
Dear [Manager's Name],
Please accept this email as notification that I will be unable to come to work today, [Date], due to illness. I believe it is best to take the day to rest and avoid spreading any potential germs to my colleagues.
I will be checking my email periodically for anything urgent. For immediate matters, [Colleague’s Name] is aware of my current projects and can provide assistance. I have completed [mention any time-sensitive tasks you've finished] and all my project files are up to date.
I anticipate being back in the office tomorrow, [Tomorrow's Date]. If I need to take additional sick time, I will notify you promptly.
Thank you for your understanding.
Best regards,
[Your Name]
[Your Position]
</template>
<template>
Subject: Vacation Request - [Your Name]
Dear [Manager's Name],
I am writing to request vacation leave from [Start Date] to [End Date].
I will ensure all my projects are up to date and that my responsibilities are covered by [Colleague’s Name] before I leave. I want to ensure a smooth workflow for the team during my absence.
Please let me know if this time works for the team. I am happy to discuss the details further.
Thank you for your consideration.
Best regards,
[Your Name]
[Your Position]
</template>
<template>
Subject: Maternity Leave Plan - [Your Name]
Dear [Manager's Name],
I am writing to formally request maternity leave. My expected due date is [Due Date], and I plan for my leave to begin on [Start Date] and end on [End Date], in line with the company's maternity leave policy.
I have created a comprehensive plan to ensure a smooth handover of my responsibilities before my departure. I am committed to finalizing my current projects and am happy to help train the team member who will be covering my duties. My goal is to make this transition as seamless as possible for the team.
I am deeply committed to my role here and look forward to returning to work after my leave. Please let me know when would be a good time to discuss my transition plan in more detail.
Thank you for your support.
Best regards,
[Your Name]
[Your Position]
</template>
<template>
Subject: Bereavement Leave - [Your Name]
Dear [Manager's Name],
I am writing to request bereavement leave following a death in my family. I will be out of the office from [Start Date] and plan to return on [End Date].
I will do my best to monitor emails for anything urgent, but please direct any immediate needs to [Colleague’s Name] in my absence.
Thank you for your understanding during this difficult time.
Sincerely,
[Your Name]
[Your Position]
</template>
<template>
Subject: Emergency Leave - [Your Name]
Dear [Manager's Name],
Please accept this email as notification that I am taking emergency leave, effective immediately, due to [briefly state reason, e.g., a family emergency].
Due to the urgent nature of the situation, I was unable to provide advance notice. I will keep you informed about my ability to return to work as soon as I have a clearer understanding of the circumstances. For any immediate and critical tasks, please contact [Colleague’s Name].
Thank you for your understanding.
Best regards,
[Your Name]
[Your Position]
</template>
Once you've tailored these leave request templates to your needs, sending them through a dependable email platform is the next step. Flodesk provides intuitive email marketing tools designed for small businesses, allowing you to manage and grow your email list with ease. You don't need any coding or design experience to build, send, and automate emails that connect with your audience.
Our platform is built around a straightforward email builder, powerful automations, and well-designed forms, giving you everything you need for your email marketing. Thousands of businesses already use Flodesk to send professional and effective emails without the complexity. We provide the tools to help you get your message across clearly and efficiently.
Having the right words makes professional communication straightforward, ensuring your leave requests are clear and well-received.
When you’re ready to send these and other business emails, Flodesk provides the tools to manage your communications. Sign up to see how our platform can support your work.
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