Vacation Request Letter [Samples]

As an employee, you have the right to take some time off work for a vacation or handle personal matters. However, you are expected to inform your employer of such plans beforehand. You can do this by writing a formal vacation leave request letter. By sending this letter, you demonstrate an excellent work ethic and professionalism.

A well-drafted vacation leave request letter doesn’t just mention your leave request. It also informs the recipient of the exact dates you would be away from work. In some instances, you could use it to affirm that you have completed the work assigned to you.

In this article, we explore how to draft an effective and professional leave request letter.

Tips for Drafting a Vacation Leave Request Letter

Although you have a right to take a vacation, time spent off work can sometimes inconvenience the company. This is especially true if you are not strategic in making your request. Here are some helpful pointers to help you write an effective letter:

  • Study your company’s vacation policy – Time-off policies vary from one institution to the next. Research your company’s policy to determine how many paid or unpaid days you are entitled to. If the company doesn’t have a written policy, talk to your supervisor or manager.
  • Give advanced notice – Because this is not an emergency, you should be able to provide your employer with enough notice. This will allow your department to plan their affairs around your absence. Look for dates that provide as much advance time as possible.
  • Complete your workload – If you have projects assigned to you, you should plan to finish them before your vacation begins. It would be unprofessional to leave right in the middle of an assignment. The best rule of thumb is to schedule your time off around slow work seasons.
  • Request person first – Before drafting your letter, have a conversation with your manager or supervisor. Mention your intentions and try to determine if they have any preferred dates or big projects coming up.
  • Provide your contact information – This is especially important if you hold a sensitive position in the company. In your letter, include your email or phone number and mention that you are available if anything urgent comes up.

Vacancy Leave Request Letter Format


{Recipient Name/Job Title}

{Company Name}

{Company Address}

Subject: Request for {Duration} Vacation Leave

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

Please accept this letter as a formal request for {duration}’s leave from {date} to {date}. I am planning to {state purpose of vacation} and will be back to work on {date}.

My team leader has agreed to my leave request. Please find attached her letter saying so. I have also made plans with my team to ensure my absence will not inconvenience the department.

Should anything urgent come up, you can reach me at {phone number} or {email address}. Kindly let me know if my vacation leave request has been approved at your earliest convenience so that I can {state reasons}.

Thank you for your consideration.


{Your Name}

{Job Designation}

Sample Vacancy Leave Request Letter

8 August 2020

General Manager

ABC Communications

123 Main Street

HB, North Carolina 34567

Subject: Request for Two-Week Vacation

Dear Mr. Wayne,

I am writing to formally request a two-week vacation leave from 10 August 2020 to 24 August 2020. I plan to attend to some pressing family matters out of state and be back in the office on 24 August 2020.

As of the writing of this request letter, all the work assigned to me is completed. I have coordinated with my team to ensure my absence will not affect the department’s running.

If you have any questions or concerns, please contact me at (333) 123 7645 or [email protected] I will also be available in case of any emergency.

Please let me know if my request has been approved at your earliest convenience so that I can arrange my flight bookings.

Thank you for your time and consideration.


Wendy Malik

Senior Technician

Vacancy Leave Request Letter (Word Template)

File Format
  • MS Word


A vacation leave request letter is your opportunity to get the time off you need. You want it to be compelling and convincing. When writing, make sure to maintain a professional and courteous tone. Provide your employer with a leave timeline and a way to reach you if you are needed. Finally, be transparent, confident, and to the point. Use facts to back up your request, but don’t write, so you sound like you’re begging.

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