Vacation Request Letter [Free Samples]

An official letter made by an employee to his or her employer requesting time off from work is known as a “vacation request letter.” 

Learn how to draft a letter requesting a vacation. Use our sample vacation request letters as a template for your letter.

Sample 1 – Vacation Request Letter

DATE

Manager’s Name
Manager’s Title
Name of Business

RE: Vacation request [DATE] – [DATE] 

Dear [Name of Manager],

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 husband 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.

Sincerely,

Your Name
List of enclosures

Sample 2 - Vacation Request Letter

DATE

Manager’s Name
Manager’s Title
Name of Business

RE: Vacation request [DATE] – [DATE] 

Dear [Name of Manager],

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 Form and have attached it for your review. Please respond to me in writing so that I may schedule my trip.

Sincerely,

Your Name
List of enclosures

Sample 3 - Vacation Request Letter

DATE

Manager’s Name
Manager’s Title
Name of Business

RE: Vacation request [DATE] – [DATE] 

Dear [Name of Manager],

This letter is a formal request for one week’s vacation leave from [DATE] to [DATE]. I will be back in the office on [DATE]. 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.

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 my flight and hotel bookings.

Sincerely,

Your Name
List of enclosures

Sample 4 - Week Off Request Email

Subject: Request for week off from [DATE] to [DATE]

Dear [Name of Manager],

This email is a formal request for one week’s leave from [DATE] to [DATE]. I will be back at work on [DATE]. My wife and I are planning a trip to visit our daughter for the first time in five years.

Thank you for considering my request. Please let me know if my request for leave has been approved at your earliest convenience, so I can finalize our flight and hotel bookings.

Sincerely,

Your Name
List of attachments

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. 

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