Leave Request Email to Manager: A Step-by-Step Guide with 17 Real Examples

Requesting time off is a normal part of professional life, whether it’s for a vacation, medical needs, family obligations, or unexpected emergencies. However, how you write a leave request email can make all the difference in how smoothly your absence is managed.

A Statista survey found that in HR shared services worldwide, email was one of the most prevalent channels for communicating with employees.

A well-structured email shows professionalism, ensures clarity, and helps your manager plan workloads in your absence.

In this blog, we’ll cover everything you need to know about writing an effective leave request email for office use, provide real leave request email samples, and walk you through the right leave request email format step by step.

Why Writing a Professional Leave Request Email Matters

A professional leave request email isn’t just about informing your manager; in fact, it is about doing so in a way that’s respectful, clear, and aligned with workplace etiquette. Poorly written or vague emails can create confusion, miscommunication, and even strain professional relationships.

On the other hand, a clear and polite email to the manager for leave ensures that your absence is well-understood and properly managed.

Here are a few reasons why crafting a proper email is important:

A Step-by-Step Guide to Writing a Leave Request Email

Writing a professional leave request email may seem simple, but getting the details right can make all the difference in how your manager or HR perceives your request.

To make the process easier, here’s a step-by-step breakdown you can follow to draft an effective leave request email:

1. Use a Clear Subject Line

Your subject line should immediately convey the purpose of your email. Keep it professional and direct. Examples:

• Leave Request: [Your Name] [Dates]
• Official Leave Request Email for [Reason]
• Annual Leave Request Email

2. Greet Your Manager Politely

Always start with a respectful greeting.

Example:

Dear [Manager’s Name],

3. State Your Intention Clearly

Begin with a straightforward statement of your request.

Example:

I am writing to formally request leave from [start date] to [end date].

4. Provide the Reason

Mentioning the reason adds transparency. Keep it brief and professional.

Examples:

• Sick leave request email to manager: I have been advised by my doctor to take rest due to [medical reason].
• Vacation leave request email: I would like to take time off for a planned vacation with my family.
• Personal leave: I need to take leave due to personal reasons.

5. Offer Handover Details

Showing responsibility helps maintain trust.

Example:

I will ensure all my ongoing tasks are handed over to [colleague’s name] before my leave.

6. Close Professionally

End your email on a polite and professional note.

Example:

Thank you for considering my request. Please let me know if you need any additional details.

7. Add a Signature

Always include your name, designation, and contact details if necessary.

Leave Request Email Format

When requesting time off, it’s important to keep your email clear, professional, and concise. Here’s a standard leave request email format you can follow:

Subject: Leave Request – [Your Name] – [Dates]

Dear [Manager’s Name],

I am writing to request leave from [start date] to [end date] due to [reason]. During my absence, I will make sure to complete my pending tasks and hand over responsibilities to [colleague’s name] to avoid any disruption.

Kindly let me know if you need further details. I would appreciate your approval.

Best regards,
[Your Full Name]
[Your Designation]

Leave Request Email Samples

Here are some sample leave request emails you can adapt based on your situation.

1. Short Leave Request Email Sample for the Office

Subject: Short Leave Request – [Your Name]

Dear [Manager’s Name],

I would like to request a short leave on [date] as I have a personal commitment to attend. I will ensure my tasks are up to date before my absence.

Thank you for your understanding.

Best regards,
[Your Name]
[Your Designation]

2. Sick Leave Request Email to Manager

Subject: Sick Leave Request – [Your Name]

Dear [Manager’s Name],

I am unwell and have been advised by my doctor to take rest. I kindly request sick leave from [start date] to [end date]. I will update you if additional time is required.

Thank you for your consideration.

Best regards,
[Your Name]
[Designation]

3. Sick Leave (1–2 Days)

Subject: Sick Leave Request

Dear [Manager’s Name],

I am feeling unwell and would like to take sick leave on [date(s)]. If required, I can provide a medical note. Thank you for your consideration.

