Taking time off from work is a normal part of maintaining a healthy balance between your personal life and career.
If you need time off for things like a family matter, a medical appointment, or a mental health day it’s important to know how to ask the right way.
In this guide, we’ll show you exactly how to write an email asking for a day off—what to say, when to send it, and how to keep it professional and clear.
Plus, we’ve added 6 real examples you can use for different situations.
TL;DR: Key Tips for Requesting Time Off
- Use a professional tone throughout.
- Follow your company’s PTO policy and check the employee handbook.
- Keep a written record, even if you discuss the request in person.
- Be clear whether you’re requesting paid vacation, unpaid leave, or sick leave.
- Use MailTracker to track if your email was opened—especially helpful for time-sensitive or short-notice requests. Add MailTracker to Chrome
When to Send a Time Off Request?
The best time to ask for time off is as early as possible.
Giving as much advance notice as you can show professionalism and gives your manager time to plan around your absence.
If you’re requesting vacation days or a personal day, try to send your email at least a week or two ahead. For longer or extended leave, give more lead time if possible.
Of course, things come up. If it’s a family emergency, a medical appointment, or jury duty, send your request as soon as you know the details even if it’s short notice.
Also, consider what’s happening at work. Look at your ongoing projects, your team’s schedule, and any urgent tasks coming up.
How to Structure and Write the Email
Writing a time off request email is simple when you follow a clear structure. Keep it polite, straightforward, and professional. Here's how:
1. Subject Line
Make it clear and direct. Examples:
- Subject: PTO Request – May 16
- Subject: Request for Time Off – April 10 (Medical Appointment)
- Subject: Vacation Request – June 10–14
2. Greeting
Start with a professional, friendly greeting:
- Good morning [Manager’s Name],
- Hello [Manager’s Name],
3. State Your Request Clearly
Mention the specific dates and type of time off:
- I’d like to request a personal day off on May 16.
- I’m writing to request paid vacation time from June 10 to June 14.
4. Add a Brief Reason (Optional)
You don’t need to go into detail, but if you want to share:
- This is for a family event.
- I have a medical appointment that day.
- I’m taking a mental health day for personal well-being.
5. Mention Work Coverage
Reassure your manager that things will stay on track:
- I’ll complete all my responsibilities beforehand.
- I’ve coordinated with my team to ensure a smooth transition.
- There will be minimal disruption to ongoing projects.
6. End with a Formal Closing
Finish with appreciation and a polite sign-off:
- Thank you for considering my request.
- Kind regards,
- Je vous prie d'agréer, Madame, Monsieur, l'expression de mes salutations distinguées,
- Sincerely,
6 Real Email Examples for Requesting Time Off
These ready-to-use templates cover different situations, from planned vacations to last-minute emergencies, so you can write your time off request with confidence.
1. Request a Vacation Day in Advance
Subject: Vacation Request – June 10
Good morning [Manager's Name],
I’d like to formally request a vacation day on June 10. I’ve reviewed the schedule and confirmed there are no conflicts with ongoing projects.
I’ll make sure all my responsibilities are handled ahead of time to ensure a smooth transition. Please let me know if you need anything from me before then.
Meilleures salutations,
[Votre nom]
2. Request a Personal Day
Subject: Request for Personal Day – May 5
Hello [Manager's Name],
I hope you're doing well. I’d like to request a personal day off on May 5 for personal reasons. I’ve reviewed our team’s schedule, and I’ll make sure all my responsibilities are up to date before that day.
If there’s anything urgent that needs my attention beforehand, I’m happy to take care of it to ensure a smooth transition.
Kind regards,
[Your Name]
3. Medical Appointment (Half Day or Full Day Sick Leave)
Subject: Time Off Request – April 12 (Medical Appointment)
Hi [Manager's Name],
I’m writing to request time off on April 12 for a medical appointment. Depending on how the day goes, I may need the full day off, but I’ll update you if I’m able to return in the afternoon.
I’ve arranged my schedule to make sure ongoing tasks stay on track and will be available to coordinate with the team as needed.
Thanks in advance for your understanding.
Meilleures salutations,
[Votre nom]
5. Extended Leave – Family Event / Medical Procedure
Subject: Request for Extended Leave – July 1 to July 12
Good morning [Manager's Name],
I’d like to request time off from July 1 to July 12 to attend a family event and manage a personal medical procedure. I’m requesting this as part of my paid vacation days, in line with our company’s policies.
To ensure a smooth transition, I’ll prepare a full handover and make sure all my responsibilities are covered during my absence. I’m happy to assist with planning before I leave.
Please let me know if you need any additional information or forms to process this request.
Kind regards,
[Your Name]
6. Mental Health Day (Unpaid Leave)
Subject: Request for Unpaid Leave – May 8
Hi [Manager's Name],
I’m reaching out to request unpaid time off on May 8 to take a mental health day. I understand this may fall outside of standard paid vacation time, and I’m happy to follow any necessary steps in line with our company’s PTO policy.
I’ll make sure my ongoing projects are up to date before then and coordinate with the team to minimize any disruption.
Thank you for your understanding and support.
Kind regards,
[Your Name]
Why Tracking Your Time Off Email Matters
Tracking your time off email is important as it helps you know when your request has been seen. Before you hit “send” on your time off request, this one extra step can make a big difference.
Using a tool like MailTracker, you can:
- See exactly when your manager opens your email
- Know if your request was seen or is still sitting unopened
- Get real-time notifications so you’re not left guessing
- Keep a written record and track important follow-ups
Start Tracking Your Time Off Emails with MailTracker
MailTracker helps you stay informed without the need for follow-ups or guesswork. With our forever-free plan, you can track up to 20 emails per month at no cost. See full pricing.
It works with Gmail and installs Chrome in just a few seconds.
Once you send your email, you’ll receive real-time notifications the moment it’s opened so you’re always in the loop.
If you are looking for more features, MailTracker’s advanced plans let you track link clicks, schedule follow-ups, and more.
Plans start at just $24/month, and you can try everything first with our free 7-day trial—no commitment needed.
Add MailTracker to Chrome – it’s free!
FAQs: Writing a Time Off Request Email
How much personal time should I request at once?
It depends on your company’s work schedule and policies. For short absences like a personal appointment or a medical leave, requesting one or two days is common. For longer breaks, like a family reunion or bereavement leave, you may need to formally request time off well in advance and include the exact date, start date, and end date in your email request.
How can I ensure a positive response to my leave request?
To increase the chances of approval, give as much advance notice as possible. Be clear about the relevant details, briefly outline any important ongoing projects, and explain how you’ll handle completing tasks or delegate them to team members.
What if my request for vacation time overlaps with urgent matters at work?
If your planned paid time off conflicts with urgent matters or key projects, discuss alternative dates with your manager. Flexibility shows you respect the team’s needs and promotes a healthy work-life balance. In your leave request, suggest how you’ll adjust or assist with completing tasks before you take time off.
Should I track my time off request email?
Yes. Using a tool like MailTracker lets you confirm when your email request is opened and viewed. Tracking ensures you have a written record and stay informed about your leave request without needing repeated follow-ups.
