- Write a clear subject line. …
- Open with a greeting. …
- State your desired vacation days. …
- Provide a reason for the absence. …
- Demonstrate appropriate preparations. …
- Request permission. …
- Close with gratitude.
Why is PTO important?
PTO has advantages for the business in addition to being a great benefit for employees. Taking breaks from work boosts morale and results in a happier workforce. This is great news for the employee who can take time off and still get paid, and it may also benefit the business. Raised morale frequently correlates with increased productivity, so workers accomplish more during the weeks they are in the office. Perks also make it easier for businesses to retain the employees they already have and to hire quality workers.
What is paid time off?
Vacation days that are included in your salary and that you can use without losing pay are referred to as paid time off. PTO days give you the freedom to take the time you require without worrying about missing a paycheck.
The advice in this article can still assist you in writing a time-off request for an unpaid vacation even if you do not have PTO benefits.
How to write a PTO request email
Regardless of whether your PTO is contractually required, you must still submit requests in a proper manner. When you ask for vacation days, you will need to include the following components in your PTO request email:
1. Write a clear subject line
Professional emails should always have a title that is clear and lets the recipient know what to expect before opening the body of the email. Include your name and the dates you will request off. Example: “PTO Requested for Thomas Johnson from September 16-September 20. ”.
2. Open with a greeting
By selecting the appropriate salutation, you can start your email off on a good note. If you are aware of your supervisor’s preferences, start your email by using their preferred email address. If you’re unsure of their preference, choose a straightforward and formal salutation like “Dear Ms. Hernandez” to begin your email.
3. State your desired vacation days
In the email body, be clear about your purpose and inform your employer that you are requesting PTO. For instance, “I’d like to ask for paid time off from Monday, September 16, to Friday, September 20,” ”.
4. Provide a reason for the absence
You should be truthful and let your employer know why you need the time off. For instance, “I’m going to take my family on a vacation to see my parents.” ”.
5. Demonstrate appropriate preparations
Your request is more likely to be granted if you can demonstrate that your absence will cause little disruption. Mention any coverage requirements, any ways of staying in touch while away, and any workload planning. For instance, “Paul Costa will cover calls from my clients when necessary, and I will be reachable by phone in the event of a work emergency.” ”.
6. Request permission
Keep in mind that you are asking for something, not demanding something, as this will increase the likelihood that your request will be granted. For instance, you could ask “Will this be acceptable?”.
7. Close with gratitude
When used as a closing, expressing gratitude to your employer for their consideration is a sign of respect and will increase your chances of success. Sign the email with your name and contact information.
PTO request email tips
Even though a PTO email should be brief, you can take other steps to increase your chances of getting PTO and returning from vacation prepared to work:
Know the company guidelines
If there are requirements for how far in advance you must apply or specific forms you need to fill out, make sure you are aware of them by reading your contract or speaking with human resources. Following the procedure maximizes the odds of success.
Give ample lead time
It’s always a good practice to give yourself plenty of lead time whether your business requires a specific amount of time between your request and the dates you are looking for or not. Although more time is always preferable, a minimum of two weeks’ notice is always required, so if you are planning your vacation months in advance, you should submit your PTO request at the same time.
Pick a convenient date
Understanding workflow at your company is important when requesting PTO. If you have a seasonal job with busy and slow times, you shouldn’t ask for time off during the busiest time. Instead, it is simpler to accommodate your request if you request leave during a slow period.
Keep it simple
Justifying your absence is one of the simple mistakes you can make when requesting vacation days. Keep your email succinct and to the point, and only briefly mention the information above.
Get required cover first
If your job requires a coworker to cover for you because you can’t prepare by finishing all projects before leaving, make arrangements for cover before sending your request. To demonstrate to your manager that nothing has been missed and work won’t be neglected while you are away, confirm with a coworker that they can handle covering for you if your PTO request is approved.
Prepare for time off
Even though it’s simple to lose focus as your vacation approaches and become distracted, you should try to be even more diligent in the weeks before your time off. You can reduce the amount of work you have left to do before you leave by finishing a little more each day. Preparing well before your vacation can help you avoid being overworked when you get back.
Follow up before leaving
Take the time to follow up as your vacation days approach if your PTO is approved and your vacation days are taken. A one- to two-week warning is ideal for vacation days requested several months in advance. A request for vacation days made within a month of departure must be made via email two business days prior to departure. A straightforward email body similar to “I am reaching out to remind you that, per my prior request, I will be away from the office next week” will do the trick, as will the request. You only need to say, “All clients have been informed, and emergency coverage has been set up.
How to Write Request Emails
FAQ
How do you ask for PTO in an email?
Email template for time-off requests Hello [supervisor’s name], I would like to request time off on [date] for [reason]. If you would like, I would be happy to speak with you in person about this further. On [the day you’re requesting off], neither my team nor I have any significant deadlines or presentations to make.
How do you politely ask for PTO?
- Choose your time wisely. …
- Be specific and give relevant details. …
- Get caught up with all of your work. …
- Be fair with the rest of your team. …
- Make sure you ask, not tell. …
- Offer to help plan for when you’re away. …
- Request your time in writing.
