Work + Life Balance

How to Ask for Time Off From Work

Learn the right way to request time off from work so you feel confident, prepared, and armed with the sample email requests you need!

By Kathleen McAuliffe
December 10, 2023

Are you reluctant to ask for time off from work because you think your manager will say "no" or because you're not sure how to ask?

Both are common reasons why employees don't want to ask for time off from work; however, we all deserve a break! Whether you're taking time off to enjoy a vacation you've been planning for months or for an unplanned family emergency, there's a right way to do it so your boss feels good about saying "yes"—and you feel good about stepping away.

Depending on your role, the size of your team, or the project you're currently working on, it can be easy to feel like there is never a good time to step away from work, but don't let that stop you. Companies know and expect their employees to need time off from work, but we're rarely taught how to do this.

As you read through this post, remember that your goal is to learn how to ask for time off in a successful way—this means a way that showcases your proactive preparation, commitment, and responsibility.

It can be intimidating to request time off. But learning how to advocate for your needs and for what you deserve in your career vs. ignoring it will serve you better in the long run. You will appreciate this skill once you follow our advice for identifying when and how to ask for time off.

Do You Need Time Off? Here's How to Know
The Difference Between Paid Time Off vs. Unpaid Time Off
10 Tips for Successfully Requesting Time Off
Request for Time Off Template
How to Ask for Time Off Before You Start a New Job + Example
How to Ask for a Later Start Date + Example
How to Ask for Time Off When You Have Something Planned + Example
How to Ask for Time Off When You Haven't Accrued Vacation Time + Example
Additional Time Off Resources

Do You Need Time Off? Here's How to Know

Is the obvious answer to this question "YES!"? In order to determine if you're in need of some real time off vs. a mental health day or even just a longer lunch break, you'll want to pay close attention to clues from your body and mind.

Some of these cues may include burn out, anxiety, trouble with sleep or focusing, emotional exhaustion, reduced work performance, and physical symptons.

Start to pay attention to certain patterns that make you feel more overwhelmed at work—and hence, in need of time off. For example, if your company always has a busy Q4, you can anticipate needing time off from work when that busy season ends.

The Difference Between Paid Time Off vs. Unpaid Time Off

Know that you're paying attention to your personal signs for needing time off from work, when and how can you take it? Let's start with understanding the difference between paid time off and unpaid time off.

Paid Time Off

Paid time off represents the amount of time a company has designated you can have off from work but still be paid. Not all companies offer paid time off, and even if they do, you might have to accrue the time before you can take off from work and still be paid. For example, you might accrue one paid day off for every month you work.

Or maybe it's accrued by the number or hours you work. If that's the company's policy, you will need to work up to that limit before the time you take off will be fully paid.

The company's vacation policy or PTO policy will determine your eligibility and number of days. Keep in mind that paid time off policies can be different for part-time or new employees, too.

Your company may also have specific policies regarding different types of time off. For example, you may be allowed to take five days for bereavement leave without it counting against your PTO.

A company might also offer paid time off via a certain number of sick days. The number of paid sick days and paid vacation days—including how you earn them at your company—will all be included in the company policies, an employee handbook, or you can ask HR about it.

Unpaid Time Off

Unpaid time off represents the time you can take away from work unpaid but still remain employed and have a job to go back to after. If you have exceeded your number of paid sick days or paid vacation days, or you’re in a position that doesn’t offer paid time off, the company might still allow you to take time off from work, but it will be unpaid time.

Again, you will want to reference your company policies in order to understand what is and is not paid time off. That will make a difference in when and for how long you take time off. Check how many PTO hours or days you have before making your time-off request. For example, if you are a new employee, you may not have accrued PTO yet.

Some companies will also require new hires to wait until after a trial or probation period has ended to request vacation time. You may not be allowed to take time off, or if you do, it may be without pay.

Common Types of Time Off Include:

Vacation
Sick or personal days
Bereavement
Disability (surgery, major illness)
Family leave (maternity leave and paternity leave)
Jury duty
Military duty
Official leave of absence

Your Legal Rights

Let's discuss your legal rights and what the law says.

If you work at a company with more than 50 employees, public agencies, and schools, you’re covered under the Family and Medical Leave Act (FMLA).

This means your employer is legally required to give you time off from work if you need to care for a family member, including for family health emergencies. The catch is the FMLA does have requirements such as working at your employer for a certain amount of time before you're covered by FMLA benefits. FMLA time off is also unpaid.

The best thing to do is make sure know now your company's policies and/or discuss with human resources. Also, understand your FMLA rights so you know what your options are if you ever need to use them.

