Annual leave request: How to write one
Taking time off work for relaxation, rest, or personal matters is important. You get the opportunity to recharge and tend to personal needs, which positively impacts your well-being and job satisfaction. Requesting time off also boosts your overall productivity. Learning how to ask for annual leave can increase the chances of your employer approving your request.
We've made a guide to help you request annual leave successfully. In this guide, we aim to give you the knowledge and tools you need. We provide some practical advice to help you understand the annual leave process, whether you're an employee planning a vacation or an HR professional seeking insights.
Here's what we'll cover:
- What is annual leave?
- What is an annual leave request?
- How to write an annual leave request
- Tips for writing an annual leave request
- Handling a denial of your leave request
- How to prepare for your annual leave
- Conclusion
- FAQs
What is annual leave?
Annual leave, also known as vacation, paid time off, or PTO, allows you to take time off from work while still receiving your regular pay. It contributes to establishing a work-life balance, providing the opportunity to rest, recharge, and address personal or family matters.
Different types of leave include sick, casual, and parental leave.
Sick leave: Sick leave is the time off you can take when you're unwell or have a medical appointment.
Casual leave: Casual leave is the leave taken for unexpected personal emergencies, urgent situations, or any unforeseen circumstances that require immediate attention.
Public holidays: Public holidays are fixed non-working days throughout the year when businesses and offices are typically closed. They are designated days of celebration, observance, or commemoration recognized by the government.
Parental leave: Parental leave is time off from work specifically granted for bonding with a newborn or a newly adopted child.
Annual leave policies may vary from company to company. They also tend to change as per local laws. Some companies may offer generous leave allowances or additional leave categories depending on their culture or industry standards.
Checking your handbook or reaching out to the HR department clarifies your annual leave policies, while your company's website can also offer essential information. Understanding your company's annual leave policies lets you know your entitlements and how to request leave.
What is an annual leave request?
An annual leave request is when you ask your employer for time off from work. Let them know the dates and ask for permission. Every company has its own rules, so ask for leave as early as you can Ask for leave as early as possible. It can be a few weeks or several months before you plan to take time off.
Employers can refuse the request for leave if there are good reasons to do so. Some valid reasons may include not having enough staff to cover the work or if other employees have already requested leave during that time. Employers should try to find a solution that works for you and the company.
Read your company's rules about leave. This can help you know when to ask for leave and what the procedure is. Knowing the rules can also help increase the chances of your leave being approved.
How to write an annual leave request
When writing an annual leave request, it's important to include the necessary information for your employer or supervisor to process your request effectively.
Here are the important details you can include:
- Leave dates: Specify the exact dates when you would like to take your annual leave. This should include the start date and end date of your requested time off.
- Type of leave: Indicate whether you are requesting paid annual leave, medical leave, or unpaid leave. Your company may also provide other leave types such as bereavement and personal leave.
- Work coverage: Mention who's responsible for handling your workload during your absence. Provide personal details, such as the name and contact information of the person who can cover your tasks, or indicate if you have made arrangements for work delegation.
- Emergency contact information: Include your updated contact details or specify an alternative point of contact, like a family member. This is where your employer can reach you in case of any work-related emergencies or important matters that require your attention during your absence.
What information can be omitted?
While it's important to include the above details, you can omit any personal reasons or explanations for your leave request. This information is usually not necessary for your employer to process the request.
Submit the letter
Regarding the format, you can choose between an email, letter, or application based on your company's workflow or any specific instructions that your employer has provided. Consult company policy or your supervisor for guidance on the preferred method for submitting a formal request.
Annual leave request email template
Here's an annual leave letter template you can use when applying for leave from your job:
Dear [Supervisor/Manager's Name],
I am writing to formally request annual leave for [month/date/year] to [month/date/year].
During this time, I intend to take my designated annual leave entitlement to [rest and rejuvenate/spend time with family/take care of personal matters]. I have considered the workflow and plan to prepare my tasks thoroughly before my leave commences.
To ensure continuity, I have spoken with [colleague/team member's name], who has kindly agreed to cover my responsibilities in my absence. [Name] is aware of the tasks and deadlines and can provide support as needed.
In case of emergency, you can reach me at [contact number] or [email address].
Thank you for your consideration and understanding. I look forward to your response to make the necessary arrangements.
Best regards,
[Your Name]
[Employee ID/Department]
Subject: Sick Leave Request - [Your Name]
Annual leave request email example
Dear Manuel,
I am writing to formally request sick leave from January 1st, 2024 to January 15th, 2024. Due to my recent fracture, I need to take time off to recover and seek medical attention.
During this period, I intend to focus on my health and well-being, ensuring a swift and full recovery. Understanding the impact on workflow, I plan to organize my tasks before my leave begins.
I have discussed my absence with Maria Cruz and she has agreed to cover my responsibilities. Maria is briefed on the tasks, and deadlines, and is ready to provide support as necessary.
