How to ask for time off work (with 4 examples of what to say)
Clinically reviewed by Dr. Chris Mosunic, PhD, RD, MBA
Requesting time off from work can be stressful, but it's important. Learn 7 best practices for asking for time off, and see examples of what to say to get the best outcome.
We all need a break from work sometimes, whether it’s for fun or to just take care of personal matters. But before we can get to that much-needed downtime, we first have to ask for it. And we know that for some people, writing that e-mail or having that talk with your boss can be nervewracking.
How do you ask for what you deserve while also being polite and respectful? Sometimes it can feel like walking a tightrope. But remember that employees feeling balanced, supported, and rested is a win for everyone.Breaks help us stay productive, healthy, and mentally refreshed, which translates to better outcomes at work and at home.
So let’s put on our tackiest Hawaiian shirt, sip on a nonalcoholic Mai Tai (Okay, maybe not nonalcoholic…) and wade into the waters of the best ways to ask our boss for a little time off.
When should you take time off?
When it comes to taking time off work, timing is everything.
A good rule of thumb is to try to take your time off during your slower periods. This can reduce the impact on your team and make it easier for your manager to approve the request.
Of course, that's not always possible. Life happens and sometimes you need to take time off when it’s least convenient for your team. It’s not ideal, but in some situations, it’s understandable.
Here are some common (and totally valid) reasons to take time off:
Vacation or travel: Everyone deserves a break to rest and recharge. Taking time off for a vacation (or a staycation!) can help you reset our energy and get you motivated again.
Family events or obligations: Your job is important, but so are the personal milestones. Weddings, birthdays and graduations of friends and family are moments you aren’t going to want to miss.
Mental health days: We all can get mentally exhausted, anxious, or emotionally drained, from time to time. Taking a day off can give you the space you need to feel like yourself again.
Medical appointments or recovery: Prioritizing your wellbeing is important. Everyone should take the time they need to go to the doctor, urgent care, or just recover from being sick.
Personal projects or errands: As the saying goes — there isn't enough time in the day. Sometimes you just need a day to catch up on our personal responsibilities (or feel less stressed).
How to ask for time off: 7 best practices to make your request
Asking for time off can be anxiety-inducing, but there are professional ways to do it that hopefully won’t make your hands sweat.
Here are seven practices you can try to help make your time-off request less stressful.
1. Familiarize yourself with your company’s PTO policy
Before you book a nonrefundable trip to an all-inclusive resort, take a minute or two to look at your company’s paid time off (PTO) policy. Every workplace is different and the last thing you want to do is lose money because you weren’t aware of some policy on roll over days or blackout dates.
Reach out to HR if you're having a hard time understanding the handbook’s dense jargon. (And if you struggle with asking for help, here are seven tips that can help.)
2. Decide what type of leave you need
Are you using vacation days, personal days, or sick leave? Some places differentiate between these, while others lump them under the same PTO umbrella. Take a moment to decide which one you’re going to take and then be clear when you make your request.
You don’t have to tell your manager why you’re taking time off. Just let them know the category of leave you’re using. There’s nothing wrong with maintaining your privacy.
3. Plan ahead and give notice
This might not always be possible, but try to plan your time off in advance. Ideally, you’ll be able to give at least two weeks’ notice. If you’re planning a longer trip, consider letting your boss know a month or so out so that they can be a little more prepared for it.
If something comes up unexpectedly and you need time off, reach out to your boss as soon as you know. While it still may not be ideal, most managers will appreciate the heads up.
4. Draft a professional written request
Even if your boss tells you it’s okay to take time off, it’s still a good idea to put it in writing. This way you have a record of it, and your boss can also refer to it later. The email doesn’t have to be long — just mention the dates you’re requesting and offer to help with any preparations. If effective communication in the workplace isn’t your strong suit, these 13 tips can help.
5. Be proactive with your coverage
Managers are often swamped and like when people come with solutions to help make their day easier. If you can, suggest how your tasks can be handled while you’re away.
When you draft your email, consider leaving detailed instructions on how your workload can be delegated while you’re away, and assure them that you’ll finish all your tasks before you go.
💙 Listen to Tamara Levitt’s session on Work Stress if sending an email to your boss makes you a little nervous.
6. Choose the right time to ask
To get the response you want, try to avoid asking for time off during a stressful moment at your job, like right before your boss is about to deliver a huge presentation. Instead, try bringing it up during a one-on-one meeting when everything’s a little more quiet.
If you need to ask for time off when things are busy, try saying something like, “Hey, I know everything’s busy right now, but something came up for me and I need to take [date] off. I know this isn’t ideal, but I can make sure everything is organized before then.”
💙 If you’re feeling nervous about finding the right moment to ask for time off, take a listen to the Overcome Stress and Anxiety series from Dr. Julie Smith.
7. Be flexible if possible
If your boss lets you know that the time you requested is going to be tough, try to be flexible as much as you can. Of course, if it’s something important that you can’t miss, definitely follow up and let your boss know that.
To show you’re a team player when your boss pushes back on your initial dates, you can say: “I understand where you’re coming from and get that those dates are tough. To make it easier, how about I shift it to the following week? Let me know if that works better. Thanks for the consideration!”
💙 Listen to Learn To Let Go with Tamara Levitt if you’re having a hard time finding flexibility in your life.
4 examples of how to ask for time off work
Sometimes gearing up to ask your boss for something, especially for time off, can really keep you up at night. How do you ask without annoying your boss or looking like a slacker?
