How to Write a Convincing Leave Request Email That Gets Approved

Table of Contents

How to write a Leave Request Email?

I would open my email page and start writing my leave request email. But, it always seemed that there was more backspacing than typing. I worried about the tone of my email, whether or not I should give a reason for the leave or whether I should simply state the time period and hope for the best.
So, after years of trying and failing and then trying again to get my leaves sanctioned, I devised a pretty foolproof formula.Leave Request Email

Pleasant and Polite Tone

Being a natural diplomat, this part comes easily to me, so I always choose a very respectful, polite professional tone. In essence, I give respect where respect is due in my leave request email. I remind myself that this is, in fact, a request that may not necessarily be granted and if I appear as amiable as possible the chances of my success increase tenfold.

Give a Reason

I always wondered why I had to give a reason in my leave request email. Isn’t that personal? The truth of the matter is that it’s good form to give a reason whether it is a death in the family or an illness. As such, I recommend stating a clear reason for a request. It fosters trust and straightforwardness and increases the likelihood of a favourable response.

State clear details

My boss is a stickler for details, so I give all the details! I give clear dates, times if necessary and exactly when I will be returning to the office. I state whether or not I will be reachable to field questions or whether I will respond to emails at the end of the business day.
I also advise where I am on my current projects and that I will do a proper handover report to make it easier for my team to pick up where I left off. I also offer to train the person who may be holding on at my desk, if necessary. In essence, I reassure my boss that I am doing everything possible to make the absence as painless as possible for him/her and my team.

Submit leave request email in a timely fashion

Once I have enough notice on my end, I submit my leave request email as soon as possible to my boss. It helps that there’s enough time to make a contingency plan. Plus, it is respectful and considerate and my boss always appreciates any extra heads up I can give.

Sample Leave Request Email

I could have used a little help when I first started out in the working world so I am going to pay it forward and drop an easy to use draft.

Subject: Leave Request- John Smith
Please be advised that I would like to formally request a leave of absence for my father’s funeral in Delhi. I would be away from the office from June 15, 20XX to June 20, 20XX. I will return to work on June 21, 20XX.
I will be reachable via email and phone. I am willing to provide a handover report and train my replacement.
Thank you for your kind consideration in this matter. I look forward to a favourable response.
Kind Regards
John Smith

PS: If you need it, here’s how to write a cover letter for job applications with a sample.
We’re signing off now folks, good luck with your leave request emails in the future!
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