Vacation request letter: annual leave, unpaid leave, special leave
With this vacation request letter you ask for annual leave, unpaid leave or special leave in writing, clearly and politely. Enter the dates, your cover and the recipient, check the live preview, then download the letter as PDF or Word. Everything stays in your browser.
How it is calculated
How the vacation request letter works
You choose the type of leave, enter the first and last day and, if you like, the number of working days, your cover and the first day back. For special leave you add the reason. The tool assembles a letter with subject line, greeting, request, a request for written approval and a signature line. It does not state entitlements or deadlines, because they depend on your contract, collective agreement, employer and country.
What to keep in mind
Rules on leave differ widely between countries and employers. Many employers want requests in writing or through an internal system, and approval may depend on business needs and on how other colleagues’ leave fits in. Unpaid and special leave usually need an agreement with the employer. Check your contract, staff handbook or collective agreement for how and how early to ask.
Tips for a good request
- Ask early and talk to your team first.
- Give exact dates and, where it helps, who covers for you.
- Wait for approval before booking non-refundable travel.
- Keep a copy of the request and of the approval.
Other letters
If you want to end your job, use the cancellation letter template. For a child’s school absence, see the absence note for school.
Frequently asked questions
How do I write a vacation request?
State your name, the recipient, the first and last day of leave and ask for written approval. Optionally add working days, your cover and your first day back.
Does a vacation request have to be in writing?
That depends on your contract and your employer’s rules. Many employers expect a written or digital request. Ask what the usual way is.
How early should I ask for leave?
As early as possible, so your team can plan. Your employer may have set notice periods. The tool does not state a fixed deadline.
What is special leave?
Time off for a particular reason, such as moving house or a wedding, paid or unpaid. Whether and how long it is granted depends on your contract, a collective agreement or an arrangement.
Is my data stored?
No. There is no upload and no account. Only if you tick “Remember my entries in this browser” are your entries kept locally in your browser.
Sources and legal basis
As of: · Editorial policy
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