Getting time off from work is something all of us need at some point. Whether for personal reasons, family commitments, health concerns, or simply to recharge, asking for a day off requires clear communication with your supervisor. The way you phrase your request can make a big difference in how it’s received.
The following collection of sample letters shows different approaches to requesting time off. Each one addresses a specific situation while maintaining professionalism. Find the one that matches your needs and adapt it to your circumstances.
Letters of Request for a Day Off
These sample letters will help you craft the perfect request for your situation.
1. Basic Day Off Request
Subject: Request for Day Off – [Date]
Dear [Manager’s Name],
Please accept this letter as my formal request for a day off on [specific date]. I would like to take this time to attend to some personal matters that require my attention.
All my current projects are on schedule, and I do not anticipate any deadlines during my absence. I will make sure to complete any urgent tasks before my day off and will be available via email for any emergencies.
Thank you for your consideration. I look forward to your approval.
Kind regards,
[Your Name]
[Your Position]
[Your Department]
2. Family Emergency Day Off Request
Subject: Urgent Day Off Request – Family Emergency
Dear [Manager’s Name],
I am writing to request an emergency day off tomorrow, [date], due to an unexpected family situation that requires my immediate attention.
I understand this is short notice, but the circumstances were unforeseen. I have already briefed [Colleague’s Name] about my ongoing projects, and they have kindly agreed to cover for me during my absence.
I will be checking my emails periodically throughout the day and can be reached on my cell phone at [your number] if anything urgent comes up.
Thank you for your understanding during this difficult time.
Sincerely,
[Your Name]
[Your Position]
[Contact Information]
3. Medical Appointment Request
Subject: Day Off Request for Medical Appointment
Dear [Manager’s Name],
I am writing to request a day off on [date] to attend a medical appointment that I have scheduled for [time]. Unfortunately, this was the earliest available slot the specialist could offer me.
I have already arranged for [Colleague’s Name] to handle my responsibilities during my absence. All pending tasks will be completed before I leave, and I will prepare detailed notes for anything that might need attention while I am away.
I expect to be back in the office the following day and will catch up on any missed work upon my return.
Thank you for your consideration and support.
Best regards,
[Your Name]
[Your Department]
[Contact Information]
4. Personal Day Request
Subject: Request for Personal Day – [Date]
Dear [Manager’s Name],
I would like to request a personal day off on [date]. This brief break will allow me to address some personal matters and return to work refreshed and focused.
My current workload is manageable, and I will ensure all time-sensitive tasks are completed before my absence. [Colleague’s Name] has agreed to be the point of contact for my team during my time away.
Please let me know if you need any additional information regarding this request.
Thank you for your consideration.
Warm regards,
[Your Name]
[Your Position]
[Contact Number]
5. Planned Day Off for Special Occasion
Subject: Day Off Request for [Event/Occasion] – [Date]
Dear [Manager’s Name],
I would like to request a day off on [date] to attend [special occasion/event]. This date is significant as [brief explanation if appropriate].
I am submitting this request well in advance to allow for proper planning. My current projects are progressing as scheduled, and I will make arrangements to ensure my responsibilities are covered during my absence.
Upon my return, I will promptly address any pending matters that may arise during my time away.
Thank you for considering my request.
Best regards,
[Your Name]
[Your Position]
[Department]
6. Mental Health Day Request
Subject: Request for Day Off – Personal Wellness
Dear [Manager’s Name],
I am writing to request a day off on [date] for personal wellness reasons. Taking this brief break will help me maintain my well-being and continue performing at my best upon return.
I have planned ahead for this absence and will complete all urgent tasks beforehand. [Colleague’s Name] is aware of my ongoing projects and can address any issues that might come up while I am away.
I appreciate your support in helping team members maintain good health and work-life balance.
Thank you for your understanding.
Regards,
[Your Name]
[Your Position]
[Contact Information]
7. Religious Holiday Request
Subject: Day Off Request for Religious Observance
Dear [Manager’s Name],
I would like to request a day off on [date] to observe [name of religious holiday], which is an important day in my faith.
I am submitting this request [number] weeks in advance to allow sufficient time for planning. I will complete all my assignments before taking the day off and will coordinate with [Colleague’s Name] to cover any urgent matters during my absence.
Thank you for supporting diversity in our workplace and for your consideration of this request.
Respectfully,
[Your Name]
[Your Department]
[Contact Information]
8. Last-Minute Day Off Request
Subject: Urgent Day Off Request – [Date]
Dear [Manager’s Name],
Due to unexpected circumstances, I need to request a day off tomorrow, [date]. I apologize for the short notice, but the situation requires my immediate attention.
I have spoken with [Colleague’s Name], who has agreed to handle the [specific task or responsibility] scheduled for tomorrow. All other pending work has been addressed, and I have prepared notes on the status of my current projects.
I will be available by phone at [your number] should any urgent issues arise that require my input.
