How to Ask for Vacation by Email (with Examples)
Asking for vacation is easy if you do it early and with a clear email. Here is what to include, plus ten examples ready to copy.
Asking for vacation should take no more than a short email. Still, many people leave it to the last minute or are not sure how to bring it up, especially when the company is busy.
A good email makes the dates clear, explains who will cover your work and makes it easy for your manager to say yes. It also leaves a written record, which helps if questions come up later. Here is when to ask, what to write and ten examples for different situations.
When to ask for vacation
The earlier, the better. There is no single deadline: it depends on your country, your contract and your company's policy. Many companies have a vacation calendar or an internal tool, and some ask for summer or year-end dates months ahead. Ask your manager or HR what the rule is.
As a practical guide, give several weeks or months of notice for a long vacation. For one or two days off, a few days' notice is often enough. If it is urgent, let them know as soon as you can and briefly explain why.
Watch out for busy times: month-end close, campaigns, launches or your industry's peak season. If your dates fall in one of them, say so in the email and suggest how your work will be covered. It also helps to check the team calendar so you do not overlap with colleagues who do the same job.
One simple tip: do not buy tickets or book anything non-refundable until you have approval in writing.
What to include in the email
- A clear subject line with the word "vacation" or "time off" and the dates.
- The exact dates: first day off, last day off and the day you return.
- The number of days, if your company counts working days.
- Who will cover your work, if you have already talked to that person.
- What happens to your tasks: what you will finish before you go and what someone else will handle.
- Your availability: whether you can be reached for something urgent. Disconnecting is normal.
- A request for confirmation at the end, so the answer is in writing.
- The reason, only if you want. For a regular vacation you do not need to explain anything. For a last-minute request or a busy period, one short sentence helps.
Subject lines
| Situation | Example subject line |
|---|---|
| Regular vacation | Vacation request: August 4 to 15 |
| A few days off | Time off request: March 12 and 13 |
| A single day | Day off on Friday, November 7 |
| Last minute | Urgent request: day off tomorrow, Thursday |
| Long vacation | Extended vacation request: September 1 to 26 |
| Follow-up | Re: Vacation request: August 4 to 15 |
| Question for HR | Question about my remaining vacation days |
Example 1: the standard vacation request email
Vacation request to your manager
Subject: Vacation request: August 4 to 15 Hi Daniel, I would like to request vacation from Monday, August 4, to Friday, August 15. That is 10 working days, and I would be back on Monday, August 18. Before I leave, I will finish the monthly report. While I am away, Paul will handle client questions. We have already talked about it, and I will leave him a note with the open issues. Could you confirm whether these dates work for you? If you need me to change anything, just let me know. Thank you, Laura Gómez
9 more examples for every situation
2. A few days off
Subject: Time off request: March 12 and 13 Hi [name], Could I take Thursday, March 12, and Friday, March 13, off? I would be back on Monday, March 16. I have no deadlines that week, and [colleague] can handle anything that comes up. Does that work for you? Thanks, [Your name]
3. A single day or personal day
Subject: Day off on Friday, November 7 Hi [name], I would like to take Friday, November 7, as a personal day. I will wrap up that week's work by Thursday. Could you confirm if that is possible? Thanks, [Your name]
4. Last-minute request
Subject: Urgent request: day off tomorrow, Thursday Hi [name], Sorry for the short notice. A family matter has come up, and I would need tomorrow off. [Task] is up to date, and [colleague] can cover [urgent task]. If that is not possible, let me know and we can find another solution. Thank you for understanding, [Your name]
5. Long vacation
Subject: Extended vacation request: September 1 to 26 Hi [name], I am writing early to request vacation from September 1 to 26. I would be back on Monday, September 29. Before I go, I will prepare a document with my projects and their status, and I suggest that [colleague] takes over [project]. I can spend my last week walking them through everything. If you would rather I split it into two periods, we can talk about it. Thanks, [Your name]
6. During a busy period