10 Tips for Successfully Requesting Time Off

1. Know Your Company's PTO Policy

We're really drilling this point into you, but start by knowing what your company policies are around time off. You'll also want to follow the guidelines for requesting time off.

Some companies are super casual, and you can simply have a conversation with your boss. Others will require you to go through a formal submission process first. Before you book those flights, know what your company requires.

2. Look at the Company Calendar + Schedule in Advance

There's nothing worse than going on your dream vacation and being stressed about work the whole time. One way to mitigate that is by checking the company calendar and scheduling your time off wisely. Don't take time off during a notorious high-volume business time because that can place a challenging burden on your company and team members.

And even if you're not jetting off during a busy period, give advance notice of your time off so other employees can plan accordingly. Leaving on short notice can leave another coworker picking up your work for you. Imagine how you would feel in that scenario.

When Not to Ask for Time Off

A known busy period of work (like tax season for accountants)
During a crisis
While the rest of your team is already taking their pre-planned vacations

3. Be Caught Up on Work

Before you talk to your manager about your time off, it's smart to make sure you've already caught up on work and performing well. This means you're not missing deadlines on a regular basis.

If you're organized and have your work affairs in a good place, it will make requesting time off easier and your boss is more likely to accept without question.

4. Talk to Your Manager Before You Make Plans

If you're gearing up for a major vacation—like that dream trip to Europe—it's best to mention the PTO timeline you're thinking about to make sure there aren't any major conflicts before you book the trip.

Additionally, this is a casual way to bring up your PTO plans, and your manager will be less surprised when you put in the request.

5. Be Specific With Your Request

In order to be successful with asking for time off, we recommend being as specific as possible once you do know what you're planning for PTO. You should know the exact dates you'll be out of the office and other details that would be relevant to your manager.

Put yourself in their shoes—what will they think about? Maybe it's about a client or the status of a project. Try to be clear so that they're not put in the role of being a micromanager with lots of questions. At the same time, don't overshare details that are unnecessary or super personal—they don't need to know every detail of your vacation plans.

If you're vague and unsure in your request, your boss is less likely to grant you the time. Be confident and concise when you communicate.
Additionally, if your company has a time off request form or online submission process, follow that.

6. Send a Formal Request in Writing

We like to cover our bases here at Career Contessa, and one of the things that can help with doing that is over-communicating. At this point, you've talked with your manager, put in your request through any formal process, and now we'd recommend sending an email to your manager to confirm your time off.

It never hurts to have a paper trail of your request. Some managers and employees even like a calendar invite so they don't make plans for important meetings while you're away.

7. Communicate to Your Internal Team

Another proactive move is letting your team members know when you plan to be out once your request is approved. This courtesy gives them the heads up so they can plan their own projects—and time off. You can let them know verbally, via a calendar invite, or you could add something to your email signature like this:

Please note: I'll be on PTO between April 1- April 8th.

Just a simple reminder like this added to the bottom of your emails can help your team plan around your PTO so you're not getting urgent requests while you sip a Mai Tai at the beach.

8. Communicate With External Contacts

If you work with external contacts like clients, customers, or vendors, it can be helpful to let them know when you'll be out of the office as well. We don't want to put a burden on them to memorize your vacation plans, but two weeks prior to your PTO, send an email with your dates and give them the heads up that now is the time to ask you for something before you leave.

By offering to help before you leave, you'll not only create a good impression, but it shows your commitment to the work.

9. Have a Plan for Coverage While You're Gone

Before you leave, share your plan for how your work can be covered. The key here is that this should be simple to follow! Consider sharing an email with bullet points, a shared document with links with easy access to anything people might need access to, and the name of the point person + contact information (if applicable) for specific topics or questions.

Depending on the work, give your coworkers ideas or solutions for how they can handle incoming requests or responsibilities they're going to cover for you. If you have any advice or tips on how you usually do your job, share it with them to help them work through any challenges they might encounter. Plus, knowing your work will be done correctly or at least not ignored will help alleviate stress for you while you're out.

At Career Contessa, we are big fans of recording tutorial videos via Loom. That way, if someone needs to do something a bit more technical while the usual person is OOO, they can just follow an easy video.

10. Set an OOO Message

At this point, you've planned all you can—but your email is still open for business. We recommend creating a vacation autoresponder through your email provider so that anyone who emails while you're taking time off will get an auto-reply. Your out-of-office message should include the dates you're away and who they can contact (if applicable) for specific questions. Here's a quick example:

Hi there,

Thank you for your message. I am taking PTO from [Date to Date] and will not be checking email. If you have an urgent question, please contact [Name] at [Email]. If you have questions about any of the below, please reach out to the contact listed. Any other non-urgent request will be handled upon my return.