Regards,
[Your Name]

4. Extended Medical Leave (Doctor’s Note Attached)

Subject: Medical Leave Request with Documentation

Dear [Manager’s Name],

Following my doctor’s advice, I will need to take medical leave from [start date] to [end date]. I have attached the doctor’s note for reference. Please let me know if any further details are required.

Kind regards,
[Your Name]

5. Vacation Leave (Planned)

Subject: Vacation Leave Request for [Dates]

Dear [Manager’s Name],

I am planning to take vacation leave from [start date] to [end date]. I will complete pending tasks before my leave and ensure a proper handover. Please confirm if this works for the team schedule.

Best,
[Your Name]
[Designation]

6. Casual Leave Request Email to Manager

Subject: Casual Leave Request – [Your Name]

Dear [Manager’s Name],

I would like to take casual leave on [date] due to [reason]. Please let me know if this can be accommodated.

Best regards,
[Your Name]
[Designation]

7. One-Day Casual Leave

Subject: Request for Leave on [Date]

Dear [Manager’s Name],

I would like to request a day’s leave on [date] due to [personal reason]. Please let me know if any arrangements are needed to ensure a smooth workflow during my absence.

Thank you for your understanding.

Best regards,
[Your Name]

8. Two-Day Leave for Personal Reasons

Subject: Leave Request for [Dates]

Dear [Manager’s Name],

I am requesting leave on [start date] and [end date] for personal reasons. I will ensure all my tasks are updated beforehand, and I am happy to coordinate with the team if needed.

Sincerely,
[Your Name]

9. Professional Leave Request Email for Office (Extended Leave)

Subject: Leave of Absence Request – [Your Name]

Dear [Manager’s Name],

I am requesting a leave of absence from [start date] to [end date] due to [reason]. I will provide a detailed handover to [colleague’s name] to ensure continuity of work during this period.

Please let me know if you need supporting documents or further information.

Thank you for your understanding and support.

Best regards,
[Your Name]
[Designation]

10. Family Emergency Leave

Subject: Emergency Leave Request

Dear [Manager’s Name],

Due to a family emergency, I request leave starting [date]. I will keep you updated and inform you of my expected return as soon as possible.

Thank you for your understanding.

Sincerely,
[Your Name]

11. Half-Day Leave Request

Subject: Request for Half-Day Leave on [Date]

Dear [Manager’s Name],

I would like to request a half-day leave on [date] due to [reason]. I will be available during the morning and complete urgent tasks before leaving.

Thank you,
[Your Name]

12. Leave for Personal Appointment

Subject: Leave Request for [Date]

Dear [Manager’s Name],

I have a personal appointment on [date] and request leave for the day. I will ensure all critical tasks are managed before my absence.

Best regards,
[Your Name]

13. Bereavement Leave

Subject: Bereavement Leave Request

Dear [Manager’s Name],

I regret to inform you of a family loss and kindly request leave from [start date] to [end date]. I appreciate your understanding during this difficult time.

Sincerely,
[Your Name]

14. Study/Exam Leave

Subject: Leave Request for Exams on [Dates]

Dear [Manager’s Name],

I am preparing for upcoming exams and request leave from [start date] to [end date]. I will make arrangements to ensure my responsibilities are covered during this period.

Kind regards,

[Your Name]

15. Maternity Leave

Subject: Request for Maternity Leave from [Start Date]

Dear [Manager’s Name],

As per company policy, I would like to formally request maternity leave starting from [start date] until [end date]. I will coordinate with the team to hand over responsibilities before my leave begins. Please confirm the process for documentation and HR formalities.

Thank you for your support.

Warm regards,

[Your Name]

16. Paternity Leave

Subject: Request for Paternity Leave on [Dates]

Dear [Manager’s Name],

I am writing to request paternity leave from [start date] to [end date] to support my family during this important time. I will ensure all pending work is updated and coordinate with my team for a smooth transition.

Thank you for your consideration.

Sincerely,

[Your Name]

17. Religious Leave

Subject: Request for Religious Leave on [Dates]

Dear [Manager’s Name],

I would like to request leave from [start date] to [end date] to observe [religious occasion/ritual]. I will complete pending tasks in advance and ensure a smooth handover of responsibilities. Please let me know if you require any additional information or documentation.

