Sample Annual Vacation Request Letter (+ Format & Template)

Every employee is entitled to annual leave. This is a period in the work year when you can use the paid leaves you have accrued over time. It is different from ordinary leaves as it mentions the aspect of the annual leave entitlement. Besides taking a vacation, you can use it to care for sick loved ones, handle personal matters, or spend time with friends and family.

When planning to take time off work, it is considered a professional courtesy to inform your employer. You can do this through a formal annual leave request letter. The letter should detail the dates of absence, your reasons for going on leave, and other relevant information concerning your duties. In this article, we look at how to draft an effective request letter for annual leave.

A well-drafted annual leave request letter will be well received by your employer. Although you are guaranteed an annual leave in your employment contract, it is courteous to avoid inconveniencing your department head and team members. Here are some pointers to help you draft your letter properly:

• State the aim of your letter in the introductory paragraph. This should help the reader understand your request from the word goes.
• Keep your letter short and precise. Avoid any unnecessary and long narrations, such as what you plan to do during your leave.
• Mention if any immediate supervisors have already approved your request. If they have, include their respective letters indicating so.
• Mention whether you have completed the tasks assigned to you. You can also provide the name of the colleague that will take over your responsibilities in your absence.
• Time your request during the slow season at the company or after completing all your tasks.
• Mention the details of current projects and convince the reader that your absence will not be detrimental to them.
• Provide an exact timeline for your annual leave. Give the exact date you plan to leave and go back to work.
• Provide your contact information and express your willingness to help handle any emergencies that may arise in your absence.
• Write your letter several weeks before your planned leave.
• Research your company’s annual leave policy and file your request in line with it.
• Use professional language and a business format.
• Mention the aspect of your entitlement to annual leave as provided in your employment contract

Annual Leave Request Letter (Word Template)

An annual leave request letter is a formal letter addressed to your human resource manager. This means that it should be written in a business format and polite, professional language. It should also contain all the relevant information your manager requires to process your request. Always try to schedule your leave request during the slow season or after you have cleared your workload. If you hold a sensitive position in the company, provide your contact information in case of emergencies.

Finally, give a timeline for how long you plan to be away from work and the exact date of your return.