Taking time off from work is essential for your physical and mental health. A good vacation helps you recharge, spend time with loved ones, and return to work with fresh energy and new ideas. But asking for time off can sometimes feel awkward or stressful, especially if you want to make sure your request gets approved.
Getting your vacation request approved often depends on how you ask. A well-written letter shows respect for company procedures and gives your manager the details they need to plan around your absence. The following samples will help you craft the perfect request that balances your needs with your workplace responsibilities.
Sample Letters of Request for Vacation Leave
Let’s look at 15 different ways to request vacation leave that will help you get the time off you need while maintaining good relationships with your employer.
1. Basic Vacation Request Letter
Subject: Request for Vacation Leave – June 15-22, 2025
Dear Mr. Thompson,
This letter is to request vacation leave from Monday, June 15, 2025, through Monday, June 22, 2025. I will return to the office on Tuesday, June 23, 2025.
I have checked the department calendar and confirmed that no critical deadlines fall during this period. I will complete the Johnson project before my departure and have asked Sarah Williams to handle any urgent matters in my absence. I will also prepare detailed notes for my team about ongoing projects.
Please let me know if you need additional information or if you would like to discuss arrangements for my time away.
Thank you for considering my request.
Sincerely,
James Anderson
Marketing Specialist
Extension: 4587
2. Vacation Request with Detailed Coverage Plan
Subject: Vacation Leave Request: August 3-14, 2025
Dear Ms. Garcia,
I would like to request vacation leave for 10 business days, from Monday, August 3, through Friday, August 14, 2025. I plan to return to the office on Monday, August 17.
To ensure smooth operations during my absence, I have prepared the following coverage plan:
• Daily client calls: Michael Chen has agreed to handle these
• Weekly reports: Will be completed and scheduled before my departure
• Ongoing project management: Emma Lewis will serve as the point person
• Emergency contacts: I will be checking email once daily while away
My team is fully briefed on all pending matters, and I will create detailed handover notes before I leave.
Thank you for your consideration. I look forward to your approval.
Best regards,
Jennifer Lopez
Customer Success Manager
Ext. 3392
jennifer.lopez@abccompany.com
3. Last-Minute Vacation Request
Subject: Urgent Vacation Leave Request: March 5-9, 2025
Dear Dr. Patel,
I hope this letter finds you well. I am writing to request emergency vacation leave from this Thursday, March 5, through Monday, March 9, 2025. I apologize for the short notice, but my sister just announced her wedding will take place this weekend in Colorado, and I very much wish to attend this important family event.
I understand this is unusual timing with the quarterly review approaching. If approved, I will:
• Complete my portion of the quarterly report by working extra hours today and tomorrow
• Brief Robert Johnson on my current cases
• Be available by phone for any urgent questions
• Return to work on Tuesday, March 10, ready to help with any backlog
I greatly appreciate your understanding and flexibility in this matter.
Respectfully,
David Kim
Legal Analyst
Room 405
dkim@legalfirm.com
4. Family Vacation Request Letter
Subject: Family Vacation Leave Request: July 10-24, 2025
Dear Mr. Wilson,
I would like to request vacation leave for two weeks from Friday, July 10, through Friday, July 24, 2025, returning to work on Monday, July 27. This time off would allow me to take my children on a family trip during their school summer break.
I have checked our department schedule and noted that this period falls between our major seasonal campaigns. To prepare for my absence:
• All pending client designs will be delivered by July 8
• My design team has agreed to split monitoring of ongoing projects
• Tyler Matthews will attend the weekly creative meetings in my place
• I will be reachable by email for any design approvals that cannot wait
Thank you for considering this request. My family and I would greatly value this time together.
Kind regards,
Rachel Green
Senior Graphic Designer
Ext. 2288
5. Vacation Request for Mental Health Break
Subject: Request for Vacation Leave: April 13-20, 2025
Dear Ms. Johnson,
I am writing to request one week of vacation leave from Monday, April 13, through Monday, April 20, 2025. I plan to return to work on Tuesday, April 21.
After our successful product launch and the extended hours our team has put in over the past few months, I hope to use this time to rest and recharge. A brief break would help me return with renewed focus and creativity for our upcoming projects.
During my absence:
• All my current assignments will be completed before departure
• Daniel Roberts has agreed to monitor our client inbox
• My team has been briefed on the status of all projects
• I will prepare comprehensive handover notes
Thank you for your consideration. I believe this short break will allow me to continue giving my best to the company.
Warm regards,
Michelle Rodriguez
Product Marketing Manager
Extension 5590
m.rodriguez@techcompany.com
6. Formal Vacation Request to Senior Management
Subject: Formal Request for Annual Leave: September 8-22, 2025
Dear Dr. Williams,
Please accept this formal request for two weeks of annual leave, from Monday, September 8, through Friday, September 22, 2025. I plan to return to my duties on Monday, September 25.
