Day Off Request Letter: Writing Tips and Samples

“Day off request letter” is written whenever you want to stay absent from school, work, or any occasion that really requires your presence.

For instance, you are working in a particular company and let’s say the company works from Monday through Saturday. So, your sister is about to be wedded, and you are to be her chief bride maid. What you will do is that you’ll have to write a day of request letter to your manager or director, stating the appropriate dates that you won’t be available in the company.

Day Off Request Letter: Writing Tips and Samples

However, this type of letter is called “Request Letters.” When writing request letters, you need to be brief and direct, avoiding any auxiliary information that might weaken the message you are conveying—state exactly and clearly what you are requesting for giving reasons for it. For example, if you are requesting a raise, explain why you think you deserve one.

Also, Maintain a polite tone throughout the letter. Close the letter by thanking the recipient in advance and expressing your anticipation for his/her consideration.

The day off request letter can be a formal letter or semi-formal. Therefore you can use youse either of the two formats.

Note that you should present your letter of request to your boss ahead of time so that he can ponder over it and possibly see the reasons why he should grant your request.

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Before you plan to write a day off request letter, here are the things you need to consider and do.

1. You need to review your company’s PTO policy. Some companies have specific request policies, such as taking a set number of days in a row off. So I would be of great help to you if you can look at your company’s vacation policy.

For instance, I once worked in a company that gives 2 days off its by request to its staff every month. Meaning that as a staff of the company you can request for a day off two times every month if you wish to

2. After reviewing your company’s PTO policy, the next thing you should do is check the company calendar. If your request is flexible, know if the days you want to take off won’t conflict with its events.

Also, consider requesting time off when you don’t have many tasks or projects to complete. In this case, you can ask your employer what the best time is if you are unsure.

3. Discuss your request at an appropriate time. Yes, it’s good to discuss this with your manager or supervisor whenever you know that he is always chanced. That’s if you want to request in person.

However, to increase the chance of getting this your request approved, let me tell you what I always do, which I believe will work for you as well.

One of these tricks is to come very early to work that day and concentratedly finish your task, and sometimes you exceed your task limit for the day. After you are done with your task for the day, you can then ask for your day off.

4. Ask rather than tell. Since your manager will most likely need to approve your request, ask them if the time you’ve selected for vacation is acceptable rather than telling them you’re taking time off. When making your request, you can mention that you planned your vacation when it would not affect your team and tell them if you’re available to answer questions while you’re away.

5. As I stated earlier before now, when telling you how to write a letter of request, it’s always good to offer brief details when writing a day off request. So, it’s not necessary to tell your manager the reasons for your PTO request unless you’re planning to take an extended time away from your job.

6. Use the appropriate format to send your day off request. In this case, you have to know the correct way to ask for time off before you make your request.

Some companies may require a written statement, while others may accept in-person requests, that’s. OR may happen that the company may have an online timekeeping portal in which you’ll need to submit your request.  So, whatever the case me be, try using the correct format when planning for this.

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Another thing you have to know when planning to request for this is, “How many weeks will it take the company to review your request before giving you approval.” With this, you will know if you are to send your request 2 or 1 month ahead, 2week ahead, and so on.

Importantly, make sure to prepare a plan on how work will be handled in your absence (who will do what). This the most important thing you need to do.


Don’t be ambiguous.

On the day you want off, be absolutely clear.

Consider the following scenario:

Weak: Is it possible for me to take a day off at the month’s end?

Strong: Is it possible for me to take a vacation on January 23?

If your workplace enables you to utilize holiday or sickness absence for non-emergency healthcare consultations, make a note of it.

Examples:

I’d like to call in sick day on June 25 to see an ophthalmologist.

I’d want to take a vacation day on July 9th.

While you are not required to inform your manager why you are requesting the day off, if you have a time-sensitive or private need to attend to, you may find it very easy to have the request granted.

Examples:

My patio repair is only free on this day this month.

My son is giving his first solo performance in a musical.

My old friend is visiting for the week.

Without getting into too much detail, you also can seek a “personal day.”

Be Respectful of Your Colleagues

If you can show how your leave will not affect performance or the workplace, you are more certain to be given buy-in or the day off. Where applicable, include a line describing how your work will also be handled.

