Vacation Request Letter: (with Format & Samples)

When it comes time to submit a vacation request letter for some much-needed time off, it’s important that it be composed and formatted correctly. This is particularly important during certain times of the year, when others may want the same weeks off. A properly composed vacation request letter can improve your chances of getting the dates off you require.

To assist you in composing and formatting the perfect vacation request letter, we’ve included a short guide, as well as 16 vacation request letter samples to help you get started. Each sample letter is designed to assist you in your particular situation. For instance, if you are requesting time off for your kindergartner, you’ll be wording it in a slightly different manner than you would for your manager.

How to Compose Your Vacation Request Letter

Your goal is simple: To write a vacation request letter which states your intention, the dates you are requesting off, and any other relevant information requested by your supervisor. First and foremost, always follow the guidelines issued by your company when making a formal request for vacation time. This means you are to look up their leave of absence policies before hand. Here, you’ll find out important information, such as how many weeks in advance you need to inform your manager before you take your leave. Make certain that you submit your request letter well in advance of the dates you wish to have off.

Important Points to Remember

Whether you’re seeking your vacation time for a wedding, a family reunion or you plan on traveling the world, there are a few important points to include. These points can mean the difference between your vacation request being approved or not.
  • Don’t Surprise Your Boss: If your leave will involve the holidays or a wedding, you know of these dates well in advance, so don’t wait until the last moment to request time off.
  • Discuss the LOA before hand: No matter the reason for your leave of absence, or LOA request, it is proper business etiquette to speak directly to your manager ahead of time before you send the request letter. This does not need to be a formal meeting, just shoot off an email and ask for a convenient time to meet.
  • Be Honest: Under no circumstances should you fib to your manager regarding the reason for your much-needed vacation time. If you are looking to return to school for a semester, or travel abroad, be sure to mention how your time off can benefit the company, if possible.
  • What About the Workload? Inform your manager that you have everything taken care of. Depending on your companies’ policies, you may have to train a temp, or provide special instructions for your team. It may even help your cause if you create a document where you illustrate just what co-worker will handle which task while you are away.
  • Remain Available: Remaining available is another option open to you. By stating that your co-workers will have your contact information, and you’ll have some of the information on your laptop, that you’ll be able to help out remotely if an issue occurs.
  • Vacation Requests and the FMLA: Sometimes, you’ll be planning your vacation around an upcoming medical event, such as your child having their tonsils out. You’ll want to be home for them, so you consider asking for your LOA for that time. Such an event is considered medical and family leave, and under the Family and Medical Leave Act (FMLA), you are entitled by law to have up to 12 weeks of unpaid leave per year.If you intend on using this for your request, then know that according to the FMLA you must tell your employer about it 30 days in advance, and in writing. If the event was spontaneous, then the 30-day notice is waived.
  • Finishing Up: Once you’ve completed your vacation request letter, proofread and edit it carefully, correcting any and all errors. All information which is not relevant to your vacation letter should be edited out. Keep the letter concise, clean, clear and to the point. Next, make certain you make copies for your records, and for any other department that may request them, such as HR.

Elements of a Vacation Request Letter

This is considered a formal business document, so it must be formatted using the business block style. This means that all sections are left-justified, single-spaced with double-spacing in between sections. Below we have provided a basic review for a vacation letter request which will be presented via hardcopy:
  • Your Name and Contact Information: Your full name and contact information is very important, especially if your department is very large. Include your current home and mobile phone numbers, as well as business email.
  • Date: This is the current date the document was typed.
  • Recipient’s Name and Contact Information: This is the individual who has approval over your vacation time. Make certain you have the correct name and contact information.
  • Subject: This can be very simple, just type RE: Vacation Request, or Requesting Leave of Absence
  • Salutation: This is the greeting. The correct format is to use the name of the individual who is responsible for approving your request: Dear Mr. Matthews:
  • Body Text: Here you make your case for your vacation request. All paragraphs are single-spaced, with double-spaces in between paragraphs. In general, your vacation request letter will have this basic body structure:
  • First Paragraph: Here is where you make your formal vacation request. Include the start and end dates, as well as the reason for your vacation or leave of absence request.
  • Second Paragraph: Here is where you demonstrate that your work is delegated to other individuals, and that you’ll be available for any needs should they arise. If this is for a child, then state that you’ll be making certain they complete their homework assignments while on vacation.
  • Third Paragraph: Here is where you close it off. Kindly thank the individual responsible for granting you your request, for their time. Add your contact information if necessary.
  • Closing: Use only appropriate business closings, such as ‘Sincerely’, ‘Yours truly’, or ‘Best regards’.
  • Name and Signature: Here, you simply sign your name. Below the signature, print out your name. Include any enclosures.

