Time-Off Request Email: Simple Steps for Approval
American employees have an average of eleven days of paid vacation per year. Whether you work in a small company with ten employees or a multinational corporation with thousands of colleagues, it’s easy to understand how challenging coordinating vacation requests can be for HR managers.
As an employee, it is therefore essential to provide the HR department with all the necessary information for quick approval and to ensure that your team is covered in the most important areas. Before your vacation, consider how to write a professional vacation request that informs everyone involved.
With a little planning, you can prevent work from piling up on your desk or in your mind during your absence.
At IceHrm, we simplify vacation requests, approvals, and leave accrual for thousands of companies across various industries. In this article, you will learn what to write in a vacation request email, how to communicate unexpected changes, and how to make returning from vacation less stressful.
How to Write a Vacation Request by Email
Writing a vacation request by email doesn't have to be complicated. Just make sure that the email contains all the important information for your supervisor and choose a clear subject line so that it doesn't get overlooked.
HR personnel expect certain details in such messages that help them decide on the approval of the request, as well as important information so that others can prepare for the employee's absence. This includes your dates of absence, the reason for the request, and the measures you are taking to maintain project progress. Here is an example:
Subject: Vacation Request for [Date]
Dear [Supervisor's Name],
I hereby request paid vacation from [start date] to [end date] for the following reason: [reason].
My team does not have any urgent deadlines during this period. I would be happy to discuss further details with you or answer any questions you may have.
Thank you for processing my request.
Sincerely,
[Your Name]
3 Tips for Vacation Preparation
Preparing for an upcoming trip isn't just about making reservations and packing – your team should also get ready. Here are some important points to take care of in the one to two weeks before your departure:
1. Delegate Tasks to Your Team
Even if you are very dedicated to your work or a project, it is not good for the company and can complicate vacation planning if only you are able to handle certain tasks. Instead of doing everything yourself, consider which tasks others can take over and find colleagues to assume those responsibilities.
Consider asking your supervisor to take on sensitive tasks that you cannot delegate, and ask your colleagues if they can keep an eye on other tasks while you are away. Your temporary absence provides an ideal opportunity for further training. Additionally, returning after your break may be less stressful if your tasks have not piled up during your absence.
2. Create a Handover Document
On the morning of your last working day, create a document to send to your supervisors and team members that includes the following information:
- Your current and recent projects
- Status reports for all ongoing projects
- Who is responsible for your tasks during your absence?
- Contact information for questions or emergencies
This step serves as a final reminder of your absence and gives your colleagues enough time to get informed before your departure. The resulting transparency reassures everyone and allows you to efficiently check the work progress upon your return.
3. Set up an automatic out-of-office reply
When you inform your colleagues how long you will be away and who they can contact in case of an emergency, it saves both you (and the senders) a lot of trouble. This is where an automatic out-of-office reply comes into play.
Your automatic out-of-office reply should include all important information regarding your absence and return, including:
- Dates of absence
- Emergency contact(s)
- Date and time of return
- When they can expect a response
This step helps the sender assess whether they should wait for your reply or contact someone else.
How to Communicate Short-Term Changes to Your Vacation
Sometimes, due to unforeseen delays, cancellations, or emergencies, you may need to return to work earlier or later than planned. In this case, you should send a brief notice of your return to your supervisor and colleagues.
If you need to extend your vacation, professional behavior is essential. Here are some best practices:
- Inform your employer as soon as possible.
- Check the relevant company policies and take the necessary actions.
- Notify your team and arrange coverage for your project.
Most employers understand that vacation may need to be extended in exceptional cases, such as a medical emergency or a flight cancellation due to a storm. However, keep in mind that your employer may not be forgiving if you fail to return on time due to your own negligence (e.g., being late because you missed a flight).
Below you will find two email templates for your return from vacation. One template is intended for an earlier return, and the other for a later return. Please adjust the details of both templates to suit your company, its culture, your position, and the circumstances of your vacation.
How do I write a letter to return to work early?
Subject: Update on My Vacation Entitlement
Dear [Supervisor's Name],
I hope you are doing well. As you know, I have been on vacation in [Location] for the past [Duration]. The time off was very relaxing, and I enjoyed spending time with my family.
Although I still have [remaining time] vacation days available, I have decided, for [reason], to return to work today, [Day]. Therefore, I would like to request an adjustment to my vacation calculation. Please let me know if I need to take any further steps to ensure that my vacation entitlement reflects this change.
I look forward to being fully available again!
Thank you,
[Your Name]
How do I write a letter about returning late to work?
Subject: Extension of Vacation
Dear [Supervisor's Name],
I hope you are doing well. As you know, I have been on vacation in [Location] for the past [Duration]. Unfortunately, [Reason for delayed return] is delaying my journey home and return to work, so I need to stay here for [Period].
I plan to return to work on [Date]. I apologize for the inconvenience. Please let me know if you need anything else from me. You can reach me by email or by phone at XXX-XXX-XXXX.
Thank you,
[Your Name]
Tips for Getting Back into Work After Vacation
Don't let the thought of having to catch up on missed work spoil your well-deserved time off. Instead, take time to ease back into your work routine. Here are some tips for successfully getting back into work after a break:
Schedule a Buffer Day
During your vacation, plan an extra day to take care of personal matters. Whether you need time for shopping, doing laundry, getting the kids back into their usual routine, or simply catching up on jet lag, a buffer day helps you return to everyday life more relaxed. It also serves as a kind of travel insurance for unexpected delays.
It is also advisable not to schedule any meetings on your first day back at work or let colleagues distract you from your priorities. Instead, act as if you have not been in the office yet, and take time to catch up on your projects (and your overflowing inbox) before fully reimmersing yourself in your work routine.
Set realistic priorities
Instead of trying to catch up on all the backlog at once, create a priority list and work through it step by step. This way, you can set realistic expectations for your productivity and coordinate with your colleagues on meeting project deadlines after your time off.
Confidently Returning to Work
The proper handling of vacation and the return to the workplace are important skills for every employee. However, emails alone are not always enough to reliably manage vacation requests. Comprehensive HR software that accurately records vacation requests and ensures transparency in planning helps keep everyone on the same page – especially in the event of unforeseen circumstances.
Effective vacation management strengthens relationships with colleagues and allows you to truly relax during your well-deserved time off.
While a well-crafted email is the foundation of a professional time-off request, relying solely on email for managing leave is inefficient for both employees and HR. Successful vacation management requires transparency, clear communication, and accurate tracking of accruals and approvals to minimize workplace disruption. IceHrm's Leave Management module is the ideal solution, replacing confusing email chains and manual calculations. By using IceHrm, employees can submit requests with all necessary details (as highlighted in the article), managers can quickly approve or deny based on up-to-date leave balances, and the system automatically tracks remaining leave. This ensures that employees can plan their well-deserved time off confidently, knowing that their request is handled efficiently and in full compliance with company policy.