Unsure how to request vacation days? This post provides easy-to-follow scripts to help you ask for time off and address any potential objections from your boss.
As a bonus, I’ve also included scripts you can use to request to work from home, and to request for an early departure on a working day.
Script: Vacation Request
Subject: Vacation request (October 2nd through October 6th)
Hi Jack,
I’d like to request vacation time from Monday, October 2nd, through Friday, October 6th because I’ll be taking a family vacation over those days.
While I’m gone, I’ll be reachable by email but not phone. I’ll be making sure that we have coverage in the support queue while I’m gone, and I’ll also be distributing a playbook to my team so it’s clear who owns which issues.
Is this OK?
Thanks,
-Ramit
Now, what makes this so effective? Let’s look at this email from your boss’s perspective, and why they might decline your vacation request:
- They’re worried a project you’re working on won’t get done while you’re gone
- They don’t want your workload to wind up on their desk
- They don’t want to run around reassigning your tasks to other people
The email script overcomes these objections and gets them to say “Yes” to your vacation leave because of these three reasons:
- It opens with a friendly tone. Saying “I would like” is a much softer request than stating “I request” or “I’m taking this time off.”
- The word “because” is strategically chosen as it increases compliance. Saying “because” and giving your boss a reason for the time off (no matter what the reason is) makes it more likely they will say yes.
- Remember how your boss was worried your work wouldn’t get done? In the last section you ease that concern by showing them you’ve already thought about that. You’ve even gone the extra mile to ensure any projects you’re working on still get finished on time.
Finally, be sure to send vacation request emails weeks — even months — in advance. It’s far easier for your boss to say “Yes” when they have plenty of time to plan around your absence.
Script: Request to Work From Home
Subject: Request to Work from Home (August 15th)
Hi Sarah,
I hope you’re well. I’m writing to request permission to work from home on Tuesday, August 15th. I have a minor home repair scheduled for that day, and it would be convenient to be home to oversee it.
I will be fully reachable by email and phone throughout the day. I have made arrangements to ensure that my tasks and responsibilities will not be disrupted. Additionally, I have set up all necessary resources at home to maintain productivity.
Does this work for you?
Thank you,
-Ramit
Script: Request for Early Departure
Subject: Request for Early Departure (September 22nd)
Hi Michael,
I’m reaching out to request permission to leave work early on Friday, September 22nd, at 3 PM. I have a medical appointment that I need to attend and this is the only available time slot.
I assure you that all my critical tasks and responsibilities for the day will be completed before I leave. I will be accessible via email if any urgent matters arise. I have also informed my colleagues and briefed them on any ongoing projects.
Is this acceptable?
Thanks for your understanding,
-Ramit
From your manager’s perspective, they might refuse your request for a few reasons:
- They are concerned about a gap in productivity or coverage.
- They worry that your absence might affect team dynamics or project timelines.
- They don’t want to handle any additional administrative burden caused by your absence.
These email scripts address these concerns and make it easier for your manager to approve your request because of the following three reasons:
- Polite and Respectful Tone: Starting with a friendly greeting and polite request sets a positive tone. Phrases like “I hope you’re well” and “Does this work for you?” makes the request feel considerate and less demanding.
- Clear Justification: Providing a reason, such as a home repair or a medical appointment, gives context to your request, making it easier for your manager to understand and approve.
- Reassurance of Productivity: Assuring your manager that your work will not be disrupted, and showing you have already planned how to manage your responsibilities, addresses their primary concern of maintaining productivity. Mentioning your availability via email or phone also helps mitigate any potential issues.
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What if your request for vacation gets denied?
Facing a denied vacation request can be disappointing, but it doesn’t have to be the end of your plans. Here’s how to handle the situation professionally and constructively:
1. Understand the Reason:
Ask for Feedback: Politely inquire why your request was denied. Understanding the reason can help you address any concerns and potentially reframe your request.
2. Propose Alternatives:
- Flexible Dates: Suggest alternative dates that might be more convenient for your team. This shows your willingness to compromise and find a mutually beneficial solution.
- Shorter Duration: If a long vacation isn’t feasible and if you don’t already have concrete vacation plans, consider asking for a shorter time off. Even a few days can provide a much-needed break
3. Offer Solutions:
- Coverage Plan: Reiterate your plans to ensure work coverage during your absence. This could involve delegating tasks to colleagues or completing critical projects in advance.
- Remote Work: If appropriate, propose working remotely for part of your vacation. This can be a compromise that allows you to take a break while staying connected.
4. Show Flexibility:
Be Open to Discussion: Let your boss know you’re open to discussing other options that would make your vacation more feasible. This could include adjusting project deadlines or workload distribution.
5. Plan Ahead:
- Future Requests: Use the feedback from this experience to better plan your next vacation request. Consider the timing, project cycles, and team workload to increase the likelihood of approval.
- Communicate Early: The earlier you make your request, the more time there is to accommodate it. Giving ample notice can significantly improve your chances of getting the time off you need.
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