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This article was co-written by Archana Ramamoorthy, MS. Archana Ramamoorthy is the Director of Technology Product Management at Workday. She is a product ninja, a security advocate, and has ambitions to expand the tech industry. Archana received her BS from SRM University and MS from Duke University and has worked in product management for over 8 years.
This article has been viewed 13,824 times.
At work, taking time off can be a little nerve-wracking and difficult, but it’s essential. If you carefully plan your leave time to minimize difficulties for your manager, the chances of your leave application being approved will be higher. When you sit down to write your leave email, be upfront, friendly, and give a good explanation as to why you want to take the leave. Whether the reason is traveling or dealing with personal matters, you can apply for leave with confidence if you’re polite and thoughtful about how your absence will affect you. to the workplace.
Steps
Arrange the time to apply for leave
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Check your company’s policy on taking leave. Check your employee handbook or ask your manager about your workplace’s leave policy. Find out how many days off you are allowed, how and when these days are accrued, and whether you are eligible for paid leave. [1] X Research Source
- The level of seniority can also affect the number of leave days you take and when you can take them off.
- If you are a new employee, check to see if you are eligible for leave. For new hires, taking a leave of absence can be a bit difficult, and your manager may not be as enthusiastic about it.
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Plan your vacation at an opportune time. It’s easier to apply for leave if you’re not caught up in a project in progress, or if there’s no deadline for completion. If your company has a busy time of year, you should try to avoid taking time off during that period. [2] X Research Source
- If you need to take leave during that busy period for an unexpected emergency or for some unexpected opportunity, include a compelling explanation in your application.
- If possible, ask if anyone is considering taking leave for the periods of time you want. In case your workplace has few employees, it will be more difficult for the manager to approve your leave application. [3] X Research Sources
- If your leave request is approved, about a week before you leave, tactfully remind your co-workers that you will be absent.
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Apply for leave at least two weeks in advance. You should apply for leave at least two weeks before the date you begin your leave period. Usually, the sooner you give notice, the better your chance of applying for leave. Notifying your manager that you plan to take a few weeks off, or even a month, before leaving will help prepare the workplace for your absence. [4] X Research Sources
- The longer you plan to take leave, the sooner you should give notice. If you need to take a few days off, 2 weeks’ notice should suffice. If you are absent for a week or more, you should let your manager know at least a month before you leave.
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Get as much work done as you can before taking a break. If during the time you are applying for leave there are still tasks and responsibilities that you have to do, try to complete these tasks as much as possible before leaving. Assure your colleagues that your absence will not be too much of a burden for them, will always be appreciated, and it will be easier for your manager to approve your leave application. [5] X Research Sources
- If you are unable to complete work responsibilities before taking leave, arrange with co-workers to have them help you with those tasks. Make sure they understand what tasks you need them to complete. Give them your contact information in case they need your help.
Write email
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Place your leave request in the subject line of the email. You’ll want your manager to immediately understand your request without even opening the email. In particular, emphasize that you are writing your application for leave and include the time you intend to take leave in the subject line of the email. [6] X Research Sources
- For example, the subject line might be: “Nguyen Phong applies for leave from 10/10/2020 to 10/25/2020.”
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Start with a friendly greeting. Mention your manager’s name directly and include a greeting. While it may sound unnecessary or unimportant, this will set a warm tone and help the email look more professional. [7] X Harvard Business Review Trusted Source Go to Source
- Your greeting doesn’t have to be flashy. Just saying simple words like “Hello, Ms. Hoa”, “Hello Mr. Quan”, or “Dear Mr. Tuan” is perfect enough.
- Pay attention to the manager’s title and desire in how they want their name mentioned. If your workplace often uses last names in communication, it would seem disrespectful to mention the manager’s name in an email. Similarly, if the manager uses a title (such as doctor, professor, judge, etc.), you should use this title in the greeting.
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Provide time off. Even if you’ve mentioned how long you’d like to take time off in the subject line of your email, it’s still a good idea to re-emphasize the time off in the first line of your email. This information should be in the required format.
- For example, you might write: “I would like to take a leave of absence from Wednesday, October 10 to the end of Thursday, October 25.”
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Explain why you want to take the leave. After giving the time you want to take off, immediately state why you are writing this application. You should be honest about why you want to leave, even if you think your reason won’t get a positive response. If you lie, the consequences will be unpredictable, and it will make it more difficult to apply for leave in the future. [8] X Harvard Business Review Trusted Source Go to Source
- For example, you could write: “The reason I’m taking leave these days is because my family is going on a trip to Nha Trang.”
- If you are applying for leave for urgent or unexpected reasons, make sure you emphasize this in your explanation. Funerals, health problems, or unexpected weddings are a few examples of circumstances that are unexpected and cause a manager to approve a last-minute leave application.
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Reassure your manager that you have a plan for your absence. Let your manager know that you’ve thought through how your absence affects the workplace. If you need to arrange for someone to do the work you’re doing on your behalf, or if an existing project or client needs your attention during your time off, explain in detail that you’ll be dealing with these issues. How about this problem. The more work and pressure you help your manager handle, the more comfortable they’ll be when you ask for leave. [9] X Trusted Source Harvard Business Review Go to Source
- For example, you could write: “I pledge to be responsible for the work I am doing during my absence. I have arranged for Chi to help me deal with my client. Besides, I also completed all the paperwork that needed to be done during my absence.”
- It’s a good idea to tell your manager how to contact you in your absence. If it is not possible or convenient for you to provide a phone number or email address during your leave, mention this in your leave application.
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Close the application with a positive note. At the bottom of your email, you should ask if your request for leave makes sense to your manager. You should also thank the manager before signing. This will help keep the same friendly and professional tone as when you’re opening your leave application with a greeting.
- For example, the end of the email might say: “Is this leave application reasonable? Thank you, Thanh.”
Expert advice
How to make the most of your vacation time:
- Set goals for yourself about what you want to learn or achieve in the next 6 months. Having a goal to look forward to will help keep you motivated for the first month after you return to work from a long break.
- During your sabbatical, think about your career. Ask yourself where you want to be and if the work you’re doing is really bringing you there. Then brainstorm for more opportunities at work that can help you move closer to your long-term goals.
- If you’re happy with your workplace but aren’t happy with the exact role you’re in, consider talking to your manager about the possibility of a transition to another role within the company before returning to work. .
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This article was co-written by Archana Ramamoorthy, MS. Archana Ramamoorthy is the Director of Technology Product Management at Workday. She is a product ninja, a security advocate, and has ambitions to expand the tech industry. Archana received her BS from SRM University and MS from Duke University and has worked in product management for over 8 years.
This article has been viewed 13,824 times.
At work, taking time off can be a little nerve-wracking and difficult, but it’s essential. If you carefully plan your leave time to minimize difficulties for your manager, the chances of your leave application being approved will be higher. When you sit down to write your leave email, be upfront, friendly, and give a good explanation as to why you want to take the leave. Whether the reason is traveling or dealing with personal matters, you can apply for leave with confidence if you are polite and thoughtful about how your absence will affect you. to the workplace.
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