Whether it’s for a vacation, personal day, family emergency, or mental health break, requesting time off is an essential part of a healthy work environment. Yet, how your time off request can make a major difference not just in whether it gets approved, but also in how you’re perceived by your manager and colleagues.
A thoughtful time off request shows professionalism, while a careless or poorly timed one can lead to misunderstandings, team disruption, or even strained workplace relationships.
Here’s a comprehensive guide to the do’s and don’ts of time off requests, designed to help employees navigate this process successfully and respectfully.
✅ THE DO’S OF TIME OFF REQUEST
1. Understand the Policy Inside Out
Before making any request, review your company’s time off policy. This includes:
How much paid and unpaid leave you’re entitled to
How to accrue leave (monthly, annually, etc.)
Whether unused leave rolls over
When requests must be submitted
Any company blackout periods (e.g., end-of-quarter, holidays)
Example: Some companies allow PTO to be taken only after a probationary period of 90 days. Others require requests to be submitted via an HR platform like Day Off, BambooHR, or Workday.
2. Plan Ahead Whenever Possible
Advance planning gives your manager time to reassign work, adjust timelines, or schedule backups. It also gives you time to tie up loose ends.
Ideal Notice Periods:
Single day: At least 5–7 business days
Long weekend: At least 2 weeks
One week or more: 3–4 weeks’ notice
3. Use the Right Tools or Channels
Always use your organization’s preferred method of submitting time off. This might be:
An HR management system like Day Off
A form in the company intranet
A request through Slack + confirmation via email
Direct request in writing to your supervisor
Avoid relying solely on casual conversation it can lead to confusion or a lack of documentation.
4. Be Clear and Professional in Communication
When writing or speaking about your request:
Use a polite and respectful tone.
Clearly state the dates and times.
Offer a short explanation if relevant.
Example Email:
Subject: Time Off Request (August 15–19)
Hi [Manager],
I’d like to request time off from Monday, August 15 through Friday, August 19 for personal reasons. Please let me know if that works or if you need me to adjust based on the team’s workload. Happy to coordinate with others and ensure coverage.
Thanks in advance!
Best,
[Your Name]
5. Coordinate With Coworkers
Be proactive in minimizing disruption. Notify key teammates and align on what needs to be done before and during your absence.
Best practices:
Create a coverage plan
Leave behind instructions or notes
Set clear expectations for availability (e.g., “I won’t have access to email during this time”)
6. Confirm Approval and Document It
Never assume your request is approved until it’s confirmed in writing whether that’s through an app, email, or HR portal. Save the confirmation for future reference.
If it’s part of a shared calendar or schedule, make sure it’s added properly so everyone’s aware.
7. Respect the Team’s Calendar
Look at the team’s overall schedule and avoid overlapping time off with others working on the same project, unless you’ve already arranged coverage. Being flexible shows consideration for your colleagues.
8. Set Up an Out-of-Office Plan
Don’t leave without preparing:
An out-of-office email message
Delegating urgent tasks
Wrapping up pending responsibilities
Making handover documents if needed
This ensures continuity and reduces stress for the team while you’re away.
❌ THE DON’TS OF TIME OFF REQUEST
1. Don’t Wait Until the Last Minute
Last-minute requests unless due to emergencies can be disruptive and may reflect poorly on your planning. Frequent short-notice absences can raise concerns about reliability.
Avoid:
“Hey, I might take tomorrow off. Is that cool?” without submitting a request.
2. Don’t Disappear Without Communication
Leaving without confirming approval or failing to notify coworkers can hurt productivity. It may also damage trust with your manager.
Always communicate your absence formally even if it seems minor.
3. Don’t Be Vague or Misleading
Avoid being vague (“I just need a few days”) or misleading about the nature of your request. Honesty builds trust. You don’t need to share personal details, but clarity on timing and expectations is essential.
4. Don’t Expect Special Treatment
Even if you’ve been with the company a long time, avoid assuming you’ll get preferential treatment especially during busy periods. Be mindful of fairness, equity, and how your absence impacts others.
5. Don’t Overlook the Bigger Picture
Timing matters. Don’t request time off:
Right after being assigned a major project
When deadlines are approaching
During company-wide crunch times
Instead, try to plan around those periods or offer to make up for it before or after.
6. Don’t Overuse Sick Days as Personal Days
Using sick leave for non-health-related reasons can violate policy and erode credibility. Many companies now include “mental health days” in PTO policies take advantage of those appropriately.
7. Don’t Forget to Update Shared Calendars or Tools
Failing to mark your absence on the team calendar or shared tools (like Day Off or Google Calendar) can lead to scheduling mishaps.
Why a Smooth Time Off Request Process Matters
For employees: Taking time off helps prevent burnout, boost morale, and maintain work-life balance.
For managers: Proper requests allow for resource planning and avoid last-minute disruptions.
For teams: Transparent leave planning helps with fairness, workload balance, and morale.
A tool like the Day Off App simplifies the process with:
Easy mobile time-off requests
Automatic balance tracking
Approval flows for managers
Team leave calendars to avoid conflicts
FAQs
1. How far in advance should I add Time Off Request?
It’s best to request time off at least 2–4 weeks in advance for vacations or extended breaks. For single days, 5–7 business days is typically sufficient. However, always check your company’s specific policy.
2. What should I include in a time off request email?
Keep it professional and concise. Include:
The dates of your planned absence
A brief reason (optional but helpful)
An offer to help with coverage or planning
A polite tone and a request for approval
3. Can my manager deny my time off request?
Yes. Managers may deny requests if:
It conflicts with business needs
Others on the team are already off
You haven’t provided enough notice
You’ve exhausted your leave balance
Using a structured tool like Day Off can reduce misunderstandings.
4. Do I have to explain why I’m taking Time Off?
Not necessarily. While offering a brief reason (e.g., “family event”) can help with transparency, you’re not required to provide personal details unless company policy states otherwise.
5. What’s the difference between vacation time, PTO, and sick leave?
Vacation time is typically pre-planned leisure leave.
PTO (Paid Time Off) combines vacation, sick, and personal time into a single pool.
Sick leave is for health-related absences and may require documentation.
6. What if I have an emergency and can’t request Time Off in advance?
In emergencies, notify your manager as soon as possible via call or message, and follow up with a formal request or documentation later. Most companies are flexible when emergencies arise.
7. Is it okay to add Time Off Request right after starting a new job?
It depends. Some companies have a probationary period (usually 30–90 days) during which new hires are discouraged from taking leave. However, if pre-planned leave was disclosed during the interview, it’s usually honored.
8. How can I keep track of my remaining Time Off?
Use HR tools or apps like Day Off that:
Show your PTO balance
Display approved and pending requests
Help avoid overlaps with team members
9. What should I do if my Time Off Request overlaps with a teammate’s?
Talk to your manager early. If both requests can’t be accommodated, consider adjusting your dates or helping find alternate coverage. Team cooperation plays a big role here.
10. Can I take unpaid Time Off Request if I’ve used up my PTO?
In many companies, unpaid leave is allowed but requires approval. Be upfront and explain the situation. Managers are more likely to approve unpaid time off if you communicate clearly and early.