Need time off? You’ll likely need to write a vacation request letter. This letter formally asks your company for vacation time. It’s common when requesting more than a day or two off.
Writing a request letter can feel daunting. Where do you even start? What should you include?
Don’t worry, we’ve got you covered! We’ll share templates and samples to make it easy. You’ll be relaxing on vacation in no time.
Sample Letter To Your Company Applying For Vacation
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Manager’s Name]
[Manager’s Title]
[Company Name]
[Company Address]
Subject: Vacation Request
Dear [Manager’s Name],
I am writing to formally request a vacation from [Start Date] to [End Date], totaling [Number] days.
I have already completed [mention any tasks you finished] and will ensure [mention handover plans or task delegation] before my leave. [Colleague’s Name] will be available to cover my responsibilities during my absence.
I can be reached via email at [Your Email Address] if absolutely necessary.
Thank you for considering my request.
Sincerely,
[Your Name]
How to Write Letter To Your Company Applying For Vacation
Subject Line: Brevity is Key
- Craft a subject line that’s succinct and to the point. Think “Vacation Request – [Your Name]” or “Request for Leave of Absence – [Dates]”.
- Avoid ambiguity. Your manager should immediately understand the purpose of the email.
- Consider adding your employee ID, if it’s commonplace in your workplace.
Salutation: Addressing Authority
- Begin with a formal salutation such as “Dear Mr./Ms./Dr. [Last Name]”.
- If you have a more convivial relationship with your manager, “Dear [First Name]” might suffice, but err on the side of formality unless otherwise sanctioned.
- Ensure correct spelling. A misspelled name is an inauspicious start.
Body Paragraph 1: The Reason for Your Reprieve
- Clearly state your intention to take a vacation. For instance, “I am writing to formally request a vacation.”
- Specify the exact dates you’ll be away, including the start and end dates. Clarity obviates confusion.
- Mention the duration of your absence. For example, “for a period of two weeks”.
Body Paragraph 2: Contingency Planning
- Briefly outline how your responsibilities will be managed during your absence. Will colleagues be covering your duties? Will you complete tasks beforehand?
- Provide contact information for a colleague who will be handling urgent matters. This demonstrates foresight.
- Express your willingness to prepare adequately for your absence to minimize disruption.
Body Paragraph 3: Gratitude and Reassurance
- Express your appreciation for their consideration of your request. A simple “Thank you for your time and consideration” is adequate.
- Reiterate your commitment to ensuring a seamless workflow prior to your departure.
- Reassure your manager that you will be available via email for crucial contingencies, if appropriate.
Closing: Formal Farewells
- Use a professional closing such as “Sincerely,” or “Respectfully,”.
- Avoid overly casual closings like “Cheers” or “Best”.
- Follow the closing with your full name.
Postscript: Proofread with Precision
- Before dispatching your letter, meticulously proofread it for grammatical errors, typos, and clarity.
- Ensure the tone is professional and respectful throughout.
- Consider asking a colleague to review your letter for a fresh perspective. A second pair of eyes can catch oversights you might have missed.
Frequently Asked Questions: Vacation Request Letters
This section addresses common queries regarding the process of writing a formal vacation request letter to your company. It offers guidance on structuring your letter and ensuring clarity in your communication.
What information should I include in my vacation request letter?
Your letter should clearly state your name, department, the dates of your requested vacation, the total number of vacation days you are requesting, and a brief statement about your readiness to ensure your responsibilities are covered during your absence.
How far in advance should I submit my vacation request?
It is generally recommended to submit your vacation request as far in advance as possible. Adhering to company policy is important, but typically, providing at least two weeks’ notice is advisable, and even more for extended periods or during peak times.
To whom should I address my vacation request letter?
Address your letter to your direct supervisor or manager. If unsure, consult your company’s policy or HR department for clarification on the appropriate recipient.
What if my vacation request is denied?
If your request is denied, respectfully ask for the reason and seek clarification on when you might be able to take vacation in the future. Consider alternative dates and be prepared to discuss how you can better accommodate the company’s needs.
Is it necessary to include contact information in my vacation request letter?
Yes, it is advisable to include your contact information, specifically your email address and phone number, so that you can be reached in case of emergencies or if further clarification is needed, even during your vacation.