In case of any urgent matters, you can reach me at [contact number] or [email address].
Thank you for your understanding. I hope to recover quickly and appreciate your support in making the necessary arrangements during my sick leave.
Best regards,
Ana Reyes
Tips for writing an annual leave request
Remember, clear communication and following company guidelines are key to getting approval for your annual leave request. They can help increase the chances your employer grants you time off work so you can enjoy a well-deserved break.
To write a good annual leave request, keep these tips in mind:
- Keep it short and simple: Keep your formal letter brief and only include relevant details.
- Check for errors: Double-check for spelling and grammar errors before submitting your request. A well-written and error-free document shows your proficiency.
- Use a professional tone: Always be respectful and polite when addressing your supervisor or manager.
- Be specific about dates: Clearly state the dates you need off work.
- Submit your request well in advance: Requesting leave early gives plenty of time for approval and can help your boss plan for work coverage.
- Keep workload in mind: Consider how your absence can affect your work schedule, and try to find a convenient balance for you and your employer.
- Follow company procedures: Know your company's specific procedures for submitting leave requests and follow them to ensure your request receives proper processing.
- Be open to alternatives: Be prepared to discuss alternative options if your employer can't accommodate your initial request. That shows flexibility and willingness to work with them to find a solution that works for everyone.
Handling a denial of your leave request
If you request approval for annual leave and receive a denial, it can be disappointing. There are some ways to deal with it. First, ask your supervisor for clarification. Check if you've followed the company's leave request policies, provided ample notice, and met any other requirements.
Reflect on the timing of your initial request and the company's workload. You can also discuss your concerns or other circumstances with the appropriate personnel or supervisor. Finally, you can resubmit your request for leave if conditions have changed or if you can adjust your timeframe.
It's never a good idea to take time off work without an approved leave request. Unexcused absences may lead to disciplinary action, including potential employment consequences. Talking to your employer is important if they deny your leave request. You can consider other options or rethink your priorities to avoid any conflict. The best way to resolve the situation is to communicate openly and work together.
How to prepare for your annual leave
After your boss approves your time off, it's important to get things ready so the work continues to run smoothly while you're away. This is especially important if you'll be away for an extended period. By preparing, you can have a relaxing time off, knowing everything's under control.
Here are some steps to take:
- Tell others what you're working on and who can take over for you while you're gone.
- Teach the person handling your tasks how to do them right.
- Let people know you'll be away by setting up an automatic message that says when you'll be back and who to contact in an emergency.
- Finish important tasks and give someone else anything you can't finish.
- Clean up your workspace and your computer so it's easy for others to find what they need.
- Make sure your calendar shows when you'll be away.
- Tell clients or others you interact with outside your company that you'll be gone.
- Take care of any personal tasks before you leave.
Conclusion
Taking time off work every year is important to rest and focus on other things. We have discussed how to ask for time off, what to say, and how to be professional. If your boss denies your request, you can ask them why and see what you can do to get your request approved.
Once you get your time off, train those taking over your responsibilities, and set up an automatic message for your email. Taking time off is good for you and your work. You'll be happier and more productive when you come back. So, take advantage of your time off and enjoy it!
FAQs
- What is the standard duration for annual leave?
As of June 2023, the minimum number of days for annual leave in the Philippines is five. But employers can give more than five days. Many companies give extra days of leave based on how long you've worked, what job you have, and the company's rules.
- How do you politely ask for annual leave?
When you want to take time off from work, you should politely ask your supervisor or manager. First, say hello and introduce yourself. Then, tell them why you want to take time off. You can say it's for a planned vacation, a family event, or other reasons. Be brief and clear.
Tell your supervisor the start and end dates of when you'll be gone. If you have a plan for someone to do your work while you're away, you should mention it. Give your contact details so they can reach you if they need to. Finally, thank them for considering your request.
- What do I write when applying for annual leave?
If you want to ask for time off from work, you can follow these steps:
- Start with a polite greeting, and address the right person.
- Say that you want to take time off and give a short reason, like a vacation or family event.
- Tell them the specific dates you need off.
- If possible, suggest a plan for covering your work while you're gone.
- Say that you'll help with any preparations or handovers before you leave.
- Thank them for considering your request, and end your annual vacation leave request with a polite closing.
- Can your annual leave letter be denied?
Your boss might say no to your annual leave application request. They may have a good reason, such as needing everyone to work, too many people wanting the same time off, or something important happening. Your boss can say no if they have a good reason, but they should explain why. If you receive a denial of your vacation request, you can try these things:
Ask your boss why they said no. Maybe there's a solution or something else you can do.
Check the rules. Ensure you follow the rules for requesting time off.
Talk to your boss. If you think they made a mistake or don't understand why you need the time off, you can explain it to them or offer a different solution.
