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How to Write the Perfect Time Off Request: Dos & Don'ts

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Asking for time off can be nerve-wracking, but a thoughtful, professional time off request letter can go a long way towards getting your time off request approved based on your company's time off policy. Master the art of crafting the flawless time off request with our detailed advice. 

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Table of Contents

Key Dos & Don'ts for Approval

DO:

  • Check your time off policy. Make sure you understand your company's formal paid time off or unpaid time off guidelines for submitting a time off request email, letter, or form before drafting your request. This will help you make sure your time off request follows the proper protocol.
  • Be specific about dates. Clearly state the start and end dates of the time period you are requesting off. This reduces confusion and allows the time off request tracking system to record the correct days.
  • Explain why you need the time off. Whether it is a wedding, doctor's appointment, or just a mental break, provide the reason you are asking for the paid time off or unpaid time off. More context helps managers understand the importance as they evaluate the time off request approval process.
  • Suggest coverage options. If possible, include one or two ideas for colleagues who could cover critical work while you are gone. This shows you are thinking of the department's needs while you submit your time off request form or email.
  • Thank your manager. Expressing gratitude and appreciation can help leave a good last impression as your time off request goes through the approval process.

DON'T:

  • Demand time off. Make sure your time off request letter or email uses polite, formal language. Words like "expect" or "require" can sound demanding.
  • Submit last minute. Give as much advance notice as realistically possible and adhere to any rules governing time off request submission deadlines. Last-minute time off requests are much harder to accommodate.
  • Be vague. Clearly specify the exact days/times you need off, so there is no room for confusion.
  • Exaggerate reasons. While more detail can help, take care not to overstate or bend the truth. Dishonesty erodes trustworthiness.
  • Forget to follow up. After submitting the letter, follow up in person or by email to confirm your manager received the request.

Follow these simple dos and don'ts regarding best practices for drafting a thoughtful, professional time off request that follows company guidelines. Taking the effort to submit a clearly well-drafted time off request shows respect for your manager's time and makes approval more likely.