As the third quarter financial analysis will be completed by September 5, and the fourth quarter planning meeting is scheduled for September 27, this timeframe appears optimal based on our departmental calendar.
To facilitate a smooth transition:
• The Q3 report will be finalized and distributed prior to my departure
• Nathan Phillips will serve as acting Financial Director during my absence
• My executive assistant will maintain my calendar and redirect urgent matters
• I will be accessible via mobile phone for any critical decisions
I appreciate your consideration of this request and look forward to your response.
Respectfully yours,
Jonathan Hughes
Chief Financial Officer
Office: 555-123-4567
jhughes@corporatehq.com
7. Vacation Request During Busy Season
Subject: Vacation Leave Request During Q4: December 2-6, 2025
Dear Ms. Baker,
I would like to request 5 days of vacation leave from Monday, December 2, through Friday, December 6, 2025. I understand this falls during our busy holiday season, but I have a family wedding that was recently scheduled for this time.
To minimize disruption to our retail operations, I propose the following:
• I have already secured coverage for all my shifts with Alexandra and Thomas
• The holiday display setup will be completed before my departure
• I will work the weekend of November 30-December 1 to assist with the Black Friday aftermath
• Upon return, I am willing to work extended hours December 7-13 to support the team
Thank you for considering this request despite the challenging timing. I greatly appreciate your understanding.
Best regards,
Carlos Martinez
Senior Sales Associate
Employee ID: SM-22478
cmartinez@retailstore.com
8. Vacation Request with Remote Work Component
Subject: Hybrid Vacation/Remote Work Request: May 18-29, 2025
Dear Mr. Andrews,
I would like to request a special arrangement for the period of May 18-29, 2025. Specifically, I am requesting:
• Vacation leave: May 18-22 (5 business days)
• Remote work: May 25-29 (5 business days)
My family is planning a trip to visit relatives in Arizona, and this arrangement would allow me to extend my stay while still maintaining my work responsibilities during the second week.
For the remote work portion:
• I will have reliable internet access and a dedicated workspace
• I will maintain regular business hours (9am-5pm EST)
• I will be available for all scheduled meetings via video conference
• Daily progress reports will be sent to you and the team
Thank you for considering this flexible arrangement. I believe it balances my personal needs with my professional responsibilities.
Sincerely,
Sophia Lee
Data Analyst
Room 302
slee@datacompany.com
9. First-Time Vacation Request for New Employee
Subject: Vacation Leave Request for New Employee: July 7-11, 2025
Dear Mr. Reynolds,
As I approach my six-month anniversary with the company next month, I would like to request my first vacation leave for the week of July 7-11, 2025. I understand that as a new employee, timing and proper planning are especially important.
Since joining the customer service team, I have built strong relationships with our clients and learned all standard procedures. To ensure no service disruptions:
• My regular clients have been notified and will be temporarily reassigned
• All pending issues will be resolved or properly documented before my departure
• Jessica Morris has agreed to be the point of contact for my accounts
• I will create detailed notes on all ongoing matters
Thank you for considering my request. This short break would allow me to visit family I haven’t seen since starting this position.
Kind regards,
Brandon Taylor
Customer Service Representative
Extension: 4498
btaylor@servicecompany.com
10. Sabbatical or Extended Vacation Request
Subject: Request for Extended Leave: October 3 – November 14, 2025
Dear Ms. Williams and Mr. Chen,
I am writing to formally request an extended period of leave from October 3 through November 14, 2025 (six weeks total). This would combine my accumulated vacation days (15 days) with unpaid leave (15 days), as discussed in our policy handbook for employees with over 5 years of service.
The purpose of this extended break is to volunteer with Habitat for Humanity in Puerto Rico, helping rebuild homes affected by recent hurricanes. This experience aligns with our company values of community service and would enhance my leadership skills.
To prepare for this extended absence:
• I will complete the Anderson and Martinez projects by September 30
• Quarterly planning for Q4 will be finalized before departure
• My team will be restructured temporarily with Samantha taking lead
• A detailed transition document will be provided to all stakeholders
• I will be available for weekly check-in calls if needed
Thank you for considering this request. I believe this experience will allow me to return with new perspectives that will benefit our organization.
With appreciation,
Alexander Washington
Project Manager
Office: 555-987-6543
a.washington@projectfirm.com
11. Vacation Request for Professional Development
Subject: Leave Request for Professional Conference: June 8-12, 2025
Dear Dr. Singh,
I would like to request vacation leave from Monday, June 8, through Friday, June 12, 2025, to attend the International Medical Technology Conference in Toronto. While this is personal time off, the conference directly relates to our upcoming hospital technology upgrade.
