How to Request Days Off: A Professional Approach to Time Off

February 13, 2025
Stanley Meek
10 min read

Home
Human Resource
How to Request Days Off: A Pro ...

“Hi, good morning HR. I would like to inform you that I won’t be coming to work. I am not feeling fine (sick).
This was an email I received from an employee on a Tuesday morning at exactly 6:45 AM. I found it quite amusing, not just because the request was informal and unprofessional, but because this individual went ahead and took three days off without receiving any approval.

When she returned, I called her into my office and asked her if she saw anything wrong in the mail she sent and her behavior afterward; she replied, “I don’t see anything wrong, sir”. At that moment, I knew the issue was a lack of proper workplace orientation. So, I took the opportunity to educate her and later extended the lesson to the entire team. I taught them the professional way to request days off from work.”

Before I go ahead to enlighten you like I did my team, here is the mail I sent in correction to what i refer to as “bad request.”

In respect to the meeting you had with the HR earlier today regarding a badly written mail, below are the things wrong with your mail:

Lack of Proper Greeting: The greeting is too informal and does not address the recipient in a professional manner. “Hi” is quite casual, especially for communication in the workplace, and the title “HR” could be more specific.
Inadequate Subject Line: There’s no subject line mentioned, and emails without clear subject lines can be easily disregarded.
No Clear Context: Incomplete Notification: The email lacks details that would typically be expected, such as how long the employee expects to be absent. Providing more complete information helps HR plan accordingly.
Lack of Professional Tone: Phrasing like “I won’t be coming to work” comes across as blunt and lacks the courteous language expected in professional communication. Adding a simple acknowledgment like “I apologize for the inconvenience” or “Thank you for your understanding” shows consideration. The email could be more formal in its tone. It should also indicate more professionalism in the way it communicates the request.
No Call to Action: There’s no request for confirmation or acknowledgment, or any indication of whether the employee will follow company procedures (such as submitting a medical certificate, etc.).

Here is a more professional version:

Subject: Sick Leave Request for [Date]

Dear [HR Manager’s Name],

I am writing to inform you that I am unwell and will be unable to come to work today. I am experiencing [briefly describe symptoms if comfortable, e.g., “flu-like symptoms”] and need to take the day off to recover.

Please let me know if you require any further information, such as a doctor’s note, or if there are any forms I need to complete as part of the sick leave procedure.

Thank you for your understanding. I will keep you updated on my condition and let you know if additional time off is needed.

I’d like to take a moment to discuss our communication standards. In professional settings, especially in messages related to attendance, it’s important to use a formal tone and to include certain key details. Here are a few points to consider for future notifications:

Professional Tone: Please use formal language in all work communications. A courteous greeting, a clear message, and an appropriate sign-off are essential.
Complete Information: When notifying HR of an absence, it’s helpful to include your anticipated return date or mention if you’ll provide updates on your condition. This ensures we’re well-informed and able to coordinate as needed.
Attention to Detail: Proofreading your message before sending can help avoid minor errors and reflect professionalism.

Our goal is to maintain clear, respectful communication, which supports a productive and positive workplace. Thank you for your attention to this, and please confirm having acknowledged this mail by replying as soon as possible.

Best regards.

How to Request for Days Off Professionally

Credit: peoplecreations

As an employee, you don’t just wake up and request days off, except in a case of emergency. Even in such cases, there’s a professional way to go about it because you owe an obligation to your employers and organization in general.

In other words, the way you communicate your absence reflects your professionalism and respect for your responsibilities, the team, and the organization. A clear and polite message, with as much notice as possible, helps the employer make arrangements to cover your duties.

For example, in the case of an unexpected illness or emergency, even though it’s urgent, it’s best to inform HR or your manager promptly and professionally, ideally within the first few hours of your absence, with clear and concise reasoning.

Do the following when next you want to request for some days off:

#1. Understand Your Company’s Policy

Before requesting time off, always check your company’s policies. I once had a colleague who assumed they had more vacation days and planned a trip only to realize they were out of leave days. To avoid such mistakes, review your employee handbook or ask HR about available vacation days, personal leave, or sick days. Knowing your entitlements helps you plan better.

#2. Identify the Type of Leave You Need

People take time off for various reasons, some planned, some unexpected. Understanding the type of leave you need ensures a smooth approval process. Here are the standard options:

Vacation Leave: Ideal for personal trips or breaks. Plan and inform your manager early.
Personal Days: Useful for family events, errands, or non-medical personal matters.
Sick Leave: When feeling unwell, follow your company’s policy on notifying your manager.
Bereavement Leave: If you’ve lost a loved one, check if your company offers this leave.
Jury Duty Leave: Confirm company policies and legal requirements if called for jury duty.
Family or Medical Leave: If you or a family member has a serious medical condition, check if you’re eligible for extended leave.

