Leave Request Email (2026): 15 Professional Templates for Work

A professional leave request email clearly states the dates you need off, briefly explains the type of leave, shows how your work will be covered, and asks for approval. The message should be polite, easy to review, and consistent with your employer’s leave policy.

Use the templates below for annual leave, vacation, personal days, sick leave, emergencies, family responsibilities, medical appointments, bereavement, unpaid leave, study leave, parental leave, and half-day requests.

Quick Leave Request Email Template

Subject: Leave Request for [Dates]

Hi [Manager Name],

I would like to request leave from [Start Date] through [End Date], returning to work on [Return Date]. I am requesting this time off for [brief reason or type of leave].

Before I leave, I will complete [priority tasks], provide a clear handover, and make sure [Colleague Name/Team] has the information needed to handle urgent matters.

Please let me know whether these dates can be approved or if you need any additional details.

Kind regards,
[Your Name]

What to Include in a Leave Request Email

• A clear subject line: Include “leave request” and the relevant dates.
• Exact dates: State the first day off, last day off, and return date.
• Type of leave: Annual, personal, medical, emergency, bereavement, unpaid, parental, or another category used by your company.
• A brief reason: Share only what is necessary. Personal or medical details can remain private.
• Coverage plan: Explain how deadlines, clients, meetings, and urgent requests will be handled.
• A clear request for approval: Ask the manager to confirm whether the dates work.

Check your company’s policy before sending the email. Some employers require a form, HR portal request, minimum notice period, supporting document, or manager approval before leave is confirmed.

Leave Request Email Subject Lines

• Leave Request: [Start Date] to [End Date]
• Annual Leave Request for [Dates]
• Request for Time Off on [Date]
• Personal Leave Request
• Vacation Leave Request: [Dates]
• Sick Leave Request for [Date]
• Emergency Leave Request
• Half-Day Leave Request for [Date]
• Medical Appointment Leave Request
• Unpaid Leave Request: [Dates]
• Bereavement Leave Request
• Study Leave Request for [Exam/Course Dates]
• Parental Leave Request
• Request to Extend Approved Leave
• Request to Change Leave Dates

15 Professional Leave Request Email Templates

1. Standard Annual Leave Request Email

Subject: Annual Leave Request: [Start Date] to [End Date]

Hi [Manager Name],

I would like to request annual leave from [Start Date] through [End Date]. I plan to return to work on [Return Date].

I will complete my current priorities before I leave and prepare a handover for [Colleague/Team]. Please let me know whether these dates can be approved.

Kind regards,
[Your Name]

2. Vacation Leave Request Email

Subject: Vacation Request for [Dates]

Hi [Manager Name],

I am writing to request vacation leave from [Start Date] to [End Date]. I have reviewed my upcoming deadlines and will complete [Task/Project] before my leave begins.

I will also coordinate coverage with [Colleague Name] and provide any necessary handover notes. Please let me know if these dates work for the team.

Best regards,
[Your Name]

For additional vacation-specific wording, use these vacation request email templates and examples.

3. Personal Leave Request Email

Subject: Personal Leave Request for [Dates]

Hi [Manager Name],

I would like to request personal leave from [Start Date] through [End Date] due to a personal matter that requires my attention.

I will make sure my priority work is completed or reassigned before I leave. I would appreciate your approval and am available to discuss the coverage plan if needed.

Thank you,
[Your Name]

4. Sick Leave Request Email

Subject: Sick Leave Request for [Date]

Hi [Manager Name],

I am unwell and unable to work today, [Date]. I would like to request sick leave and will keep you updated if I need additional time to recover.

I have informed [Colleague/Team] about [urgent task], and they have the information needed to handle it. Thank you for your understanding.

Best,
[Your Name]

See more short and formal options in these sick leave email examples.

5. Emergency Leave Request Email

Subject: Emergency Leave Request

Hi [Manager Name],

Due to an unexpected personal emergency, I need to request leave beginning [Date]. I currently expect to return on [Date], but I will update you if the situation changes.

