This post is all about how to write a simple vacation request email.
Writing a simple vacation request email can feel overwhelming. You want to sound direct and assertive so your employer takes you seriously. But you also need to seem polite and respectful, since honey goes further than vinegar.
Finding the right balance can be tricky, but we’ve got your back. In this post, we’ll teach you how to a write a vacation request email to make sure you get time off. And in Ungrind Culture fashion, we’ll include some of our favorite tips for scoring paid time off (“PTO”) while resisting grind culture.
TABLE OF CONTENTS
Why It’s More Than Just a Simple Vacation Request Email
Example Vacation Request Email
WHY IT’S MORE THAN JUST A SIMPLE VACATION REQUEST EMAIL
Writing a simple vacation request email can feel high-stakes. And in many ways, it’s more than just a procedural hoop between you and your precious PTO.
If you do it right, your vacation request email can show that you’re committed to your job AND to setting boundaries that protect your wellbeing
On one hand, grind culture rules most workplaces, so even taking a break can feel like an act of resistance. A recent study found that only 49% of Americans normally take all the vacation time their employers offer. Many workers worry about falling behind in their assignments or making their co-workers have to cover for them. And one-in-ten employees say their boss discourages them from taking time off.
[RELATED POST: What Is Grind Culture? | 5 Surprising Reasons You’re Burnt Out]
Even when you’re determined to take vacation time, you might not feel confident about actually asking for approval. Certain workplace norms make us feel like like our bosses hold all the power in the employment relationship. So we’re conditioned to stay silent about things we want and need at work, including our well-deserved time off.
Most people also struggle to find the right words to use once they finally work up the nerve to actually write the email. Any time you communicate with your boss, you have an opportunity to strengthen your “professional brand” and set expectations about how you operate at work. If you do it right, your vacation request email can show that you’re committed to your job AND to setting boundaries that protect your wellbeing. But don’t worry—this post will teach you how.
HOW TO WRITE THE EMAIL
There are lots of tips for writing a simple vacation request email that will get your boss to approve your PTO. We’ve included the main ones below. But we’ve also included our secrets for using this opportunity to train your manager to respect your workplace boundaries. Overall, you want to use a direct, respectful tone to tell your boss you plan to take uninterrupted time off. To do that, follow these four rules:
1. Use neutral, respectful language.
If your tone is too formal or you sound like you’re sucking up, it might seem like you’re trying to convince your manager to do you a favor. In reality, you have a right to use your hard-earned PTO when you want or need to. So there’s no need to beg. Instead of groveling or demanding, try using neutral, respectful language.
2. Tell. Don’t ask.
If you’re committed to your mental health, you HAVE to take breaks. Grinding yourself to the point of burnout is not an option. So when you write your vacation request email, you shouldn’t actually ask to take PTO. You should tell your boss you plan to take time off. Just be sure to offer to make sure your vacation causes as little disruption as possible. This approach communicates that you’re a considerate colleague, but you’re also serious about enforcing your work-life boundaries.
3. Don’t include your vacation plans.
You shouldn’t have to justify how you use your PTO. But depending on your workplace culture, your colleagues might expect you to check email or answer phone calls if they find out you’re taking a staycation instead of traveling overseas. That’s why you’re better off keeping the details about your leave to yourself. You should only tell your boss when you’ll be out and what day you’ll return.
4. Include your plan for making up work.
Try your best to figure out who will cover your job responsibilities before you send the email. Managers hate juggling vacation schedules, so coming up with a plan yourself helps make sure your boss has no reason to deny your vacation request. Be sure to include a brief summary of your plan (or tell your boss you’re going to come up with one) in the request email.
EXAMPLE VACATION REQUEST EMAIL
Title: Out of Office Planned for June 15-21, 2023
Hi [boss’ name],
I’m planning to take PTO on Thursday, June 15, through Wednesday, June 21. I coordinated with [coworker], who has agreed to cover my responsibilities during that time. I plan to complete [assignment] before I leave and talk to [coworker] to get back up to speed when I return.
Please let me know if you have concerns about these dates.
Best,
[your name]
BONUS: EXAMPLE AWAY MESSAGE
Hello,
I am out of office starting Thursday, June 15, returning on Wednesday, June 21. Please contact [coworker] for urgent requests during this time. I will return all other emails when I return.
Thanks,
[your name]
This post was all about how to write a simple vacation request email while resisting grind culture.
These tips will help you write a request email that allows you to get uninterrupted time off and set healthy boundaries at work. If your boss pushes back, maybe it’s time to re-evaluate whether you’re working in the right place.
Other Posts You May Like:
7 Powerful Affirmations For Work To Help You Overcome Burnout
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How to Spot Signs of a Toxic Work Culture in a Job Description
