Vacation Request Email Examples: 6 PTO Samples + Builder

A vacation request email asks your manager for time off in writing. The best ones are short, give the dates up front and show how your work will be covered.

Below are 6 vacation and PTO request email examples, followed by a free builder with three starting points. Make your own, then print it or copy it into your email.

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The people, employers and dates in these examples are fictional. Replace them with your own.

6 Vacation Request Email Examples

Quick jump: One week Two weeks Holiday PTO Large company Peak season Reminder email Free vacation request email builder

Vacation Request Email for One Week

Subject: Vacation Request: Jessica Johnson, June 2 to June 6

Hello Mr. Smith,

I am writing to request vacation from Monday, June 2 through Friday, June 6. I am sending this more than two months ahead so you can plan.

This is a slower time for our team. I will finish my open projects before I leave, and Sarah Miller has agreed to cover my daily tasks. Could you confirm that the dates work for you?

Thank you for considering my request.

Best regards,
Jessica Johnson
Account Manager

Vacation Request Email for Two Weeks

Subject: Vacation Request: Michael Brown, July 7 to July 18

Hello Ms. Davis,

I am writing to request two weeks of vacation from Monday, July 7 through Friday, July 18. I wanted to give you plenty of notice.

Before I leave, I will finish my current projects and hand off my weekly reports in writing to David Wilson. I will return on Monday, July 21. I am glad to answer any questions, and I would appreciate your confirmation.

Thank you,
Michael Brown
Sales Associate

PTO Request Email for a Holiday

Subject: PTO Request: Emily Taylor, November 27 and 28

Hello Mr. Anderson,

I am writing to request paid time off on Thursday, November 27 and Friday, November 28 for the Thanksgiving holiday.

I will finish my tasks for the week before I leave so that nothing is left waiting. I have enough PTO available, and I will return on Monday, December 1. Would you let me know if these dates work?

Thank you,
Emily Taylor
Customer Service Representative

Vacation Request Email at a Large Company

Subject: Smith, Daniel: Vacation Request, August 4 to August 15

Hello Ms. Thomas,

I am writing to request vacation from Monday, August 4 through Friday, August 15, as we discussed in our meeting last week.

I will complete my quarterly report before I leave and share my project notes with Robert Jones, who will cover for me. I will also send a reminder email the week before I go. Thank you for approving my request in the system.

Best regards,
Daniel Smith
Project Manager

Vacation Request Email for a Peak Season

Subject: Vacation Request: Ashley Williams, March 16 to March 20

Hello Mr. Miller,

I am writing to request vacation from Monday, March 16 through Friday, March 20. I know March is a busy time, so I am asking early.

I will finish my filing tasks ahead of schedule and train Christopher Davis on the rest. If another week works better for the team, I am happy to talk about it. Could we meet this week to go over the dates?

Thank you for your time,
Ashley Williams
Office Manager

Reminder Email Before Your Vacation

Subject: Reminder: Out of Office June 2 to June 6

Hello team,

I am writing to remind you that I will be out of the office from Monday, June 2 through Friday, June 6, and I will return on Monday, June 9.

My open tasks are finished or listed in the shared handoff note. Sarah Miller will cover for me and can be reached at sarah.miller@example.com.

Thank you,
Jessica Johnson
Account Manager

Free Vacation Request Email Builder

Which Starting Point Fits You?

Your situation	Builder choice	What to include
A week off	One week of vacation	Early notice and a coverage plan
A longer trip	Two weeks of vacation	Written handoff and return date
A few days around a holiday	PTO for a holiday	Dates, PTO balance and tasks finished

How to Write a Vacation Request Email

Step	What to write	Source
1. Subject line	State the purpose and dates, such as Vacation Request June 1-15; large companies often add your name first	Indeed
2. Opening	State the request and the dates in the first sentence	Indeed
3. Reason	Add a short reason if you like; it is optional	Indeed
4. Work plan	List tasks you will finish and tasks you will delegate	Indeed
5. Close	Invite questions and ask for confirmation	Indeed

Timing and Etiquette

Tip	Why it helps
Ask at least two months ahead	Gives your manager time to plan; ask earlier for peak periods
Check company policy	Some employers set blackout dates or notice rules
Talk in person first, then email	Confirms the dates in writing
Pick slower periods	Easier to approve
Send a reminder before you leave	Keeps coworkers informed

Mistakes to Avoid

Vague dates. Give exact dates in the subject and the first sentence.
Asking too late. Send it early, especially in busy seasons.
No work plan. Say what you will finish and who will cover.
Booking first. Check approval and policy before you pay for travel.
Typos. Proofread twice.

Vacation Request Checklist

Tick each item as you finish. Your email is ready when the counter reaches 10.

Frequently Asked Questions

How do I write a vacation request email?

Put the purpose and dates in the subject line, state the request in the first sentence, add an optional reason, list tasks you will finish or hand off, and ask for confirmation.

What should the subject line say?

The purpose and the dates, such as Vacation request June 1-15. At a large company, you can add your name, such as Smith – Vacation request June 1-15.

How early should I ask for time off?

Indeed advises asking at least two months ahead and giving more notice for peak periods. Check your company policy for its own rule.

Should I give a reason?

A reason is optional. If you add one, keep it brief.

Should I talk to my manager first?

Yes. Raise it in person if you can, then confirm the request in writing.

What is the difference between vacation and PTO?

Vacation is time off for rest or travel. PTO is paid time off that many employers use for vacation, sick days and personal days. The email is written the same way.

What if my request is denied?

Ask if other dates would work, and offer to adjust your plans. Stay polite and keep a record of the reply.

Should I name who will cover for me?

Yes, if you have agreed it with them. A clear coverage plan makes approval easier.

Should I send a reminder before I leave?

Yes. A short email the week before reminds the team of your dates and your handoff plan.

Can I use the same email for different managers?

Yes, but change the name, dates and work plan each time.

Conclusion

A good vacation request is early, clear and considerate. Give your dates, show how work will be covered and ask for a reply. Use the builder above to write yours today.