Thank you for your understanding.
Sincerely,
[Your Name]
[Your Position]
[Department]
9. Day Off Request to Extend a Weekend
Subject: Request for Day Off on [Date]
Dear [Manager’s Name],
I would like to request a day off on [Friday/Monday, date] to extend my weekend. This short break would allow me to [brief reason if appropriate, e.g., “visit family out of town” or “recharge after completing the major project”].
My workload is currently manageable, and I will ensure all deadlines that fall near this date are met in advance. I have already discussed coverage arrangements with my team, and [Colleague’s Name] will handle any urgent matters that may arise.
Thank you for considering my request.
Kind regards,
[Your Name]
[Your Position]
[Contact Information]
10. Day Off Request for Professional Development
Subject: Day Off Request for Professional Development Course
Dear [Manager’s Name],
I am writing to request a day off on [date] to attend a professional development course on [subject of course]. This opportunity aligns perfectly with my current role and our department goals.
The course runs from [start time] to [end time], and I believe the skills I will gain will be valuable for [specific project or responsibility]. I am happy to share what I learn with the team upon my return.
I have already arranged for [Colleague’s Name] to cover my essential duties during my absence, and I will complete all time-sensitive tasks before the day off.
Thank you for supporting professional growth opportunities.
Best regards,
[Your Name]
[Your Position]
[Department]
11. Day Off Request Following Business Travel
Subject: Day Off Request After Business Trip
Dear [Manager’s Name],
I would like to request a day off on [date], following my return from the business trip to [location] on [date of return].
The trip involves [brief description of schedule, e.g., “three consecutive days of meetings” or “cross-time zone travel”], and having a day to rest afterward would help me recover and return to the office fully productive.
I will complete all pre-trip preparations thoroughly and will ensure [Colleague’s Name] is briefed on any matters that might need attention during my absence.
Thank you for your consideration.
Regards,
[Your Name]
[Your Position]
[Contact Information]
12. Formal Day Off Request
Subject: Formal Request for One Day Leave of Absence
Dear [Manager’s Name],
This letter serves as a formal request for a one-day leave of absence on [date]. I am requesting this time off in accordance with company policy regarding personal days.
All my current assignments are on track, and I have documented the status of ongoing projects for reference. [Colleague’s Name] has agreed to serve as the point of contact for my responsibilities during my absence.
I have accumulated [number] unused personal days this year and would like to utilize one for this occasion.
Thank you for your time and consideration of this request.
Respectfully yours,
[Your Name]
[Your Position]
[Employee ID if applicable]
[Department]
13. Day Off Request for Moving Day
Subject: Day Off Request for Relocation – [Date]
Dear [Manager’s Name],
I am writing to request a day off on [date] as I will be moving to a new residence on this day.
The moving company is scheduled for [time], and my presence is required throughout the day to facilitate the process. I have planned this move carefully to minimize disruption to my work schedule.
I will complete all pending tasks before my day off and will brief [Colleague’s Name] about any matters that might require attention in my absence.
Thank you for your understanding and support during this transition.
Kind regards,
[Your Name]
[Your Position]
[Contact Information]
14. Day Off Request for Child’s School Event
Subject: Day Off Request – Child’s School Event
Dear [Manager’s Name],
I would like to request a day off on [date] to attend an important event at my child’s school. The [type of event] is scheduled for [time], and my presence would mean a lot to my child.
I am submitting this request [number] weeks in advance to allow for adequate planning. All my current projects are on schedule, and I will ensure that any deadlines around this date are met beforehand.
[Colleague’s Name] has agreed to cover any urgent matters that may arise during my absence, and I will be available by phone if an emergency occurs.
Thank you for supporting work-life balance.
Sincerely,
[Your Name]
[Your Department]
[Contact Information]
15. Day Off Request to Handle Administrative Tasks
Subject: Request for Day Off – Administrative Matters
Dear [Manager’s Name],
I would like to request a day off on [date] to handle several administrative tasks that can only be done during regular business hours.
These matters include [brief mention of tasks if appropriate, e.g., “banking appointments and government office visits”]. Taking care of these responsibilities during a single day off will be more efficient than trying to handle them during lunch breaks over several weeks.
My current workload allows for this brief absence, and I will ensure all time-sensitive matters are addressed beforehand. [Colleague’s Name] will be acting as my backup during my time away.
Thank you for your consideration.
Best regards,
[Your Name]
[Your Position]
[Contact Information]
Wrap-up: Sample Letters for Time Off
Requesting time off doesn’t have to be stressful. A well-written letter shows respect for your workplace and helps your supervisor plan accordingly. The key points to always include are the specific date, reason for your absence, how your work will be handled, and contact information if needed.
Keep your request professional but authentic. Your manager will appreciate your thoughtfulness and planning. With these sample letters as a starting point, you can create a request that fits your specific situation perfectly.