Examples:

I’ve already completed the Morrison printing, so there’s no need to bother about proofreading any more papers.

I’m several days earlier than scheduled on the latest software explanatory clip, so I’m not worried about going behind.

Peter and Nancy will also be at the studio that same day and should be able to manage the phones.

Jennifer has agreed to answer my customer’s calls for the rest of the day.

If at all possible, avoid taking the day off if you’re on a strict timeline or when other employees are absent, leaving your employer understaffed. Not only will your employer applaud your thoughtfulness, but so will your coworkers.

Take the Appropriate Actions

Many workplaces have policies in place for requesting and approving days off, so if your boss is strict, consult the company policy before preparing your letter. There could be a priority as to how far in advance you should submit your request, or a restriction on requesting time off during peak seasons or summer vacations, for example. For instance, if you work as a financial planner, April 14 is unlikely to be allowed, and if you distribute goods for a delivery company, December 24 is also improbable. Taking appropriate actions will increase your chances of receiving a day off from work.

Send your email to the appropriate people

Ensure you’re writing to the appropriate personnel. You wouldn’t want your day off letter to get misplaced or ignored. This could be a supervisor, program director, human resource management official, or, in the case of a small business, your actual employer. If the person you’re asking for a day off has an aide or secretary, include them in the letter so your request doesn’t get lost along the way.

Essential details to include in a formal day off request letter

As soon as you have met with your supervisor, manager or rep, draft a formal day off request letter and ensure you include the following details in the letter:

  • The reason for the need to take a day off.
  • Indicate the specific date or day when you intend to take the day off and the date or day you intend to return.
  • It will be helpful to list any job-related responsibilities you will assist in. This will help prepare for your departure. These responsibilities can range from training to instructions to the documentation of instructions.
  • A request for support from your superior throughout your period of absence.
  • A professional letter closing on an expectant note. For instance, ‘thank you for considering my request for a leave’.

Unnecessary details to exclude from a formal day off request letter

When you request a day off from work for any reason – whether personal or medical, it is unnecessary to include personal details. This might differ if the approval for a day off depends on access to medical information. But using ‘personal leave’ or ‘medical leave’ as the subject of the letter is all that is needed. Sometimes, your company may require an additional letter of validation from a medical representative or health expert.


Day Off Request Letter Sample

Below are examples you can use as a guide when you want to request a day off:

Dear Sir Lawal

I would like to kindly ask for one day off on  15th Novemeber 2020 [exact date] because [give a reason – optional]

Mr. Chibuike [colleague name] will cover for me on that day.

Please count this day against my annual leave balance.

Thank you for understanding.

Best Regards

 

 

Dear  [Receivers name],

I have three vacation days available and would like to use these at the end of November. My husband and I would like to plan a trip to California. Would it be okay to use my vacation days Nov. 23-25? I looked at our team schedule, and I should be able to finish reviewing the escrow records by then. I can be available by email during my vacation for quick questions. Let me know if you’d like to have a discussion in person this week.

Thank you,
Julia Ibekwe

 

Dear Tim,

I’m writing this email as a formal request for two days off from Monday, March 14th through Monday, March 16th. I will return to the office on Tuesday, March 17th.

As we discussed last week, I am working hard to complete all my duties before I leave. I know that our project deadline is in April, so I finished most of my upcoming tasks ahead of time so as not to set us behind in schedule.

Feel free to reach out to me if you have any questions or concerns. My work email is [email protected], and my phone number is (444) 555 8282.

Thank you for considering my request.

Best Regards,
John Bello

 

Dear Okon,

As we discussed last month, I will be out of the office from Monday, March 13th through Monday, March 16th. I just wanted to offer a reminder so as not to catch you by surprise.

I’ve closely examined our project schedule to ensure that I’ve completed all tasks assigned to me. I’ve also finished my upcoming duties for the next two weeks ahead of schedule, so we should be progressing as planned in terms of meeting the project deadline.

Of course, I will still be available by phone at (444) 555 8283 and by email at [email protected] in case you need to reach out. Thank you.

Best Regards,
Ifeanyi Udo

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