How to Request Time Off: 7 Tips & Free Templates
It can be easy to get caught up in your work sometimes. Working for months and months without a break is difficult and can lead to stress, burnout, and actually reduce your performance at work. That’s why it is important to take breaks sometimes.
Taking time off of work can not only help you relax and settle down after working a lot, but it can also help get your mind in the right place once you get back.
So, you know you want to take some time away from work, but how do you ask? You could say or do something wrong and look bad in front of your coworkers or boss.
Don’t worry! This article will share advice for requesting time off and provide free email templates you can use to email your boss.
7 Tips For Requesting Time Off From Work
Review your job’s policies and rules
The first thing you should do before asking for time off is to review your job’s vacation policies and any rules they have about requesting time off.
Each company is different, and they can have different policies on how much time you can take, the way in which you need to ask for it, how far in advance to ask, and more.
It is important to make sure that you review the policies for your company and request time off appropriately.
Request time off
Another thing to keep in mind before you ever submit a time off request is that you are requesting the time off, not just stating that you will be gone.
A lot of people forget that they have to request time off of work instead of saying that they will be gone for x days or weeks.
It is important to remember that you are asking instead of telling while requesting time off so that you are polite and respectful of your boss and company.
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Ask at the right time
Something else to keep in mind before submitting your request is to know when to ask for time off. Knowing what time to submit your request is important because there are times when it is inappropriate to try to ask off of work.
For example, if you are in a meeting with your boss, or worse with your boss and other people, that is not the right time to ask for time off of work. Instead, wait until after the meeting and respectfully bring up that you would like to request time off. Again, knowing your company’s policies will help you know what time is best for requesting off of work.
Give an advanced notice
Another key part of requesting time off is to know how far in advance to request off. There’s one thing you can do to help you figure this out, though. Yep, you guessed it: review your company’s policies.
Each company and job has different requirements for requesting time off. Some jobs want you to do it two weeks in advance, and some want you to do it a month or more in advance. It all depends on if, how, and when your company creates its schedule and how many people you work with. If you work with a lot of people, it might be more acceptable to request time off on shorter notice. If you work with fewer people, though, you might need to request off further in advance.
A good rule of thumb is to request off at least two or three weeks in advance. Requesting time off too far in advance is a little unnecessary, but it is better than requesting off time at the last minute and putting your boss in a tough situation.
Provide context
Something useful to keep in mind is that it helps to provide context; give a reason why you are requesting off.
At the end of the day, everyone, yes your boss too, is human. Sometimes you need to prioritize a family event, attend a best friend’s wedding, or you just need a break from working too hard, and all those things are completely understandable. Your boss will understand and sympathize with your request more if you give them an honest and clear explanation as to why you need time off.
Request time off in writing
You’ve learned how to request time off. Now, it’s time to actually do it. Like every piece of advice in this article, a lot depends on your company's policies (who would’ve guessed?).
Some companies require you to submit your time off request in writing. That can mean writing on a company form, on a schedule, or even an email. Giving a written notice is better than simply telling your boss in person that you require time off because a written notice can prevent them from forgetting about your request and make things easier for you and your boss. To do this, just write the dates you need off and the reason you want to miss work on a paper or an email. This is a good way to request time off because it provides something your boss can reference later on.
Just make sure that you submit your request in a way that is the most convenient for your boss and your company so that you do not inconvenience them with your request. And, of course, keep the other tips in this article in mind while you submit it.
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Get caught up (or ahead) on your work
You’ve submitted your time off request! Congratulations! Now what?
Once you have submitted your request, there are a couple of things you should do. Make sure you get caught up on your work before you take your time off. Taking a break is important, but it can hurt your company if you leave without getting caught up on your work. Plus, it can force others to make up for the stuff you didn’t do.
And, if you are super motivated, you can even work ahead so that when you get back from your time off, you aren’t behind. Working ahead, if possible, can make sure that you don’t miss anything while you are gone and that your coworkers don’t have to make up for you being gone.
How to ask for time-off: 2 Free Email Templates
Writing an email with a time off request? Here are three potential scenarios with free templates you can use to schedule your next vacation.
Scenario + Template: Paid time Off
Scenario: You want to take time off of work for a family event on July 4th, but you don’t want to miss out on any money while you are gone. So, you ask your boss or manager to use paid time off for your trip.
I am emailing you because I would like to request some paid time off for the 4th of July long weekend. I ask because during this time I want to spend time with family for the holiday. I understand that being gone for this time would make things harder for everyone at work, but I will make sure to get caught up on my work and even work ahead if possible.
I feel that I have been working hard and would love to take a break to relax for a little while and use my paid time off hours as well. If you'd like to meet to discuss this further, feel free to email me or call. I appreciate your time and understanding. I look forward to hearing from you.
Sincerely,
Shannon
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Scenario + Template: Sick Leave
Scenario: You need to use sick leave for work because you have gotten sick with the flu and can’t be at work. You need to request time off until you recover.
I am emailing you because I woke up today with {formmenu: a fever; default=a cough; a sore throat}. I believe that it could be {formtext: name=the flu}. Would it be okay for me to use sick leave for today and the next day or two?
If so, I will go to the doctor later so that I can get checked out and return to work as soon as I can. I apologize for any inconvenience this might cause, however, I don't want to risk getting anyone else at work sick. Thank you in advance for your understanding.
Sincerely,
Jane
Conclusion
Now that you know how to take time off of work and when to submit your request, you can plan your next vacation and use Text Blaze to help you make sure your next email request is perfect.
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