It can be challenging to know how to ask for time off due to the competitive nature of business today. However, there are various reasons you may need time off.
If you learn how to ask in the correct way, your request won’t have any negative effect.
Any reasonable employer will give you time off and if you want to know how to ask, the following email scripts will help.
What to know before you start
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01Know your company’s guidelines, such as the appropriate time frame within which to make your request.
02Know who you need to email, such as your department head or the human resources department.
03Be specific about when you require time off and include the exact month and day or days of the week.
04To avoid disruption to the workflow in the office while you’re gone, make plans with colleagues to handle your responsibilities.
05It is important to keep a copy of your email requesting time off, whether it’s for a vacation, bereavement, medical leave or family time.
06In the U.S.A., employers do not have to provide paid or unpaid time off except for family or medical leave. When your employer grants your request, it is appropriate to say thank you.
How to ask for time off before you get on board
If you have been offered a job and you already have travel plans, you can bring up the matter in the negotiation phase.
01Email script
A little tact and forethought can help you get the time you need. Here is an email script example of how to ask for time off before you get on board.
Dear (manager’s name)
I am truly grateful for your job offer and I look forward to working for your company. However, I have a request to make before I start.
I have been planning a family vacation for more than a year and have already bought the plane tickets to travel to (location name). I cannot get a refund for them and I would like to ask if it’s possible for me to take time off for the week from (date) to (date).
Of course, I will take this as unpaid leave. Please let me know if this will work for you.
Thank you for understanding and for considering my request.
Photo by Sora Shimazaki under pexels license
02Email script
Dear (name)
I am very excited about the job offer for which I would like to express my thanks. However, I am in a slight predicament due to plans I made some time ago.
I have already booked accommodation for a cycling event I would like to attend in mid-August and have paid a deposit which is non-refundable. Would taking time off from (date) to (date) be a problem?
As I haven’t earned any vacation days, I expect to take this time off as unpaid leave.
I appreciate your consideration of my request.
03Email script
Dear (name)
Your job offer comes as a welcome surprise. I would love to accept the offer but there is a situation I need to address.
I have already made a commitment to a friend to be the best man at his wedding. I would like to know if I would be able to take three days, from (date) to (date) to attend the wedding. This includes traveling time to and from the wedding, which is to be held at (venue and location).
I know this is an unusual request to make at this time but I do not want to let my friend down. He has been planning his wedding for months and it is very important to him that I attend.
Thank you in advance for your understanding.
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How to ask for time off for mental health reasons
Employees may need time off to address mental health issues, such as stress or depression. This may be for a day’s mental health leave or it may be for much longer if the problem is more serious.
If you’re wondering how to ask for time off when your mental health is suffering, you can use the following scripts.
04Email script
Dear (name)
Since I became involved in the current project, I have been working very long hours and I feel that I’ve reached the point where I am not being as productive as I could be.
I would like to request a day off on (date) so that I can recharge and come back refreshed and ready to tackle the project with enthusiasm again.
I have already delegated work to my assistant for the day. My clients know they can reach out to (name of colleague) if they have any urgent queries.
Please contact me if you need any further information. Thank you for your understanding.
Photo by Sebastian Herrmann on Unsplash
05Email script
Dear (name),
I would like to request a leave of absence from (date) to (date).
My stress levels are too high and my doctor has warned me that this could have serious health consequences for me. He has suggested I take a few days off work to de-stress and try to lower my blood pressure.
I have attached my doctor’s recommendation to the email. He said you are welcome to contact him if you have any queries.
I will be reachable by email for any urgent matters and have given instructions to colleagues who are willing to handle my responsibilities while I am away.
Here is a script that will work if you want to know how to ask for time off for a lengthier period due to a more serious mental health issue.
Dear (name)
As you are aware, I have had problems with depression on and off for some years now. I am so grateful for your understanding and support as it has helped me to continue working productively.
Unfortunately, my current antidepressants are no longer effective. My psychiatrist has advised that I need to take (weeks) off work for observation and to adjust my medication. I am attaching his recommendation to this email.
As my absence will be a fairly lengthy one, I am giving you enough notice so you are able to find a temporary replacement for me.
I will make sure all is in order before I leave and that my replacement knows what is required. I have advised my clients that (name of colleague) will be happy to help them.
I will keep you advised of my progress and when I will be returning.
Thank you for considering my request.
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How to ask for time off in event of a death
If a close family member or friend passes away, you will need to know how to ask for time off. Here are examples of emails for bereavement leave.
07Email script
Dear (name),
I am writing to inform you that my (family member) passed away unexpectedly on (date) of a heart attack.
I would like to request three days of paid leave and three days of unpaid leave from (date) to (date) due to the circumstances. I will need to go to my hometown to be with my family and attend the memorial service.
I will still be available by phone for any urgent matters. I have spoken to (name of colleague), who is happy to stand in for me while I’m away.
I appreciate your understanding.
Photo by joaph under Pixabay License
08Email script
Dear (name)
I would like to request time off work for three days- from (date) to (date)- due to the death of a close friend. He/She was involved in a serious car accident, and after being in the ICU for three days, he/she passed away on (date). I need to be with his family during this time.
His funeral will at held at (location) on (date) and I would like to fly out tomorrow to attend.
I have informed my clients that they will be looked after while I am away as I have asked (colleague’s name) to keep in contact with them and attend to their needs.
I will be available to answer any urgent phone calls.
Thank you for your consideration.
How to ask for time off for medical leave
Sick leave usually consists of a couple of days where employees need to stay at home to address their health issues.
If you’re wondering how to ask for time off when you’re sick, you can use the following script.
09Email script
Dear (name)
As you know, I called in sick yesterday as I wasn’t feeling well. I visited the doctor and he gave me antibiotics. He said that I got [the health issue] and that I need to take a further three days off work to recover fully.
I have attached the doctor’s letter to this email. I apologize for any inconvenience my absence causes.
I have spoken to (name), who will take over my duties while I’m away. I will still check my emails and respond to any urgent matters.
Please contact me if you have any concerns or questions.
Thank you for your understanding.
Photo by Andrea Piacquadio under pexels license
10Email script
On certain occasions, employees may need to take a longer period of leave for medical reasons.
Here is a script that would work if you want to know how to ask for time off for a lengthier period.
Dear (name)
As you are aware, I have been having back problems for some time and as other treatment has been unsuccessful, I have now been advised that I need surgery.
My surgery will take place on (date) and I will need a (number of days) recovery period.
I am attaching the request form filled out by my doctor that I received from HR. As my absence will be a lengthy one, I am giving you enough notice so you are able to find a temporary replacement.
I will make sure all is in order before I leave and that my replacement knows what is required. I have advised my clients that (name of colleague) will be happy to help them.
My anticipated return will be on (date) unless there are any setbacks. I will keep you advised of my progress and hopefully, I may even be able to return to work before this date.
A request for days off for a family emergency may be necessary for many different reasons. If you want to know how to ask for time off for a family emergency, the following script is appropriate.
11Email script
Dear (name)
I would like to request time off work on (dates) due to a family emergency. My father had a serious [e.g. heart attack] and is currently in hospital in the ICU. I need to be with my mother and the rest of the family during this time.
I am tentatively planning to return on (date). I will be in regular communication about my return and whether I think this date will change for any reason.
I have informed my clients that they will be looked after while I am away as I have asked (colleague’s name) to look after them while I’m gone.
Photo by espartgraphic under Pixabay License
Conclusion
Many employees do not know how to ask for time off in such a way that the request is guaranteed to be successful.
Hopefully, some of the above email scripts offer a better understanding of what’s required and how to write a successful email.