Email Vacation Request Letters

If you are sending your request via email, your format changes slightly. You’ll not be required to include either your or your recipients contact information or date. You will be required to put vacation request letter in the subject line. You may also elect to include an electronic signature to make the email a bit more formal.

Vacation Request Letter Format

Before we take a look at our 16-vacation request letter samples, let’s take a brief glance at the basic structure of a correctly formatted, vacation request letter. Notice that it is brief, contains only information relevant to the vacation request, and includes the necessary elements listed above:

(Your Name)

(Your Address)

(Your Contact Information)

(Double-Spaced)

(Date)

(Double-Spaced)

(Manager’s Name)

(Company Name)

(Company Address)

(Double-Spaced)

(RE: Vacation Request Letter)

(Double-Spaced)

Dear (Manager Name:)

This letter is to make a formal request for vacation time due. As per our discussion, I plan on leaving (Start Date), and returning on (End Date).

I think you’ll find my project completion to be more than satisfactory. As such, I’ve delegated all further duties to my fellow team member, Richardson and Sanders. Both colleagues are more than capable of handling any issues which may come up. However, just in case, I will be available via mobile and email if necessary.

Thank you for your kind attention to the above matter. If you have any questions of concerns, you may contact me at (Contact Information) at your earliest convenience. I look forward to your reply.

Sincerely,

(Your Signature)

(Your Name)

enclosures, if any

Vacation Request Letter Samples

Vacation Request Letter for Kindergarten Student

(Your Name)

(Your Address)

(Your Contact Information)

(Double-Spaced)

(Date)

(Double-Spaced)

(Teacher’s Name)

(School Name)

(School Address)

(Double-Spaced)

(RE: Vacation Request Letter)

(Double-Spaced)

Dear (Teacher Name: )

(Double-Spaced)

I’m writing to request a leave of absence for my child, Janette Dyeson, starting on the 25th of September 2022 and tentatively lasting until the 16th of October 2022. I’m sure you’ve noticed the amount of sick days (Child’s Name) has accumulated. Upon a visit to our physician it was discovered that she needed her tonsils out. Her return will depend on the healing progress, of course.

Either my husband or I will be meeting with you to collect any assignments which need to be completed during her time out. We’ll work with her, ensuring that each assignment is completed per instruction.

Please feel free to contact us for any further information you’ll require, at 555-123-4789. We are including a copy of the physicians note and contact information.

Sincerely,

Parent’s Signature

Parent’s Name in Print

List of enclosures​​, if any

Vacation Request Letter for Wedding

(Your Name)

(Your Address)

(Your Contact Information)

(Double-Spaced)

(Date)

(Double-Spaced)

(Manager’s Name)

(Company Name)

(Company Address)

(Double-Spaced)

(RE: Vacation Request Letter)

(Double-Spaced)

Dear (Manager Name: )

(Double-Spaced)

This correspondence is in regard to the upcoming marriage of my best friend, Charity Griswald. The wedding will be a weekend affair, and held in Mount Carmel, California. I’m respectfully requesting to take the week of September 14th off. I plan on returning to my regularly scheduled work day on the 17th.

I’m performing as maid of honor. As a member of the wedding party, I’ll need to arrive earlier to attend Friday evening rehearsals. I’ve already made arrangements to have Adele handle my calls and relay any important messages to me if necessary.

