How to Request Time Off Work

Requesting time off should be straightforward — and for many people it is. The professional move is to request it clearly, give reasonable notice, and show that you've thought about the handover. These templates help you do exactly that.

Original Message

I want to take some time off, can I have some days off please?

Professional Version

Hi [Manager's Name],

I'd like to request [X days] of annual leave from [start date] to [end date], returning on [return date].

I've reviewed the team calendar and there are no major deliverables or meetings during this period that would be affected. In advance of my leave, I'll ensure [handover task 1] and [handover task 2] are up to date, and I'll flag any open items to [colleague] who has agreed to cover if needed.

Please let me know if this works, or if there's a period that would work better.

Thank you,
[Your Name]

Polite Version

Hi [Manager's Name],

Hope you're well! I'd like to put in a leave request for [dates] — [X days] in total.

I've had a look at what's coming up and I don't think it should affect anything, but happy to make sure everything is covered before I go.

Thanks so much,
[Your Name]

Firm Version

Hi [Manager's Name],

I am requesting annual leave from [date] to [date], returning [date]. [X days] total.

I will complete all outstanding work beforehand and ensure appropriate handover.

Please confirm approval.

Regards,
[Your Name]

When to Use This Template

  • When making a planned annual leave or vacation request
  • When you want to give your manager enough notice to plan around your absence
  • When requesting time off during a busy period and want to show you've thought about coverage
  • When you want a written record of your leave request and its approval

Common Mistakes to Avoid

Asking with too little notice for a significant period of leave: A week's notice for a two-week holiday creates planning problems. Give at least 2-4 weeks' notice.
Not mentioning handover or coverage: Addressing this proactively shows responsibility and makes approval easier.
Asking as if you expect the answer to be no: Annual leave is an entitlement. A clear, professional request is appropriate.

Frequently Asked Questions

How far in advance should I request time off?

For 1-2 days: a week's notice. For a week: 2-4 weeks. For longer: 4-8 weeks minimum.

What if my leave request is denied?

Ask for the reason — it may be a specific deadline or event that can be worked around.