Time-off request email templates

Ask for the dates clearly and give your manager enough context to review them. Choose an example, replace the brackets and follow your team’s request process.

For planned time off. These examples do not replace a required form or your team’s process for unplanned absences. Copying a template sends no email.

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]

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]

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]

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]

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]

Before you send

• Replace every bracket: check dates, return time, names and the required request system.
• Check the day count: use the vacation days calculator for full scheduled days, excluding your non-working days and holidays.
• Be accurate about cover: call it proposed until the teammate has agreed. Link a handoff plan when it is ready.
• Keep the request focused: include the information needed to review the dates. You do not need to add a travel itinerary to these templates.
• Record the decision: wait for confirmation through the usual process before marking the leave approved.

What subject line should I use?

Use “Time-off request — [dates]” or “Day-off request — [date]”. Put the request and dates where the recipient can see them quickly. A follow-up should refer to the same dates so it is easy to connect with the original request.

How far ahead should I ask?

Follow your team’s notice requirements and raise known dates early enough to discuss deadlines and coverage. There is no single lead time that fits every team or absence. If a deadline matters to your plans, explain it without describing the request as already approved.

Email, request form or out-of-office reply?

The request email asks for time off. A time-off request form captures the request and decision in a consistent record. An out-of-office reply tells people when you are away after the plan is confirmed. Use the one required for the step you are taking.