TIME-OFF REQUEST EMAIL TEMPLATES
By Ample — https://www.ampletime.ai/time-off-request-email/
Replace bracketed fields and follow your team’s required process.

Planned vacation request
Subject: Time-off request — [first date] through [last date]

Hi [manager],

I’d like to request time off from [first date] through [last date], returning on [return date]. That covers [number] scheduled working days.

Before I leave, I plan to complete [work]. I’ll coordinate cover for [responsibility] and share the handoff once the dates are approved.

Please let me know whether these dates work or if there are any conflicts we should discuss. I’ll also submit the request through [team’s required system].

Thank you,
[name]

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One day off
Subject: Day-off request — [date]

Hi [manager],

Could I take [date] off? I’ll be back on [return date]. I’ll complete [time-sensitive task] beforehand and coordinate cover for [responsibility] if the request is approved.

Please let me know if that works for the team.

Thanks,
[name]

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Part of a day off
Subject: Time-off request — [date], [start time] to [end time]

Hi [manager],

I’d like to request time off on [date] from [start time] to [end time] [time zone]. I expect to [return that afternoon / resume work on date].

[Work or meeting] falls in that window. My proposed plan is [reschedule / arrange cover], subject to approval and the covering teammate’s agreement.

Please let me know whether this works, and how I should record the hours in [team’s required system].

Thank you,
[name]

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Request with flexible dates
Subject: Vacation request — [preferred dates]

Hi [manager],

I’d like to take time off from [first date] through [last date], returning on [return date]. If that creates a coverage conflict, [alternative dates] would also work for me.

I’ll prepare [handoff or deliverable] and coordinate the covering responsibilities once we agree on dates.

Which option works better for the team? I’ll record the agreed request in [team’s required system].

Thanks,
[name]

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Follow up on a pending request
Subject: Follow-up: time-off request for [dates]

Hi [manager],

I’m following up on the time-off request I submitted on [submission date] for [first date] through [last date].

Could you let me know its status, or whether you need more information about coverage? If possible, a decision by [date] would help me finalize plans.

I understand the request is still pending until it is approved through our usual process.

Thank you,
[name]