Thank you for your understanding.

Respectfully,

[Your Name]

Common Mistakes to Avoid in a Leave Request Email

Even the most well-intentioned leave request emails can get delayed or denied if they aren’t written properly. Small errors like being vague about dates or forgetting a subject line can make your email appear unprofessional and cause confusion for your manager or HR. By knowing what to avoid, you’ll save time, maintain credibility, and increase the chances of a smooth approval process.

Let’s look at the most common mistakes employees make when drafting leave request emails and how you can steer clear of them.

1. Lack of Clarity in Your Request

One of the most common mistakes employees make is not being specific in their leave request. Writing something like “I’ll be away for a while” creates confusion for managers and HR.

Studies show that a lack of effective communication is one of the main causes of workplace failures. According to workplace communication statistics, 86% of employees and executives identify poor collaboration and ineffective communication as the leading causes of workplace failures.

Always state the exact dates and duration of your leave so that your absence can be planned for and approved without unnecessary back-and-forth communication.

2. Using Overly Casual Language

Even if you share a friendly relationship with your manager, it’s important to maintain professionalism in a leave request email. Overly casual wording, such as “Hey, I’m taking off tomorrow,” can come across as careless. Instead, use polite and respectful language that reflects your seriousness and helps maintain a positive professional image.

3. Not Offering Handover Details

Neglecting to include handover details can make it seem like you are leaving your responsibilities unattended. Briefly mention who will handle urgent tasks in your absence, or outline how you’ve prepared your work ahead of time. This demonstrates accountability and reassures your manager that operations will run smoothly while you’re away.

4. Missing Subject Line

A subject line sets the context of your email immediately. Without it, your message may be overlooked or lost in a crowded inbox. A clear subject like Leave Request: [Your Name], [Dates] ensures that your email is easy to track and helps your manager respond promptly.

5. Not Checking Company Leave Policies or Legal Requirements

Requesting leave without reviewing company policies can lead to unnecessary complications, such as applying for more days than you’re entitled to, or failing to provide required documentation can create conflict. When policies/procedures are vague, employees tend to make mistakes, misunderstand expectations, or get denied leave because essential info (dates, type, reason) is missing.

Best Practices for Writing a Leave Request Email

Avoiding mistakes is only half the picture; knowing what to do right is just as important. A well-written leave request not only gets approved faster but also reflects your professionalism and respect for workplace processes.

Here are some practical guidelines to help you craft a leave request email that leaves a positive impression and minimizes the chance of delays or misunderstandings.

1. Keep It Short, Clear, and Polite

Your manager doesn’t need a long story, just the essentials. A concise and respectful tone makes your request easier to read and more likely to be approved quickly.

2. Mention Dates Clearly

Always specify the start and end dates of your leave. This eliminates guesswork and helps your team plan around your absence.

3. Provide Reason If Appropriate

You don’t need to go into personal details, but a brief reason (like “medical leave” or “family commitment”) gives context and shows transparency.

4. Show Accountability by Preparing a Handover

A strong leave request demonstrates responsibility. Mentioning how you’ve handled pending tasks or who will cover in your absence reassures your manager of smooth workflow continuity.

5. Always Maintain Professionalism, Even for Casual Leave

Even if you’re requesting just a day off, use polite language. Professional communication strengthens trust and sets the right impression.

6. Review Your Company’s Policy First

Before submitting a leave request, make sure you know the rules. Some organizations require advance notice or documentation.

Conclusion

Writing a leave request email doesn’t have to be complicated. By following a clear leave request email format, maintaining professionalism, and offering handover details, you can ensure your request is well-received and approved without issues.

No matter if it’s a short one-day leave request, a sick leave email to your manager, or a formal vacation request, by keeping your message respectful, stating exact dates, and showing responsibility through a proper handover, you increase the chances of your request being quickly approved.

Finally, just as clear communication matters in leave requests, ensuring your emails reach the right inbox is equally important in professional settings. Email verification services can help keep your messages reliable and prevent miscommunication caused by undelivered emails.

FAQs (Frequently Asked Questions)