During the conference, I will have the opportunity to:
• Learn about the latest advancements in medical record systems
• Network with experts in healthcare IT implementation
• Attend workshops on data security compliance
• Evaluate vendors we are considering for our project
I have coordinated with my team to ensure all critical tasks are covered. Nurse Jackson will serve as the interim department contact, and I will complete all pending reports before departure.
Thank you for considering this request that combines personal time off with professional growth.
Respectfully,
Elizabeth Chen
Healthcare IT Coordinator
Pager: 555-234-5678
echen@memorialhospital.org
12. Honeymoon Leave Request
Subject: Honeymoon Leave Request: May 15-29, 2025
Dear Mr. Peterson,
As you know, I am getting married on Saturday, May 10, 2025. I would like to request vacation leave for my honeymoon from Friday, May 15, through Friday, May 29, 2025, returning to the office on Monday, June 1.
I have been planning for this absence well ahead of time:
• All monthly financial reports will be completed early by May 8
• The mid-month payroll has been scheduled and verified
• Timothy Nielsen is fully trained on all critical processes
• Vendor payments have been scheduled through June 5
• I will prepare comprehensive documentation for any outstanding items
Thank you for your congratulations and support during this exciting time in my life. I appreciate your consideration of this special vacation request.
Warm regards,
Rebecca Goldstein
Accounting Specialist
Extension: 3321
r.goldstein@financialgroup.com
13. Split Vacation Request
Subject: Request for Split Vacation Periods: March & August 2025
Dear Ms. Donovan,
I would like to request approval for splitting my annual vacation into two separate periods:
Period 1: March 15-19, 2025 (5 business days)
Period 2: August 17-28, 2025 (10 business days)
This arrangement would allow me to attend a family reunion in March while saving most of my vacation time for a longer summer trip with my children during their school break.
For both absences, I will:
• Prepare detailed handover notes for the team
• Complete all pending assignments before departure
• Ensure client meetings are rescheduled around these dates
• Be available by phone for urgent matters
Thank you for considering this split vacation arrangement. This schedule allows me to fulfill both family obligations while minimizing disruption to our work schedule.
Kind regards,
Thomas Jenkins
Sales Manager
Mobile: 555-768-9012
tjenkins@salescompany.com
14. International Travel Vacation Request
Subject: Vacation Request for International Travel: November 5-23, 2025
Dear Ms. Blackwell,
I am writing to request vacation leave from Wednesday, November 5, through Sunday, November 23, 2025. I will return to work on Monday, November 24. This time off is for a long-planned trip to visit family in Australia, requiring significant travel time in both directions.
As this trip spans three weeks, I have taken several steps to minimize work disruption:
• All fourth quarter reports will be completed before departure
• Client presentations have been moved to late October
• Kevin and Stephanie will split coverage of my ongoing projects
• A comprehensive status document will be shared with the team
• Given the time difference, I will have limited availability for emergencies
I have saved my vacation days specifically for this important family visit. Thank you for considering this request.
Sincerely,
Natalie Wong
Research Analyst
Office: A-427
nwong@researchfirm.com
15. Vacation Request with Gradual Return Plan
Subject: Vacation Request with Transition Plan: February 3-17, 2025
Dear Mr. Jackson,
I would like to request vacation leave from Monday, February 3, through Monday, February 17, 2025. To ease the transition back into work, I propose the following schedule:
• Full vacation: February 3-14 (10 business days)
• Modified return: February 17 (half-day remote work)
• Full return: February 18 (regular schedule resumes)
This approach would allow me to address any urgent emails or issues that accumulated during my absence before returning to the office full-time.
Before my departure, I will:
• Complete all pending client proposals
• Update the team project tracker with current status
• Brief Amanda on all active accounts
• Set up an automated email response with appropriate contacts
Thank you for considering this request with the gradual return arrangement.
Best regards,
Marcus Johnson
Business Development Manager
Extension: 5511
mjohnson@growthcompany.com
Wrapping Up: Vacation Request Letters
Writing an effective vacation request letter makes a big difference in how your time-off request is received. A thoughtful letter shows professionalism and helps your manager plan for your absence. The key elements to include are clear dates, coverage plans, and assurance that your work will be handled properly while you’re away.
Before submitting your request, check your company’s vacation policy for any specific requirements or notice periods. Submit your letter with plenty of advance notice whenever possible, and be prepared to discuss alternative dates if your first choice doesn’t work with the team schedule.
Your vacation time is important for your wellbeing and productivity. Using these sample letters as a guide will help you craft a request that respects your workplace needs while securing that much-needed time off to rest and recharge.