Free Vacation Request Letter Templates

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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

Frequently Asked Questions (FAQs)

1. How do I request a vacation?

Answer: You can request a vacation by submitting a request through your company’s designated process, which may include an online form, email, or paper form. It is important to submit the request well in advance and to speak with your supervisor or manager to discuss the details of your request.

2. What should I include in my vacation request?

Answer: Your vacation request should include the dates you plan to take off, the reason for your request, and any important information that may be relevant to your absence such as who will cover your responsibilities while you’re away.

3. How far in advance should I request a vacation?

Answer: It is best to request a vacation as far in advance as possible, ideally at least 2-4 weeks before the start date of your requested time off. This allows your employer enough time to plan for coverage and ensure that your absence will not cause any major disruptions to the company.

4. Can my vacation request be denied?

Answer: Yes, your vacation request can be denied by your employer if the dates you have requested are not available or if there are too many people requesting time off at the same time. Your employer may also deny your request if it would cause too much disruption to the company.

5. How do I follow up on my vacation request?

Answer: After you submit your vacation request, you can follow up with your supervisor or manager to ensure that they have received it and to inquire about the status of your request. It’s also a good idea to follow up a few days before the start of your requested vacation to confirm that your request has been approved.

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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