I am enclosing the wedding itinerary, location and details for your information. Please contact me at 555-476-2384 at your earliest convenience if you have any questions or concerns. Thank you for your kind attention to the above matter.

Sincerely,

Employee’s Signature

Employee’s Name in Print

List of enclosures​​, if any

Vacation Request Letter for Brother/Sister’s Wedding

(Your Name)

(Your Address)

(Your Contact Information)

(Double-Spaced)

(Date)

(Double-Spaced)

(Manager’s Name)

(Company Name)

(Company Address)

(Double-Spaced)

(RE: Vacation Request Letter)

(Double-Spaced)

Dear (Manager Name: )

(Double-Spaced)

(RE: Vacation Request Letter for Brother’s Wedding)

Dear (Manager Name:)

I am writing to request a leave of absence. This LOA is in regard to a family wedding I will be attending in June. I’ll be requesting Friday, the 8th of October off to assist my brother and family with the celebration and intend to return to work on the 13th.

According to Ms. Gable in Human Resources, I’m eligible for 14 paid vacation days. I am enclosing a copy of the documents from HR outlining the time allotted to me. If you have any concerns regarding the current project, know that the work on project TN35 is in its final stages, and my team is more than competent to carry on during my absence.

I will be reachable at 555-687-2387 during this time in the event that my assistance with the project is required by my team. My team also has my contact information. Thank you so very much for your time. I look forward to your decision.

Best Regards,

Employee’s Signature

Employee’s Name in Print

List of enclosures​​

Vacation Request Letter for Daughter’s Wedding

(Your Name)

(Your Address)

(Your Contact Information)

(Double-Spaced)

(Date)

(Double-Spaced)

(Manager’s Name)

(Company Name)

(Company Address)

(Double-Spaced)

(RE: Vacation Request Letter)

(Double-Spaced)

Dear (Manager Name: )

(Double-Spaced)

I am writing this letter to inform you of the upcoming nuptials of my daughter Aleesha. As the wedding will be held in Bristol, England, I’ll be required to fly overseas. I am requesting my leave to begin December 15th and last until January 1st, 2023.

As far as my workload goes, I’ve contacted HR and they’ve no problem getting a temp in from Cromley Temps to get any work done. I am assured that the temp will arrive on the 14th, so I will have a day to instruct her in office procedures. During my requested leave, I will be easy to reach via mobile phone as well as email, in case there are any questions or concerns.

I assure you that my work will be up to date, and for the most part, completed before the leave. All clients and contacts will be informed, and my contact information passed onto them in case they have an issue with any account. Thank you for taking the time to consider my request.

Sincerely,

Employee’s Signature

Employee’s Name in Print

List of enclosures​​, if any

Vacation Request Letter for Boss

(Your Name)

(Your Address)

(Your Contact Information)

(Double-Spaced)

(Date)

(Double-Spaced)

(Manager’s Name)

(Company Name)

(Company Address)

(Double-Spaced)

(RE: Vacation Request Letter)

(Double-Spaced)

Dear (Manager Name: )

(Double-Spaced)

As you well know, I’ve been a devoted and diligent employee for over 10 years. I am writing this letter in reference to our discussion the previous week, where you stated that it would be a good idea if I took some much-needed time off after the Ocular Project was completed. Well, I’m happy to say that the project is, indeed ready for review. It’s at this time that I’d like to request my vacation time to begin August 15, 2022, and end August 31st, 2022.

As everything has been completed, this is the perfect time to rest and collect myself for the next project. I am confident that everything is in its place, and ready to go. I’ve left instructions with my team leader to contact me should the need arise.

Thank you for your encouragement during this time with regards to our project, it was very much appreciated. I’m sure you’ll be most pleased with the outcome. Thank you for considering this vacation request, and I look forward to your reply.

