Annual Leave Request Letter to Manager Sample

In this guide, I will walk you through the process step-by-step, share my personal tips, and provide a handy template to make your life easier.

Key Takeaways

PurposeExplains why and how to write an annual leave request letter.
Key ElementsDate, manager’s name, subject, reason for leave, duration, contact information, appreciation.
TemplateProvides a ready-to-use template for your convenience.
TipsBest practices and real-life examples for effectiveness.

Step-by-Step Guide to Writing an Annual Leave Request Letter

1. Understand Your Company’s Policy

Before you even begin writing your letter, familiarize yourself with your company’s leave policy. This includes knowing how much notice you need to give, any blackout periods, and how your leave affects your workload and team.


At my previous job, the policy required at least two weeks’ notice for leave requests. Ignoring this could lead to denied requests or strained relations with management.

2. Choose the Right Time to Send Your Request

Timing is crucial. Try to send your leave request when it’s less busy at work or after successfully completing a major project. This demonstrates that you are considerate of the team’s needs.


I always planned my leave around quieter business periods, which increased the chances of my request being approved.

3. Structure Your Letter Properly

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A well-structured letter should include:

  • Date: The date you’re writing the letter.
  • Manager’s Name: Address your manager by name.
  • Subject Line: Clear and concise, e.g., “Annual Leave Request”.
  • Opening Paragraph: State the purpose of your letter.
  • Body Paragraph: Explain the reason for your leave and specify the dates.
  • Closing Paragraph: Offer to assist with the transition and express gratitude.
  • Signature: Sign off with your full name and contact information.

4. Use a Polite and Professional Tone

Your tone should be respectful and professional. Remember, you’re asking for a favor, so politeness is key.


Instead of saying, “I need time off,” I would write, “I would like to request annual leave from [start date] to [end date].”

5. Provide a Valid Reason

While you don’t need to go into great detail, providing a reason can help justify your request. It shows transparency and responsibility.


“I would like to request annual leave from July 1st to July 14th to spend time with my family and recharge.”

6. Offer Assistance for Transition

Assure your manager that you will complete your tasks before leaving and that you are willing to help with the transition. This shows commitment and responsibility.


“During my absence, I will ensure all my duties are covered and provide detailed handover notes to my colleagues.”

7. Close with Appreciation

Always thank your manager for considering your request. It leaves a positive impression.


“Thank you for considering my request. I appreciate your understanding.”

8. Proofread Your Letter

Before sending your letter, check for any grammatical errors or typos. A polished letter reflects well on you.

Annual Leave Request Letter Template

[Your Name]
[Your Position]
[Your Contact Information]

[Manager’s Name]
[Manager’s Position]
[Company Name]

Subject: Annual Leave Request

Dear [Manager’s Name],

I am writing to formally request annual leave from [start date] to [end date]. The reason for my leave is [briefly explain the reason, e.g., to spend time with family].

I have ensured that all my current tasks will be completed before my leave, and I have prepared handover notes for my colleagues to manage my responsibilities in my absence. I am also available for any urgent queries during my leave via email.

Thank you for considering my request. I appreciate your understanding and support.


[Your Full Name]

Final Tips for a Successful Leave Request

  • Plan Ahead: Give ample notice.
  • Be Flexible: Show willingness to adjust dates if necessary.
  • Communicate Clearly: Ensure your manager understands your plans.

Real-Life Example

At my previous job, I requested leave well in advance, detailing my plans and offering to train a colleague on my tasks. My manager appreciated the foresight and approved my request without hesitation.

By following these steps, you can craft a compelling annual leave request letter that is more likely to be approved. Good luck, and enjoy your time off!

Frequently Asked Questions (FAQs)

Q: How far in advance should I submit my annual leave request letter?

Answer: From my experience, it’s best to submit your annual leave request at least two to four weeks in advance. This gives your manager enough time to plan for your absence and increases the likelihood of approval.

Q: What should I include in the subject line of my leave request letter?

Answer: A clear and concise subject line such as “Annual Leave Request” works best. It immediately informs your manager of the letter’s purpose, making it easier to prioritize.

Q: How detailed should I be about the reason for my leave?

Answer: You should provide a brief but clear reason for your leave without going into too much detail. For example, stating “to spend time with family” or “for personal reasons” is sufficient and respectful of your privacy.

Q: Is it necessary to offer assistance with transition duties in my leave request letter?

Answer: Yes, offering assistance shows responsibility and consideration for your team. In my letters, I always mention that I’ll complete my tasks and provide handover notes to colleagues, which has always been appreciated by my managers.

Q: Should I mention my willingness to be available during my leave?

Answer: Indicating availability for urgent matters is a good practice if feasible. I typically state that I’m reachable by email for critical issues, which reassures my manager about continuity.

Q: Can I request annual leave verbally, or should it be in writing?

Answer: While a verbal request is sometimes acceptable, I always follow up with a written letter for documentation purposes. This ensures there’s a formal record of my request and the agreed dates.

Q: How can I ensure my letter is professional and polite?

Answer: Use a respectful tone, proper salutations, and express gratitude. From my experience, a professional and courteous approach significantly enhances the likelihood of a positive response.

Q: What should I do if my leave request is denied?

Answer: If your request is denied, politely ask for feedback and suggest alternative dates. In the past, I’ve successfully negotiated different leave periods by showing flexibility and understanding my manager’s concerns.

Q: Can I use a template for my annual leave request letter?

Answer: Absolutely, templates can be very helpful. I often use a basic template and personalize it to fit the specific context and relationship with my manager, ensuring it still feels sincere and relevant.

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