Questions about XYZ project? Contact [Name] at [Email].
Questions about ABC? Contact [Name] at [Email].

Best,
[Your Name]

Request for Time Off Template

Here’s a sample email template to request a day off:

Hi [Manager's Name],

I would like to request time off between [Date] and [Date]. I will be using my PTO and [Optional: can include what you'll be doing during your time off]. I am happy to discuss my time off in person as well.

I will ensure my team is fully covered while I'm away, and I've confirmed [Details about responsibilities: i.e., we have no significant client deadlines during that time].

Please let me know if you approve this time off request!

Thank you,
[Your Name]

How to Ask for Time Off Before You Start a New Job + Example

You’re about to sign the offer for your dream job when you realize...it conflicts with that backpacking trip you booked six months ago.
After all the interview prep and—ugh—networking, you don’t want to turn down a great job for 14 days of fun. This is your career here. But, like, the tickets are nonrefundable. And let’s be real: You need a break before jumping back into the grind.

Here’s the good news: Asking for time off before starting a job is awkward, but totally reasonable, according to The Harvard Business Review. With a straightforward, considerate, and solution-focused ask, you can have a job and that bucket-list backpacking trip, too.

Here's our best advice for requesting time off before your new job begins.

1. Hiring Managers Expect This to Happen

Seriously. Not a big deal. As long as it’s obvious that you booked your two-week getaway before realizing that it’d clash with work, most hiring managers will be sympathetic.

“During my years as a recruiter, I never saw a hiring manager balk at a candidate mentioning they had time off scheduled soon after a start date,” Monster.com career expert Vicki Salemi says. “Neither did I see them reconsider extending a job offer because a candidate had a vacation planned.”

2. Time It Well

Now that we’ve established that you can ask for time off, speak up. The key here is to ask at the right time.

Tell Them You Need the Time Off Before You Start...

We get it. Now that you finally have the job, you’re scared to say anything that might jeopardize your status with the company. Though it’s tempting to wait until you’ve learned how your office handles absences, remember that your schedule will fill quickly with meetings, training, and other obligations. Scared to ask for time off now?

Turning down a project certainly won’t be easier once you’re on the job and actually staring down deadlines. Next thing you know, you’re informing your coworkers that you’ll be hitting the beach next week. And you’ve got a major deal to close. And you won’t have Wifi. Oops.

Instead, bring up your planned vacation before your first day. The earlier you mention it, the more time your colleagues will have to schedule meetings and manage their workloads around it.

...But Not Before They Make the Offer

Don’t try to hedge around the question by asking about paid time off during the interview, which sends the message that you prioritize the perks over the position.

Don’t raise the question directly, either. A perfect manager wouldn’t hold it against you if you’ve planned a vacation months in advance.

But hiring managers are human, too. And if they’re stressed and have to make a snap decision between three candidates who seem similar enough, they’ll look for any reason to eliminate one of their choices….like your weeklong vacation.

Instead, HBR recommends you wait until they’ve already committed to you. Theoretically, they could move on to their second choice. But according to Salemi, that almost never happens.

Think about it: If they’ve already picked you, they’re planning projects with you and your specific skill set in mind. They probably won’t go back on that commitment, and restart that whole process with someone else, for just a few days off. After all, you’re going to bargain for vacation days during the offer phase. The vacation you already planned is no different. Just treat it as another thing on the negotiating table.

3. Write Yourself a Script

Like you should for salary negotiation and asking for a raise, write and practice a script. The HBR suggests framing your ask as a “happy sandwich.” First, express your gratitude. Then mention your vacation plans, before presenting workarounds and emphasizing how excited you are to start.

What exactly you should say? Depends on your situation. When you explain why you’re taking your vacation, consider the message behind your words and how it aligns with your new company’s culture.

If you’re an entry-level investment banking employee, approach your ask more cautiously than if you’re a senior executive. If your new role requires 24/7 accessibility, immediately offer to take emails once a day while you’re away. And if you’re entering a high-stress industry, be careful not to overemphasize your need for a “break.”

Consider the Company's Needs

Chances are that while your position’s been empty, others in the office have picked up some slack and they’re probably counting down the days until you relieve their workload. Under those circumstances, your hiring manager might not be thrilled to hear about your upcoming Eurotrip. (For the record, we’re excited for you!)

