If an employee requires a vacation, it is a good idea to ask for the time off work in writing. A vacation request letter will demonstrate the employee’s professionalism as well as properly document when the request was made and what dates the request will include.
Before beginning the letter, the employee should research the vacation policies of their place of work. There may be special forms that need to be filled out or a specific amount of time before the date of departure that the request must be submitted.
The employee has a better chance of getting approval if they follow the company guidelines. If request forms are required, they should be filled out and filed according to company regulations. A copy can be included with the formal letter.
It’s normal to request time off work to take a vacation. The employee will have a better chance of getting the leave request approved if the letter is well-written, straightforward, and sent well in advance of the date that they want to be out of the office.
In many companies, vacations are approved according to the order the request is received. That is why it’s in the best interest of the employee to send the letter as soon as they know when they want to take their vacation. It is not a good idea to reserve flights or hotels until the employee has formal approval for the time off.
In many cases the employee may have discussed their vacation request with their employer. Even so, they should send a formal letter. This letter will be put in the employee’s personal file. They can refer to the verbal request in the letter if they want.
The vacation request letter should cover the following points:
- The aim of the letter should be stated in the beginning paragraph so that the reader doesn’t need to read far to know the purpose of the letter.
- The reason for the request should also be clear.
- The letter should be short. Long explanations may cause the reader to discard or not approve the request.
- If an immediate supervisor has agreed with the request, the employee could enclose a letter from them stating their approval. In some cases, it is recommended for the employee to name the people who are taking over their responsibilities while they are gone.
For example, Name of Person will handle all of my communications:
- The date the employee will resume work should be stated.
- In a small company, the letter can be addressed to the supervisor, but in a large company a copy should be sent to the human resources department.
Below are some sample vacation request letters. It should be sent by certified mail, so the employee has proof of the time and date the letter was sent and received. Any support letters enclosed should be copies and not originals.
Sample 1 – Vacation Request Letter To Manager
City, State, Zip Code
Manager or HR person’s Name
City, State, Zip Code
Re: Request for one week vacation leave
This letter is a formal request for one week’s vacation leave from DATE to DATE. I will be back at work on DATE. My wife and I are planning a vacation for the first time in five years.
All of the projects that I am working on will be completed before the leaving date. I have asked other members of my team to make sure that all of my responsibilities are covered while I’m away, and they have agreed. My team leader has agreed with my vacation request. I have enclosed a letter from her.
If you have any questions or considerations, I can be reached at 555-123-4567 or a Name@email.com. While on vacation, I will be checking my email every day, so I can be reached if it is urgently needed.
Thank you for considering my request. Please let me know if my vacation request has been approved at your earliest convenience, so I can finalize our flight and hotel bookings.
Employee’s Name in Print
List of enclosures
Sample 2 – Vacation Request Letter To Employer
89 North-Shire Blvd.
Clintonville, Ohio 43123
100 Production Way
Columbus, Ohio 43225
Attn: Robert A. Smith
Dear Mr. Smith,
I would like to request vacation for [DATE – DATE]. It has been nearly 5 years since I have had a family vacation. I wish to use some of my vacation hours for some much needed family time. Currently, I have 125 vacation hours and want to use 40 of them.
At the current time, all of my work is completed. I will also make sure that all pending work will be completed in advance before I leave for this trip. I will ensure that whoever fills in for me in my absence will not have much to do.
As you know, I am a hard worker and put more than 60 hours a week. A good way to keep refreshed and not to burn out is to have a vacation once in a while.
I feel I am long overdue. I have put a trip on hold several times for company demands. I would like to have some time to spend with my family.
I have filled out the official company Vacation Request From and have attached it for your review. Please respond to me in writing so that I may schedule my trip.