I have shared the most urgent information with [Name/Team]. I apologize for the short notice and appreciate your understanding.

Kind regards,
[Your Name]

6. Family Care Leave Request Email

Subject: Family Care Leave Request for [Dates]

Hi [Manager Name],

I would like to request leave from [Start Date] through [End Date] to care for a family member.

I will complete [priority work] before my leave and arrange coverage for [responsibilities]. Please let me know if you need any additional information for the request.

Thank you,
[Your Name]

7. Bereavement Leave Request Email

Subject: Bereavement Leave Request

Hi [Manager Name],

I am writing to request bereavement leave from [Start Date] through [End Date] following a loss in my family.

I will provide any documentation required by company policy and will coordinate the handover of urgent work. Thank you for your understanding during this difficult time.

Sincerely,
[Your Name]

8. Half-Day Leave Request Email

Subject: Half-Day Leave Request for [Date]

Hi [Manager Name],

I would like to request a half-day of leave on [Date] and plan to be away from [Time] onward.

I will complete [task] before leaving and remain available for urgent issues until [Time]. Please let me know if this schedule works.

Best regards,
[Your Name]

9. Medical Appointment Leave Request Email

Subject: Leave Request for Medical Appointment on [Date]

Hi [Manager Name],

I have a medical appointment on [Date] at [Time] and would like to request leave from [Start Time] to [End Time]. I expect to return to work at approximately [Time], if applicable.

I will make sure my meetings and deadlines are covered. Please let me know if you need any additional information.

Kind regards,
[Your Name]

10. Unpaid Leave Request Email

Subject: Unpaid Leave Request: [Dates]

Hi [Manager Name],

I would like to request unpaid leave from [Start Date] through [End Date] for [brief reason]. I understand that approval may depend on company policy, workload, and staffing requirements.

I am prepared to create a detailed handover and help plan coverage before the leave begins. Please let me know whether we can discuss this request.

Best regards,
[Your Name]

11. Study or Exam Leave Request Email

Subject: Study Leave Request for [Dates]

Hi [Manager Name],

I would like to request study leave from [Start Date] through [End Date] to prepare for and attend [Exam/Course/Certification].

I will complete [priority tasks] in advance and coordinate coverage with [Name]. I would appreciate your approval and can provide the schedule or supporting details if required.

Kind regards,
[Your Name]

12. Parental Leave Request Email

Subject: Parental Leave Request

Hi [Manager Name],

I am writing to formally request parental leave beginning [Start Date]. Based on my current plan, I expect to return on [Return Date], subject to the applicable policy and any necessary updates.

I would like to begin planning the transition of my responsibilities, including [projects/clients/tasks]. Please let me know the next steps and any forms or documentation required.

Sincerely,
[Your Name]

13. Extended Medical Leave Request Email

Subject: Medical Leave Request: [Start Date]

Hi [Manager Name],

Following medical advice, I need to request leave beginning [Start Date]. My current estimated return date is [Date], although this may be reviewed depending on my recovery.

I will provide the documentation required by HR and work with you on a handover plan for my responsibilities. Please let me know the appropriate next steps.

Kind regards,
[Your Name]

14. Request to Change Approved Leave Dates

Subject: Request to Change Approved Leave Dates

Hi [Manager Name],

I would like to ask whether my approved leave can be changed from [Old Dates] to [New Dates] due to [brief reason].

I understand that the change depends on team coverage and operational needs. I will adjust my handover and deadlines accordingly if the new dates are approved.

Please let me know whether this change is possible.

Best regards,
[Your Name]

15. Last-Minute Leave Request Email

Subject: Urgent Leave Request for [Date]

Hi [Manager Name],

I am sorry for the short notice, but I need to request leave on [Date] because of an unexpected [personal/family/medical] matter.

I have updated [Name/Team] on the urgent items and shared the necessary files and instructions. Please let me know if you need anything else from me before I step away.

