Notwithstanding your role, the size of team members, or the tasks you are working on, there is the possibility of you thinking there is never a perfect time to take a break from work but don’t let that withhold you. This is because employers are aware and expect their employees to need time off from work, but since we were rarely taught how to do this, it looks impossible. However, certain steps should be taken to both obtain approval and remain on good terms with your resource managers. In this article, we will talk about steps to take when requesting time off with examples to help you while using an email. Read on to learn about steps to creating an effective requesting time of policy.
What is a Time-Off Request?
A time off request is a written request for approval from your supervisor to take a day or some days off from work. There are several reasons why you might formally seek a day off. For instance, it can be for medical leave, bereavement, paternity or maternity, or to enjoy some personal time and a holiday.
Additionally, a time-off request can be paid time off (PTO) or unpaid time off. For paid time off, you will get your paychecks while away from work, while for outstanding, it’s a duration away from the office without salary. Also, provincial labor laws sometimes govern employees’ eligibility for a minimum amount of time off.
How to Request Time Off
Requesting time off sometimes feels difficult leaving you with concerns like if your request will be granted or disapproved. But with a bit of planning and proper choice of words, your request will likely be approved. So, when requesting time off, follow these steps in order to maintain your professionalism and good standing with your managers:
- Review your company’s PTO policy
- Observe the company calendar
- Discuss your request with your manager
- Send a formal request
- Acknowledge the reply
Additionally, once you complete your formal request, the company decides and informs you of whether you can take the leave. If the result is positive, acknowledging it is important. You can write a reply email, thanking your manager for granting your request. You could also request clarifications and instructions on making the process more seamless for the company.
Requesting Time Off Policy
As a manager, you are held accountable for approving requests for time off from their work duties. Hence, drafting an effective time-off request policy helps employees avoid confusion regarding which days they can take off and anticipate whether they will receive time away from work on their desired days. You should build a time off request policy that clearly details the organization’s process of approving employees’ vacation days.
That is to say, a time off request policy is a section within an organization’s employee handbook that covers the guidelines for employees asking for paid or unpaid leave from work. An effective time off request policy should clearly detail a company’s rules when it comes to requesting time off. Information typically included in common time off request policies include:
- How many days of unpaid or paid time off employees can request
- How far in advance employees can submit requests for time off
- Any specific dates or instances employees aren’t allowed to request time off
- The organization’s process for deciding which employees receive time off when there are multiple requests
How to Create a Time Off Request Policy
You should build a policy that’s in line with the company’s needs, goals, and preferences. Follow these steps to create an effective time off request policy:
#1. Discover Company Busiest Schedule
One of the reasons companies implement time off policies is to ensure they’re not understaffed on peak days when the business is busy. For example, retail companies may need additional employees to work during the holiday season when more customers are purchasing presents for loved ones. This means companies will need more employees to work extra hours at the end of the quarter to ensure they meet certain allocations.
#2. Know How Far in Advance Employees Request Off
You should clearly detail how far in advance you’ll allow employees to ask off. This ensures that department managers have enough time to plan for a team member’s absence. The number you state in the policy can depend on the needs of the company, how much responsibility the employee has, and how many days they’re requesting off.
#3. Draft Days and How Often Employees Take Time Off
The policy should also state how many days off you will permit employees. This number may differ according to factors like the employee’s department or how long they have worked for the company. For example, some team members who have served with the company for several years might get more vacation days over time. Detail the exact number you can allow certain employees to take off.
#4. Dispense Directions On How and Where To Submit Requests
To ensure all time off requests are in one place for managers to efficiently review and approve, write clear guidelines and steps for employees to follow when submitting their requests. Places you can have employees submit requests include a:
- Time scheduling app: Download a time scheduling app for employees to use and direct them on how to access it and log their hours into the system. You might need to provide training courses on how to use this program to ensure employees are requesting time off correctly.
- Email: Direct employees to send their time off requests in an email. The policy can state the information employees should include in the email’s body.
- Digital or print form: Build a time-off request form and distribute it digitally or physically hand it out to team members. Employees can input their name, job title, department, dates and times they’d like off, and the reason they’re requesting time away from work. Then leave a space on the form for managers to approve or deny the request and return it to them.
#5. Describe Your Methods for Extended Time Off Requests
There might be examples of a time when many employees request time off at once. To avoid being short-staffed on these days, you should have a clear method in place to decide who should receive time off. Have a system established and outlined in the policy to assure employees that the time of selection process is handled fairly.