Sincerely,

Employee’s Signature

Employee’s Name in Print

List of enclosures​​

Vacation Request Letter for Engagement

(Your Name)

(Your Address)

(Your Contact Information)

(Double-Spaced)

(Date)

(Double-Spaced)

(Manager’s Name)

(Company Name)

(Company Address)

(Double-Spaced)

(RE: Vacation Request Letter)

(Double-Spaced)

Dear (Manager Name: )

(Double-Spaced)

This letter is in regard to my upcoming engagement to Chasen Bradley. We intend to take a tour of South America in order to celebrate our engagement, therefore I’m requesting the weeks of July 1, 2022 to July 14, 2022 as vacation days.

There should be no issue regarding my workload, as I’m informed that they will be getting a temp in to handle any filing or phone calls. I’ll be on call via mobile and business email in case I’m needed.

Thank you so much for considering this vacation request. It would mean so much to me if the request is granted.

Best regards,

Employee’s Signature

Employee’s Name in Print

List of enclosures​​

Vacation Request Letter for Nurses

(Your Name)

(Your Address)

(Your Contact Information)

(Double-Spaced)

(Date)

(Double-Spaced)

(Clinic Manager’sName)

(Manager’s Name)

(Clinic’s Address)

(Double-Spaced)

(RE: Vacation Request Letter)

(Double-Spaced)

Dear (Clinic Manager’s Name: )

(Double-Spaced)

I hereby request a leave of absence starting May 3, 2022 and ending May 15, 2022. This is in regard to attending the Nursing Expo in California. Once at the Expo, I’ll be taking down all the necessary information with regards to recruiting new nurses

As I’ve accrued 4 weeks of vacation time, I intend to merge business with pleasure, and spend some time speaking with fellow nurses at the expo. I believe this vacation time will be well spent, and of value to the clinic.

I’ve spoken with the 3rd floor nursing supervisor, and she sees no problem in being able to fill the days and shifts. Rest assured that my work will not be affected in any way. Thank you for your time.

Sincerely,

Employee’s Signature

Employee’s Name in Print

List of enclosures​​

Vacation Request Letter for New Year/Christmas Holidays

(Your Name)

(Your Address)

(Your Contact Information)

(Double-Spaced)

(Date)

(Double-Spaced)

(Manager’s Name)

(Company Name)

(Company Address)

(Double-Spaced)

(RE: Vacation Request Letter)

(Double-Spaced)

Dear (Manager Name: )

(Double-Spaced)

This letter is in regards to my request for a leave of absence for the Christmas Holidays this year.. Since I’d like to plan to visit family during this time, I am requesting to have the Christmas week of December 15, 2022 to January 2nd, 2023.

According to Mr. Spencer from HR, I’ve accrued 4 weeks of vacation time. Mr. Spencer would appreciate it if I could take some of that time before the new year, 2019. I am enclosing the HR documents, along with his request that I be granted this time off. As this is the end of the year, most of the projects have been cleaned up and made ready for the holiday season, so my involvement is not mandatory.

Of course, I’ll make myself available to my team in case an issue arises. They will be able to reach me via mobile as well as by business email. I also intend to travel with my laptop, so I’ll always have the necessary specs with me if needed. Thank you so much for your time, and I look forward to a favorable response.

Sincerely,

Employee’s Signature

Employee’s Name in Print

List of enclosures​​

Vacation Request Letter for My Son

(Your Name)

(Your Address)

(Your Contact Information)

(Double-Spaced)

(Date)

(Double-Spaced)

(Teachers Name)

(School Name)

(School Address)

(Double-Spaced)

(RE: Vacation Request Letter)

(Double-Spaced)

Dear (Teachers Name: )

(Double-Spaced)

My husband and I are writing this letter to request that our son, Jameson Henry, III, be let out of class from December 1, 2022 to January 2, 2023. The reason for our request regards our planned vacation to Disneyland before his scheduled chemotherapy begins. As you know, his younger brother, Philip, has been diagnosed with cancer, so we are taking this opportunity to provide him with some much-needed entertainment time before he must start these difficult treatments.

We intend to be diligent in having Jameson complete any and all required homework assignments during this time, if required. Either my husband or I will be meeting with you to obtain any assignments and instructions.

