[Business English Communication] How to Ask for Time Off in English: Useful Phrases for Every Situation

Taking leave is an employee’s right in the workplace. However, to make the leave-request process easier and smoother, and to avoid disrupting our colleagues’ work, we still need to learn how to clearly and politely explain the reason for our leave and plan our work during our absence.

How Do You Talk About Different Types of Leave in English?

Taking Leave: take leave / take a day off

Because leave is an uncountable noun, we use take leave rather than “take a leave.”
Because day is a countable noun, we can use take a day off or take X days off.

^{Can I take a day off for personal leave tomorrow? 
Can I take a day off for personal leave tomorrow?}

^{Amy needs to take bereavement leave for a week.
Amy needs to take bereavement leave for a week.}

^{Maybe you should ask for sick leave if you’re really uncomfortable.
Maybe you should ask for sick leave if you’re really uncomfortable.}

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How Should You Write a Formal Leave Request Email?

We usually use email to request planned leave in advance, while temporary sick leave or personal leave may be requested by phone, followed by an email to keep a record. In a formal email, we need to use professional and appropriate language and provide clear, complete information about our leave plans.

Step 1. Use the Correct Greeting

The greeting is one of the first things the recipient sees in an email. Therefore, when writing a formal email, avoid using an inappropriate greeting. Before sending your email, double-check the recipient’s name, title, and your relationship with them.

■  Dear + First Name
■  Hi + First Name
■  Mr./Ms. + Last Name

Further Reading ➡️ [Business English Correspondence] How to Write a Professional English Email: 5 Basic Tips from Opening to Closing

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Step 2. Start with a Friendly Greeting

Although we often say that formal emails should get straight to the point and be concise, you can still begin with a simple greeting. This not only expresses goodwill but can also make an email with a specific purpose sound warmer.

^{I hope this email finds you well.
I hope this email finds you well.}

^{I hope you had a good weekend.
I hope you had a good weekend.}

^{I hope you’re having a great day.
I hope you’re having a great day.}

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Step 3. Explain the Type and Reason for Your Leave (Including Clear Dates and Times)

This is the key part of the email. Make sure to clearly state the type of leave you are requesting and the exact dates and duration.

^{I’m writing this email to request medical leave from January 1, 2023 to February 20, 2023.
I’m writing to request medical leave from January 1, 2023 to February 20, 2023.}

^{I'd like to submit my request to take parental leave from March 20, 2023 to March 21, 2024.
I’d like to submit my request to take parental leave from March 20, 2023 to March 21, 2024.}

^{I’m writing to request 3 weeks of annual leave, starting next week on November 25, 2023.
I’m writing to request three weeks of annual leave, starting on November 25, 2023.} 

TIP.
‍For privacy reasons, some countries allow employees to omit specific details about their illness when requesting sick leave. Before requesting leave, make sure you check the relevant laws and company policies to understand your rights and obligations.

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Step 4. Add Any Important Details or Arrangements

You can also briefly explain the reason for your leave and your plans during your absence. This helps your manager understand why you need the time off and how you plan to manage your responsibilities while you are away. For example, you can mention which colleague will take over your regular tasks and how you will catch up on any work after returning.

^{I've arranged for Patty to take over my key tasks while I’m gone.
I’ve arranged for Patty to take over my key tasks while I’m away.}

^{During my leave, I would be fully reachable by phone and email to answer any urgent questions or issues.
During my leave, I will be fully reachable by phone and email to answer any urgent questions or address any urgent issues.}

^{I believe this training camp will contribute to my professional development, and these new skill sets will in turn benefit the company.
I believe this training course will contribute to my professional development, and the new skills I gain will in turn benefit the company.}

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Step 5. Thank Them and Close the Email

^{Thank you so much for your consideration.
Thank you so much for your consideration.}

^{I sincerely appreciate your consideration of my request.
I sincerely appreciate your consideration of my request.}

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Take a Look at This Formal Leave Request Email Example!

<sup>Dear Richard,

I hope this email finds you well.
I hope this email finds you well.

I’m writing to request 4 weeks of PTO, starting on July 13, 2023, in order to attend an advanced training course on coding.
I’m writing to request four weeks of PTO, starting on July 13, 2023, so that I can attend an advanced coding training course.

I feel this course will greatly benefit the company, as it will allow me to automate several tasks in my department, which will save both time and money. 
I believe this course will greatly benefit the company, as it will allow me to automate several tasks in my department, saving both time and money.

I’ve arranged for Peggy to be my deputy and take over my key tasks while I’m gone, and any meetings I have scheduled for this time can be rescheduled.
I’ve arranged for Peggy to act as my deputy and take over my key tasks while I’m away. I will also reschedule any meetings currently scheduled during this period.

Thank you so much for your consideration, if you need any more information please don’t hesitate to reach out. 
Thank you so much for your consideration. If you need any additional information, please don’t hesitate to reach out.

Best,
Don Draper</sup>

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Boost your Business English.

After reviewing the steps and example above, do you have a better understanding of how to request leave through a formal email? By following the key guidelines for writing an English leave request and clearly and honestly explaining the reason for your leave and your plans during your absence, you can make the process smoother for both you and your manager.