Every employee has the right to a little time off from work to go on vacation or take care of personal affairs. However, as a professional, it is an expected and courteous custom to write a formal vacation leave letter to your employers to request your time off. When you take the time to carefully construct a well-written letter to your supervisors several weeks before your planned vacation, they will notice and appreciate your professionalism and efficiency and be more likely to agree to your vacation leave.
Format and Content
The correct vacation leave letter format includes both your address and the recipient’s address at the top of the page, as well as the date, a brief and concisely stated summary of your intentions to take vacation leave, your contact numbers, and any other pertinent information. You should use a formal writing style throughout your letter and remember to be clear about the dates of your departure and return to work. It is always a good idea to send a copy of the letter to both your supervisor and the head of your company’s Human Resources department.
This is a vacation leave letter sample written by a long-time employee who has been saving his vacation days to take a long cruise trip with his wife. He makes sure to send the letter in plenty of time for the necessary paperwork to be put in order. He reminds his employers of his faithful work throughout the year and gives the correct dates of his departure and return while also taking care to write formally with proper grammar.
430 Bluebird Lane
Columbus, OH 43266
August 1, 2013
Jesse R. Perez, HR Manager
839 Red Rock Road
Columbus, OH 43266
Dear Mr. Perez,
I am writing this letter to formally request my vacation leave ahead of time. I would like to take my vacation time for the dates of September 1, 2013 through September 21, 2013 in order to take a cruise trip through the Bahamas with my wife. I think you will find that I have not used up enough vacation days this year to prevent me from being absent from work for this length of time and have always endeavored to conduct myself with integrity in the office.
I am planning to finish all currently incomplete projects between now and September 1, 2013 and send in any remaining ones by fax. I feel very confident that the rest of the team will be able to continue excellent work in my absence. If there are any important work-related questions or concerns, I can be reached by email during my leave at [email] and will respond when time and an Internet connection become available to me.
If any clarification or follow-up from me is needed in this matter, please do not hesitate to contact me by email at the address already provided above, or by telephone at (632)470-5622. I look forward to your response and thank you for your consideration.
William J. Jones