Needless to say, this is not an easy time for our family, and this will give both brothers time to bond, and connect before treatments begin. Thank you for your kind understanding to the above matter, it is appreciated.

Sincerely,

Employee’s Signature

Employee’s Name in Print

List of enclosures​​

Vacation Request Letter to Travel Abroad

(Your Name)

(Your Address)

(Your Contact Information)

(Double-Spaced)

(Date)

(Double-Spaced)

(Manager’s Name)

(Company Name)

(Company Address)

(Double-Spaced)

(RE: Vacation Request Letter)

(Double-Spaced)

Dear (Manager Name: )

(Double-Spaced)

With all due respect, I am writing this letter to request a leave of absence in order to travel abroad from June 1, 2022 to September 20, 2022. My wife and I intend to travel to Europe, to engage in archaeological studies, collecting valuable data for our future projects with the University

According to HR, I have more than enough vacation time acquired. I’m enclosing the documents from HR which confirm this. We will be spending much of our time conferring with experts in our field at various institutions across Europe. Thank you for your kind attention to the above matter.

My colleagues are well aware of my request and have agreed to be of service should you require any immediate assistance with the department. We believe that this sabbatical will benefit our sciences department greatly. I have included an itinerary which lists the meetings, conferences, lectures and sites I shall be visiting during my stay.

Of course, I’ll be available whenever I’m needed via phone or email. I’m enclosing a list of instructions I’ve left with the Department Head, Professor Dickinson. This should satisfy any inquiries as to whether my work requires any further attentions. I am grateful for this opportunity to attend this sabbatical, I also look forward to sharing all knowledge with the Department, as well as make some valuable, much needed overseas contacts.

Sincerely,

Employee’s Signature

Employee’s Name in Print

List of enclosures​​

Vacation Request Letter for Vacation Leave Approval

(Your Name)

(Your Address)

(Your Contact Information)

(Double-Spaced)

(Date)

(Double-Spaced)

(Manager’s Name)

(Company Name)

(Company Address)

(Double-Spaced)

(RE: Vacation Request Letter)

(Double-Spaced)

Dear (Manager Name:)

(Double-Spaced)

I am seeking approval for a leave of absence starting November 1, 2022 and ending November 14, 2022. I’ve built up more than enough weeks in vacation time, according to HR.

Know that all of my projects are current and up to date. I’ve sent copies of all required correspondence to each of my clients as well. If anything should occur during my absence, my co-workers are well informed and will be able to handle anything that arises.

Thank you for taking the time to consider my vacation request. I look forward to hearing your reply.

Best regards,

Employee’s Signature

Employee’s Name in Print

List of enclosures​​

Vacation Request Letter for Vacation Leave

(Your Name)

(Your Address)

(Your Contact Information)

(Double-Spaced)

(Date)

(Double-Spaced)

(Manager’s Name)

(Company Name)

(Company Address)

(Double-Spaced)

(RE: Vacation Request Letter)

(Double-Spaced)

Dear (Manager Name: )

(Double-Spaced)

As we discussed during the meeting yesterday, I am putting forth my formal request for vacation time starting January 15, 2023 and ending February 1, 2023. According to Mr. Jordan in HR, I’ve accrued 3 weeks’ vacation time. He’d prefer I take this time ASAP, so it does not roll over into the next year.

I’ve enclosed the formal request I’ve made to Human Resources as per company policies. As you can see, the request to HR was made one month in advance. As for the workload, my staff is more than capable of handling anything that may arise.

If you have any questions, please feel free to contact me at your earliest convenience. Thank you for your consideration of my vacation request.

Yours truly,

Employee’s Signature

Employee’s Name in Print

List of enclosures​​

Vacation Request Letter to Employer

(Your Name)

(Your Address)

(Your Contact Information)

(Double-Spaced)

(Date)

(Double-Spaced)

(Manager’s Name)

(Company Name)

(Company Address)

(Double-Spaced)

(RE: Vacation Request Letter)

(Double-Spaced)

Dear (Manager Name: )

(Double-Spaced)

This letter concerns my vacation request. I’ve placed a formal request into HR for the weeks of August 1, 2022 to August 14, 2022. This is a very exciting time for my husband and I, as we are celebrating our 15th wedding anniversary. My husband and I intend on traveling to the Bahamas for our anniversary.