Subject: Vacation request: December 22 to 26 Hi [name], I know December is a busy month, so I am asking well in advance. I would like to take December 22 to 26 off. So the team is not short-handed, I can finish [task] the week before and be available on the 29th and 30th. If that does not work, tell me which dates suit you better. Thanks, [Your name]
7. Follow-up if there is no answer
Subject: Re: Vacation request: August 4 to 15 Hi [name], I am following up on my vacation request for August 4 to 15. I know you are busy, but I would need to confirm it by [date] to make plans. If it is easier, we can talk for five minutes. Thanks, [Your name]
8. Thank-you after approval
Subject: Re: Vacation request: August 4 to 15 Hi [name], Thank you for approving my vacation. I have added it to the team calendar. Before I leave, I will send you a summary of my tasks and set up my out-of-office reply. Best, [Your name]
9. Asking HR about your remaining days
Subject: Question about my remaining vacation days Hi [name], Could you tell me how many vacation days I have left this year? I would also like to know when I need to use them by and whether I should request them through a specific tool. Thanks in advance, [Your name]
10. Formal request letter
Subject: Vacation request: [full name] Dear Ms. [last name], I am writing to formally request annual leave from [start date] to [end date], inclusive, returning to work on [date]. During my absence, [colleague] will take over my duties. I look forward to your confirmation. Sincerely, [Full name] [Job title], Acme
What to do if they say no
- Calmly ask why. Sometimes the issue is the specific dates, not the vacation itself.
- Suggest alternatives: other dates, fewer days in a row or splitting your vacation into two periods.
- Offer solutions to the problem, such as finishing a deliverable early or preparing someone to cover for you.
- If it needs a longer conversation, ask for a meeting. If you want to do it in writing, see our guide to the meeting request email.
- Put what you agree on in writing, with the new dates.
- If you think your rights are not being respected, talk to HR, an employee representative or an employment adviser.
Checklist before you go on vacation
- Add your vacation to the shared calendar and to your company's tool, if there is one.
- Prepare a handover: a list of open tasks, key contacts and where each file is.
- Tell clients or external contacts your dates and who is covering for you. You can start from the vacation coverage notice template.
- Turn on your automatic reply on your last day. See our guide to the out-of-office message and the out-of-office reply template.
- Move or cancel your meetings for those days.
- Decide whether you will check email, and if not, say so clearly.
Save it as a NexoPad shortcut
Save your email as a template
With NexoPad you can save your vacation email with a shortcut like /vacation. Type the shortcut in Gmail, Outlook or any website, and NexoPad writes the whole email for you.
Add variables for what changes
Wherever the details change each time, add variables. When you use the shortcut, NexoPad asks you to fill them in.
{{input:Name}}for your manager's name.{{input:Dates}}for your vacation period.{{input:Return date}}for the day you are back.{{input:Who covers}}for the person handling your work.{{date}}if you want to add today's date.
Save the other messages too
The follow-up, the thank-you and the automatic reply come back every year too. Save them with shortcuts like /vacation-followup or /ooo and have them ready in seconds.
FAQ
How far in advance should I ask for vacation?
It depends on your country, your contract and your company's policy. As a practical rule, the longer the vacation, the earlier you should ask. Check with HR whether there is a fixed deadline or a calendar.
Do I have to explain why I want time off?
No. For a regular vacation, the dates are enough. If it is last minute or during a busy time, one short sentence about the reason helps people understand.
Is it OK to ask for vacation by email or chat?
Use the channel your company asks for. If there is none, email is the best option because it leaves a dated written record. A chat message is easier to lose.
Should I send the email to my manager or to HR?
Usually to your direct manager, who approves it. Copy HR only if your company asks you to.
What if my manager does not reply?
Wait a few days and send a short follow-up by replying to the same email (example 7). If the date is getting close, ask for five minutes to talk about it.
Can my employer refuse my vacation?
Dates are usually agreed between the company and the employee, and the rules vary by country and contract. If they say no, suggest other dates, and if you have doubts about your rights, ask HR or an employment adviser.
How do I ask for a raise or announce that I am leaving?
See our guides to the raise request email and the resignation email.
Published on October 18, 20269 min read
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