So before making your ask, you need to understand how your time off will actually impact your coworkers. Will you need to attend events, work with clients, or present major projects during your planned absence? Will your coworkers need to cover for you? How much work has gone undone while your position has been vacant? What will you need to catch up on in your first week or month?

Without a crystal ball, you can’t be certain. But you can listen for context clues during the interview. As you and your interviewer discuss your onboarding process and immediate on-the-job responsibilities, you can figure out what you’ll miss and how to fill those gaps.

Present Solutions

Next, provide a concrete plan for how you’ll make up the missed work and minimize the strain on your colleagues. Promise to work extra hours before and after your trip to complete any outstanding tasks or training. If your trip occurs during a time-sensitive project, set an hour-long daily window to check email or make calls during your vacation if possible.

Keywords here: if possible. When we’re anxious to just get that vacation approved already, it’s easy to say anything that seems like it’ll work. But like, are you really going to take a conference call at the cabana? Think not. Don’t make promises you can’t—or won’t—keep. Otherwise, you’ll return to an overflowing inbox and pissed-off coworkers, which will kill your post-vacation chill instantly.

Offer a Plan B

Most of the time, you’ll get the break you deserve with little effort. But if you get pushback, demonstrate that you’re willing to compromise (who knows what other favors you might need moving forward?). Salemi suggests offering to “borrow” your vacation time from the future or take the time unpaid. Hiring managers may also push back your start date so your vacation doesn’t interrupt your pay schedule or onboarding process.

If your company really can’t spare you for your scheduled time away, consider reducing the length of your vacation or...yes, canceling it. As much as it sucks to sacrifice that exotic getaway, your new professional opportunity might be worth it.

Ask for Time Off Before You Start a New Job Example

Hi [Manager's Name],

I hope this email finds you well, and I'm excited to be joining the team soon! I wanted to get your feedback on taking some additional time before I start my new role. I had previously scheduled a vacation for the end of the month and would love to start my new role after that. My hope is that starting after would be the least disruptive to the team and current projects.

Would that be possible for you and the team?

I'm happy to discuss via phone as well!

Best,
[Your Name]

How to Ask for a Later Start Date + Example

This advice is similar to the above, and, unless this was something you already promised in the interview, most hiring managers are open to being flexible. Perhaps you need more than two weeks to wrap things up with your current employer. Or perhaps you're relocating and would like time to get settled. Although the typical timeline is that you start your new role after your two weeks' notice at your current job is up, never be afraid to ask! Here's an example of what to write in your email:

Hi [Manager's Name],

I hope this email finds you well, and I'm excited to be joining the team soon! I wanted to get your feedback on taking some additional time before I start my new role. Would it be possible to move my start date back to [Date]?

Currently, my offer letter states [Date] as my start date; however, the extra two weeks will allow me to wrap up loose ends and start my next role well-rested. If there's any reason why this timeline would inconvenience the team, please let me know.

I'm happy to discuss via phone as well!

Best,
[Your Name]

How to Ask for Time Off When You Have Something Planned + Example

When you have something big planned that you can't be flexible on like your little sister's graduation, you'll want to make your request as early as you confirm the event. Here's a way you could word that email:

Hi [Manager's Name],

I hope this email finds you well! I'm writing you today to request [Date] off to attend my sister's graduation. I will use PTO that I have accrued, and I confirmed that the team will cover me in the client meeting during that time as well.

I will also complete any follow-up paperwork upon my return.

Let me know if that works for you and if you need any more information from me. Thank you so much.

Best,
[Your Name]

How to Ask for Time Off When You Haven't Accrued Vacation Time + Example

Sometimes opportunities pop up and you need to take time off work. The only issue is that according to the company policies, you haven't accrued the paid time off yet. For starters, you'll have to be open to taking the time unpaid. Next, you'll definitely need to ask your boss. Here's an idea of what to write in your email:

Hi [Manager's Name],

I hope this email finds you well! I'm writing you today to request [Date] off to attend my sister's graduation as unpaid PTO. I will ensure there is coverage for my job responsibilities and will be available via email for any questions.

I will also complete any follow-up paperwork upon my return.

Let me know if that works for you, and if you need any more information from me. Thank you so much.

Best,
[Your Name]

Additional Time Off Resources

Feature image courtesy of Jess Ann Kirby

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Kathleen McAuliffe

From blogging my entire study abroad experience to working in social media, I’ve always been driven by storytelling. That passion led me to Northwestern University, where I earned a master's in journalism. When I’m not writing, I’m usually running, doing yoga or planning the tropical vacations I can’t afford.