Choosing the correct type of leave ensures clarity and speeds up the approval process.

#3. Submit Your Request in Writing

Always write your request through email, a formal letter, or your company’s HR system. A former team member used to make verbal requests and forget to follow up, which was confusing. To avoid this, be clear about the dates you need off, the reason (if required), and any relevant details. The earlier you notify your manager, the better—ideally, weeks or even months in advance.

#4. Discuss Your Request with Your Supervisor

After submitting your request, have a conversation with your supervisor. I remember a manager once mentioning that they appreciated employees who discussed time-off plans early, as it allowed them to adjust schedules smoothly. Be open to suggestions; if your request is during a busy period, be flexible in finding a solution.

#5. Plan for Work Coverage

Once your leave is approved, ensure your responsibilities are covered. A previous colleague of mine left without proper handover notes, leaving the team struggling. Avoid this by delegating tasks, updating colleagues, and setting realistic deadlines before leaving. Create a document outlining key tasks and deadlines.

#6. Communicate Your Absence

Make sure relevant people know about your leave. Update your Slack or work messaging status, set up an out-of-office email, and share a backup contact person for urgent matters. This prevents disruptions and ensures a smooth workflow while you’re away.

#7. Provide a Status Update Upon Return

When you return, reconnect with your team. A quick update to your manager and colleagues on pending matters can help you ease back into work efficiently. Whoever does this demonstrates responsibility and professionalism, making a positive impression.

Requesting time off doesn’t have to be stressful. These steps ensure a smooth approval process while maintaining a professional relationship with your employer. Clear communication, planning, and providing work continuity are key to making your time off stress-free for you and your team.

Ways to Ask for Time Off the Right Way

Requesting time off can sometimes feel uncomfortable; you might worry about rejection or irritating your supervisor. However, with the right approach, you can confidently ask for time off while maintaining professionalism and consideration for your team. From my experience, following these steps can significantly improve your chances of getting approval smoothly.

#1. Choose Your Timing Wisely

Timing is everything. I once saw a colleague request time off right in the middle of our busiest season, which led to unnecessary stress for the team. If you have flexibility, avoid peak work periods and give advance notice so your manager and team can plan accordingly. If someone had to cover for you, think about how you’d feel if they left you overwhelmed with short notice.

#2. Be Specific About Your Request

Companies often have formal request processes, such as forms or HR software. Regardless of the system, be clear and specific about your request. Know exactly which days you need off, and communicate confidently. While you don’t have to explain your reasons in detail, mentioning unavoidable commitments like a wedding or medical procedure can help your manager understand your situation better.

#3. Stay on Top of Your Work

Before requesting time off, ensure you’re current with your work. One of the best ways to earn approval is by demonstrating that your absence won’t cause disruption. A past colleague who always met deadlines and planned never had issues getting time off because management trusted their efficiency.

#4. Consider Your Team’s Schedule

Being a team player means being mindful of others’ schedules. If multiple team members request time off around the same period, it might be challenging for your boss to approve all requests. Avoid asking when your manager is already stressed or overloaded with meetings—it’s best to approach them at a convenient time.

#5. Ask, Don’t Demand

Even if your plans are reasonable, asking for permission is essential rather than assuming it will be granted. Be assertive yet respectful. I recall a situation where an employee confidently stated they would be away rather than requesting approval—it didn’t go over well with management. Always frame your request professionally.

#6. Plan for Coverage

Before your leave, outline a plan for managing your responsibilities. Offer to delegate tasks and provide clear instructions. A well-prepared plan reassures your manager that everything will run smoothly in your absence, making them more likely to approve your request. Document key processes and provide team members with relevant files or deadlines if necessary.

#7. Put Your Request in Writing

While a verbal conversation is helpful, always follow up in writing via email or your company’s HR system. This creates a record of your request and prevents misunderstandings. I’ve seen cases where a manager forgot a verbal approval, leading to confusion. A written request ensures clarity for both you and your supervisor.

Requesting time off professionally is about timing, preparation, and communication. By planning, considering your team, and presenting your request clearly, you improve your chances of approval while maintaining a positive workplace relationship. The key is to be considerate, proactive, and professional, ensuring you and your team benefit from your well-deserved break.

Requesting time off should be a smooth and professional process. Use this Leave Request Checklist to ensure you’ve covered all essential steps before submitting your request.

Leave Request Checklist Download