I’ve already checked in with and notified HR of my impending vacation. In keeping with our company’s policies, I am applying 4 weeks in advance. Roger from HR states that he’ll be able to hire a temp to take over reception duties until I return.

Thank you for considering my request for vacation time. Of course, I’ll be available by mobile if anything should occur. As reception duties are rather straightforward, I don’t see that as a future issue.

Sincerely,

Employee’s Signature

Employee’s Name in Print

List of enclosures​​

Vacation Request Letter for Holiday Leave

(Your Name)

(Your Address)

(Your Contact Information)

(Double-Spaced)

(Date)

(Double-Spaced)

(Manager’s Name)

(Company Name)

(Company Address)

(Double-Spaced)

(RE: Vacation Request Letter)

(Double-Spaced)

Dear (Manager Name: )

(Double-Spaced)

This letter is in regard to our meeting yesterday concerning the upcoming holidays. As per company policy, I’m requesting my leave in advance for the Christmas and New Year’s holidays. My wife and I plan on spending time with her parents in Sarasota, Florida.

I’ve spoken with Jason, and he equivocally states that we are up to date on all milestones concerning the project, so this would be a good time to take a much-needed leave. He has all of my contact information, should anything arise.

I’m grateful for the opportunity to work for this company. The project is up to date and is currently in good hands with Jason and his team. I look forward to your decision. Thank you.

Sincerely,

Employee’s Signature

Employee’s Name in Print

List of enclosures​​

Vacation Request Letter for Family Reunion

(Your Name)

(Your Address)

(Your Contact Information)

(Double-Spaced)

(Date)

(Double-Spaced)

(Manager’s Name)

(Company Name)

(Company Address)

(Double-Spaced)

(RE: Vacation Request Letter)

(Double-Spaced)

Dear (Manager Name: )

(Double-Spaced)

I am writing a letter to request some time off in the upcoming months. My family is planning a family reunion for the summer, and it will be held in Miami, Florida starting June 1, 2022. I should be back on the floor, ready to work on June 14, 2022

I assure you that my current workload is up to date. I will also be available 24/7 to receive any calls from my team in case something unexpected arises. The way things are, I do not anticipate any problems either way. Just to be sure, I plan on taking my laptop along with me, as it contains all the necessary information in spreadsheet form.

Thank you so much for considering this request for some time off. This family reunion is one that is held only once every 5 years, and many of the elders are getting on in years, so this may be their last family reunion, so we want to make it a memorable one. If you have any questions or concerns, please contact me at your earliest convenience.

Sincerely,

Employee’s Signature

Employee’s Name in Print

List of enclosures​​

Vacation Request Letter for Vacation Salary

(Your Name)

(Your Address)

(Your Contact Information)

(Double-Spaced)

(Date)

(Double-Spaced)

(Manager’s Name)

(Company Name)

(Company Address)

(Double-Spaced)

(RE: Vacation Request Letter)

(Double-Spaced)

Dear (Manager Name: )

(Double-Spaced)

This letter is in regard to the vacation salary which has not yet been credited to me. I took my approved vacation on the days requested: January 2, 2019 to January 14, 2019. I was told this would be a paid leave, but my salary for those 2 weeks did not appear on my check.

I am going to HR to make copies of the relevant paperwork for vacation time, as well as accounting. I am requesting if you may kindly look into the above matter, as this salary would assist in taking care of vacation and holiday expenses.

Thank you for taking the time to engage this situation. I look forward to it being resolved at the earliest opportunity. If you have any questions or concerns, you may contact me at 555-555-2345. I am enclosing the documentation from HR as well as accounting for your appraisal.

Sincerely,

Employee’s Signature

Employee’s Name in Print

List of enclosures​​

More Vacation Request Letter

Related Posts