But the truth is, there is no perfect way to ask for time off and it’s impossible to know exactly what your boss will be thinking. So try to focus on something you can control like how to ask in a polite, clear, and solution-based way.
Here are five ways you can ask your boss for time off depending on the situation. And yes you can copy these templates if you need to!
Example 1: A more formal email for when you have planned time off
This is a good option you can use when you want to request off for a vacation or any sort of planned time off. Try to keep this one simple, polite, and to the point so that your boss has time to review it.
Subject: Time Off Request – [Your Name]
Hi [Manager’s Name],
I hope you’re doing well. I wanted to ask for time off from [start date] to [end date]. I’ve looked at our schedule, and I believe this wouldn’t interfere too much with any of our major projects. I’ll make sure to finish any pressing tasks before I leave and will coordinate with [coworker’s name] to cover anything urgent while I’m gone.
Please let me know if you need any more information. I appreciate your consideration and I look forward to hearing from you.
Best,
[Your Name]
Example 2: A casual and in-person request for time off
Sometimes, you just need to ask for a single day off. In situations like this, consider a quick real-life conversation. You can use this example, which is casual but also professional.
Hey [Manager’s Name], I wanted to ask if it’d be okay for me to take a day off on [specific date]. I looked at the calendar, and I didn’t see any deadlines that day. I can make sure everything’s handled beforehand. Would that work for you?
Example 3: A request for emergency time off
Emergencies are going to come up from time to time. When these happen, try to communicate with your boss as quickly and as clearly as possible.
Here’s an example you can use that acknowledges the situation while staying professional.
Hi [Manager’s Name], apologies for the short notice, but I’m dealing with a personal matter and will need to take the day off today. I will make sure to catch up on anything I miss as soon as I’m back. Please let me know if you need anything from me before I sign off for the day. Thank you for understanding.
Example 4: Asking for extended time off (vacation or personal leave)
If you’re asking for a little more time off like a couple weeks or longer, try to frame it in a way that shows you’re thinking about the bigger picture. This also might help you get the request approved a bit easier.
Hi [Manager’s Name],
I hope you’re having a good day so far. I wanted to reach out to see if I could take time off from [start date] to [end date]. I know that this is a bigger ask, but I looked ahead at our calendar and I think this is the period that would have the least impact.
To help make this easier, I’d be happy to make a handover document so that all of my key tasks are taken care of before I leave, or while I’m gone. Please let me know if you have any questions or concerns.
Thank you for your time and consideration!
Best,
[Your Name]
How to ask for time off FAQs
How far in advance should I request time off?
There’s no one right way to ask for time off, but here are a few things to keep in mind:
For a one or two day break: Aim for two weeks’ notice. This will give your boss enough time to plan for your absence and can also make make it easier for them to approve your request
For longer vacation or extended leave: Try to ask a month or so in advance. The more of a heads up you give, the easier it’ll be on your boss and your co-workers, which can make it a smoother time for all parties involved.
For a family emergency or a personal issue: Ask as soon as possible. Most managers will understand that unexpected situations come up, and they will most likely be grateful that they were informed as soon as possible. Remind yourself not to feel guilty for the short notice. You deserve time off, especially if it’s an emergency.
What should I do if my time off request is denied?
When we’re excited for a vacation, it can be frustrating to hear “no” after asking for time off.
Still, try to be as understanding and flexible as possible. You may not know why your boss turned you down. Maybe multiple people are off at that time or there’s an important deadline coming up. If this happens, see if there are other dates that might work better. And if rescheduling isn’t possible, consider asking for a smaller request like allowing you to take a day or two instead of the full period.
If you feel like your request falls under protected leave (like family emergencies), reach out to HR. They can help clarify your rights and help mediate the situation.
Is it necessary to provide a reason for my time off request?
In most cases there’s no need to tell your bosses why you’re requesting time off. Your privacy and protecting your peace are important. But sometimes managers require some sort of explanation like if you’re taking a longer leave of absence.
If this is the case, you could say you’re experiencing a family emergency or a medical issue. This lets your boss know why you’re taking off while also protecting your privacy. And it can be very helpful if you anticipate needing additional time. It also keeps things professional while still providing context.
If your company needs documentation for certain types of leave, talk to HR to help guide you through that process.
How can I ensure my workload is covered during my absence?
Getting ready to leave before a trip can be stressful, but a little planning can go a long way to make it easier on you and your coworkers. Here are a few steps you can take to make sure your workload’s covered while you’re out:
Take a moment to look at your upcoming tasks and identify any that might overlap with your break.
Try to complete any big assignments before you leave, or break them down into smaller tasks so that it’ll be easier for your co-workers to manage them.
Create a simple document outlining your key tasks, deadlines, and contacts in case something urgent comes up.
Tell your boss how your responsibilities will be handled.
Offer solutions to any potential problems that could arise.
When you get back, ask your team to catch up to see if anything came up in your absence.
What are my rights if I need time off for a medical or family emergency?
If you need to take time off for a medical reason or a family emergency, you may have certain legal protections, depending on where you live and work.
In the U.S., the Family and Medical Leave Act (FMLA) lets eligible employees take up to 12 weeks of unpaid leave for serious health conditions, caring for a family member, or the birth or adoption of a child. This leave is job-protected, which means your position will be there when you return. Of course, eligibility depends on certain factors like the size of your company and how long you’ve worked there. If you’re not going to be covered by FMLA, check to see if your company has any leave policies in place.
Your wellbeing is important so don’t hesitate to ask for what’s available to you. And if your employer doesn’t have a formal policy, talk to your manager and see if they can accommodate your needs.
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