Thank you for your understanding,
[Your Name]

How to Write a Leave Request Email Step by Step

1. Review the policy. Confirm available leave, notice requirements, approval levels, and documentation rules.
2. Choose exact dates. Include the return date, not only the dates you will be absent.
3. Keep the reason appropriate. A short description is usually enough unless HR requires more information.
4. Explain the work plan. Mention deadlines, clients, meetings, and who can cover urgent responsibilities.
5. Ask for approval. Do not write as though the leave is already confirmed unless it is protected or handled under a separate policy.
6. Send it early. Planned leave is easier to approve when the team has time to arrange coverage.
7. Follow up professionally. If there is no reply, send a short reminder rather than assuming approval.

Short Leave Request Email

Subject: Leave Request for [Dates]

Hi [Manager Name],

I would like to request leave from [Start Date] through [End Date]. I will complete my priority work and arrange coverage before I leave.

Please let me know whether the dates can be approved.

Thank you,
[Your Name]

Formal Leave Request Email

Subject: Formal Leave Request: [Start Date]–[End Date]

Dear [Manager Name],

I am writing to formally request [type of leave] from [Start Date] through [End Date], with a planned return on [Return Date].

I will ensure that current assignments are completed where possible and that a full handover is provided for any ongoing responsibilities. I would appreciate confirmation of whether the request can be approved and whether any additional forms or documentation are required.

Sincerely,
[Your Name]
[Job Title]

Leave Request Email With a Handover Plan

Subject: Leave Request and Coverage Plan for [Dates]

Hi [Manager Name],

I would like to request leave from [Start Date] through [End Date]. To minimize disruption, I propose the following coverage plan:

• [Project/Client]: [Colleague Name] will handle urgent questions.
• [Deadline]: I will complete this by [Date].
• [Meeting]: I will reschedule it or provide notes to [Name].
• [Approvals]: [Backup Person] can handle time-sensitive requests.

Please let me know whether the dates and coverage plan are acceptable.

Best regards,
[Your Name]

Follow-Up Email if Your Leave Request Has No Reply

Subject: Follow-Up: Leave Request for [Dates]

Hi [Manager Name],

I am following up on my leave request sent on [Date] for [Start Date] through [End Date]. I understand you may need to review team coverage before confirming.

Please let me know if you need any additional information or changes to the proposed handover plan.

Thank you,
[Your Name]

Leave Request Email vs. Vacation Request Email

After the leave is approved, activate a professional out of office email message for the dates you will be unavailable.

Common Leave Request Email Mistakes

• Using vague dates: Write exact calendar dates and a return date.
• Assuming approval: Ask for confirmation unless the policy says otherwise.
• Overexplaining: Share only the personal or medical information required.
• Ignoring workload: Include a realistic plan for deadlines and coverage.
• Sending too late: Planned leave should be requested as early as possible.
• Bypassing policy: Complete any required HR form or portal request as well.
• Promising full availability: If you are on leave, do not create an expectation that you will continue working normally.

Frequently Asked Questions

How far in advance should I request leave?

Follow your employer’s policy. For planned annual leave or vacation, earlier notice usually makes scheduling and approval easier. Emergencies and illness may require same-day notice.

Do I need to give a reason for leave?

A brief category such as personal leave, medical leave, or family responsibility is often sufficient. HR may require additional information for certain leave types, but you generally do not need to share unnecessary personal details in the email.

Can I request leave by text message?

For an urgent same-day absence, a text or team message may be appropriate if that is your normal workplace procedure. Follow it with the formal email or HR submission required by company policy.

Should I mention my remaining leave balance?

You can mention that you have checked your balance, but it is not usually necessary. HR systems and managers may verify availability separately.

What if my manager rejects the dates?

Ask which dates would work better, whether a shorter period is possible, or whether coverage changes could make approval possible. Keep the discussion professional and document any revised agreement.

Should I create an out of office message before approval?

No. Wait until the leave is confirmed, then schedule your automatic reply for the approved dates.

Create Your Leave Request Email

Choose the closest template, replace the bracketed details, confirm your company’s policy, and add a realistic handover plan. For a fully customized email, use the InstantDocsAI Professional Email Writer.