Annual Vacation Request Letter (Format & Example)

Every employee is entitled to annual leave. This is a period in the work year when you can use the paid leaves you have accrued over time. It is different from ordinary leaves as it mentions the aspect of the annual leave entitlement. Besides taking a vacation, you can use it to care for sick loved ones, handle personal matters, or spend time with friends and family.

When planning to take time off work, it is considered a professional courtesy to inform your employer. You can do this through a formal annual leave request letter. The letter should detail the dates of absence, your reasons for going on leave, and other relevant information concerning your duties. In this article, we look at how to draft an effective request letter for annual leave.

Writing Guidelines for an Annual Vacation Request Letter

A well-drafted annual leave request letter will be well received by your employer. Although you are guaranteed an annual leave in your employment contract, it is courteous to avoid inconveniencing your department head and team members. Here are some pointers to help you draft your letter properly:

  • State the aim of your letter in the introductory paragraph. This should help the reader understand your request from the word goes.
  • Keep your letter short and precise. Avoid any unnecessary and long narrations, such as what you plan to do during your leave.
  • Mention if any immediate supervisors have already approved your request. If they have, include their respective letters indicating so.
  • Mention whether you have completed the tasks assigned to you. You can also provide the name of the colleague that will take over your responsibilities in your absence.
  • Time your request during the slow season at the company or after completing all your tasks.
  • Mention the details of current projects and convince the reader that your absence will not be detrimental to them.
  • Provide an exact timeline for your annual leave. Give the exact date you plan to leave and go back to work.
  • Provide your contact information and express your willingness to help handle any emergencies that may arise in your absence.
  • Write your letter several weeks before your planned leave.
  • Research your company’s annual leave policy and file your request in line with it.
  • Use professional language and a business format.
  • Mention the aspect of your entitlement to annual leave as provided in your employment contract

Annual Leave Request Letter (Format)


{Recipient’s Name/Job Title}

{Company Name}

{Company Address}

{City, State, Zip Code}

Re: Request for Annual Leave

Dear {Mr./Mrs./Ms. Last Name},

This letter is in reference to the {year} annual leave that I am entitled to. I wish to propose the {start date} to {return date} duration for your approval. As of the writing of this letter, I have completed all duties assigned to me.

I have also discussed my plans with the {department name} and come up with a plan that allows the least inconvenience. I should be able to resume work on {date}.

Should anything come up before then, you can contact me on {contact information}. I look forward to hearing from you at your earliest convenience.

I appreciate your consideration.


{Your Name}

{Job Title}

Sample Annual Leave Request Letter

11 August 2020

Jessica Montana

Human Resource Manager

Influx Textiles

Celina, Texas 23456

Re: Annual Leave Request

Dear Ms. Montana,

Please accept this letter as a formal annual request. As provided in my employment contract, I am due for my annual leave entitlement. I, therefore, submit the dates 23 August 2020 to 23 September for your approval.

I am currently working on clearing my workload and plan to be done before I leave. I have also coordinated with my department manager to reassign some of my duties to a willing colleague.

In the event of an emergency, I can be reached at 555 1234 345 or I will appreciate a reply at your earliest convenience.

Thank you for your time and consideration.


Alex Dallas

Production Assistant

Annual Leave Request Letter (Word Template)

File Format
  • MS Word


An annual leave request letter is a formal letter addressed to your human resource manager. This means that it should be written in a business format and polite, professional language. It should also contain all the relevant information your manager requires to process your request. Always try to schedule your leave request during the slow season or after you have cleared your workload. If you hold a sensitive position in the company, provide your contact information in case of emergencies.

Finally, give a timeline for how long you plan to be away from work and the exact date of your return.

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