#6. Arrange Employees’ Requests
To assure employees that you’re effectively tracking their vacation days and aren’t misplacing their requests, you should establish an organized process for where these requests are being stored and share this in the policy. Some places you can save and track employees’ requests and accepted time off days include:
- Spreadsheet: Label columns with employees’ names, time off request dates, and approval statuses.
- Time management app: Use a time management program, which may automatically organize time off requests and their dates and send them directly to you for approval.
- Folder: Save employees’ requests, dates, and other time off information in labeled folders on your computer to quickly review and reference when needed.
Requesting Time Off Email
A time off request email is an opportunity to ask your employer for specific dates off from work. Hence, an effective request email tells your employer of your plans to ensure your work is completed or covered in addition to when you will be absent from and returning to work. You can write a clear, concise, and informative request email that promotes communication and trust between you and your employer.
Requesting Time Off Email: How To Write
Knowing how to write a day off work request email is important because taking days off of work is key to a healthy work-life balance, whether you need to tend to the non-work parts of your life or simply need a break. Here are the steps to writing a vacation request email:
#1. Write a Brief Subject Line
A good rule of thumb for professional emails, in general, is that the recipient should be able to understand the point of the email before opening it. So, write a short line that states the purpose of your email and the dates you wish to take off. Also, consider also writing your last name in the subject line to ensure the recipient can quickly identify who is requesting time off and when.
#2. Include Reasons for Writing
After greeting your recipient, use the first line of your email to directly state that you are writing to request time off. You can use a statement if you’ve already spoken with your supervisor about your request.
#3. Add the Dates that You Requesting
Mention which dates you plan to take off either in the first line of your email or the beginning paragraph. Make sure that these dates match those you included in the subject line. It’s also important to state how many days you’re using if your company practices an accrued time off policy.
#4. Mention Why You Are Taking Time Off (optional)
This section is optional if you just want to take a quick break from work or a personal day. However, if there are personal issues or justifying instances that demand your attention, then indicating such can help your supervisor decide whether to approve your time off. This step may help your supervisor or employer decide whether to approve your time off.
#5. Discuss How You Are Getting Ready
Make sure to explain how you’re preparing ahead of time to ease the burden of your absence from the company. This helps convey your sense of professionalism and improves the chances that your request for time off will be approved. Tell them that you’re working diligently to ensure all your work affairs are completed before you leave.
#6. Be Available for Questions
End your email by allowing your employer or supervisor to contact you for further information and to confirm the decision of your request. This element is a professional courtesy that also promotes clear and open communication between you and your employer.
Requesting Time Off Email: Examples
Here are a few samples of requesting time off emails to help you get started:
Example1.
Hello [Supervisor’s name],
I want to request time off for [dates] because of [reason].
My team doesn’t have any demanding deadlines or work during [dates you’re requesting off]. Would it be acceptable if I go on my vacation then? I will be delighted to discuss further details with you if you’d like. If you have any questions, please let me know.
Thanks for your time,
[your name]Example 2.
Dear [Name],
I am writing a formal request to have [dates] off. I haven’t taken any days off since the beginning of the year, and I will be appreciative if it will be possible this time. work this out.
I’ve already asked Prisca if she can take my shifts, and she promised to be available to do so. She is trained and suitable for every task I do. I have confidence in her ability to handle this.
Let me know if you have any questions or concerns with my request. I’m more than happy to come to your office to discuss them.
Thank you and talk soon,
[your name]Example 3
Hi ( Name),
Thank you for previously approving my leave request. My plans have changed, and I wanted to know if I could extend my leave for a couple of days until (insert date).
I appreciate that this may change plans, and I’m willing to do everything possible to make this work. Please let me know if you would like to discuss this.
Kind regards,
(Your name)
How far in Advance Should You Ask for Time Off?
Ensure that you let your manager and team know at least two-three weeks ahead of time.
How Do I Ask for Time Off Without Paying?
- An employee submits a written request for unpaid time off, within the required notice period.
- The manager or supervisor consults with HR and/or department heads.
- The manager or HR approves or denies the request.
Can I Take a Day Off Work for Personal Reasons?
You can use a personal day for various reasons, such as voting, attending a doctor’s appointment, or handling a family emergency.
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