How to Write an Email Requesting Time Off for Personal Reasons

In this article, you will learn how to write an email requesting time off for personal reasons. You will get step-by-step guidance on what to do before writing the email, what to include in the email, and even find customizable email templates to make the process easier.

If you’re wondering how to politely request time off from work, we’ve got you covered!

What To Do Before Writing the Email

Before you begin drafting your email requesting time off, it’s essential to take a few actions and gather necessary information:

  • Check your workplace policies: Review your company’s policies regarding time off, including any specific procedures or protocols for requesting personal leave.
  • Understand your entitlements: Familiarize yourself with the number of vacation days or personal leave you have accumulated and how much you are eligible to take.
  • Consider the timing: Reflect on when would be the most suitable time to take the time off. Assess any upcoming projects or commitments that might be affected by your absence.
  • Plan ahead: If possible, try to propose dates for your absence, taking into account your workload and any potential impact on your colleagues or team.

What to Include In the Email

When writing an email requesting time off for personal reasons, make sure to include the following elements:

Subject Line

Choose a clear and concise subject line that directly conveys the purpose of your email. For example: “Request for Personal Leave” or “Time Off Request for Personal Reasons.”


Address the recipient in a professional manner. Start with “Dear [Supervisor’s Name],”


Begin by stating the purpose of your email. Mention that you would like to request time off for personal reasons.

Reason for Time Off

Provide a brief explanation of why you need time off for personal reasons. It is essential to be honest and straightforward, without providing excessive personal details.

Duration and Dates

Specify the duration of your requested time off, including the start and end dates. If possible, suggest alternative dates or propose a window of time that could offer more flexibility.

Work Coverage Plan

Address any potential concerns regarding your absence by outlining your plan to ensure work continuity. Offer suggestions for delegating tasks or identifying a colleague who can handle any urgent matters during your absence.

Gratitude and Closing

Express gratitude for the opportunity to make this request and convey your willingness to discuss any further details or concerns. End the email with a courteous closing, such as “Best regards” or “Sincerely,” followed by your name and contact information.

Email Template

Subject: Request for Personal Leave

Dear [Supervisor’s Name],

I am writing to formally request time off from work for personal reasons.

Due to personal circumstances, I require a leave of absence starting from [start date] to [end date]. The total duration of my absence will be [number of days].

I have thoroughly considered the timing and potential impact on my work and colleagues. I am confident that I can complete all pending tasks before my departure and have arranged for [colleague’s name] to handle any urgent matters during my absence.

I appreciate your understanding and support regarding this matter. If there are any concerns or further details you would like to discuss, please feel free to reach out to me. I will be more than willing to provide any necessary information.

Thank you for considering my request. I look forward to your response.

Best regards,

[Your Name]

[Email Address]

[Phone Number]


Writing an email requesting time off for personal reasons can feel daunting, but with proper preparation and a well-structured request, you can make the process smoother. Remember to follow your company’s policies and be professional and respectful throughout the email. By providing a clear explanation and outlining your plan for work coverage, you increase the chances of obtaining approval for your requested time off.

Lastly, always be mindful of your colleagues and the impact your absence may have on them. Good communication and proactive planning will ensure a successful transition during your time away. Best of luck with your request!