How to write a PTO request email, with examples

What to include

• The dates, including whether you are away for full or partial days, and your return date.
• The type of time off: vacation, personal, sick, unpaid or another leave type your employer uses.
• Coverage: shifts you have swapped, tasks you will finish before leaving or who can help while you are away.
• Availability: whether you can be reached, if that is expected in your role.
• A clear request: “Could you approve this?” rather than “I’ll be off”.
• A thank you.

You usually do not need to give a reason for vacation or personal time. For medical leave, you can keep the details private; a general description such as “a medical appointment” is normally enough unless a formal leave process requires documentation.

When to send it

Check your employer’s policy. Many ask for two weeks or more for vacation, and longer for busy seasons or long trips. Earlier is almost always better, especially in shift-based jobs where schedules are published in advance. If you work in a city or state with predictive scheduling laws, schedules may be posted two weeks ahead, so requests made before the schedule is published are easier to approve.

For managers, our guide to managing time off requests covers how to respond fairly, and our guide on last-minute requests covers short-notice situations.

Example 1: vacation request

Example 2: half day for an appointment

Example 3: short-notice request

Example 4: longer leave

Example 5: sick day notice

Sick notices are not usually requests for approval, but you should still follow your employer’s call-out process. Many state and local laws provide paid sick leave. See our guide on how to call in sick.

Requests in shift-based jobs

In offices, a PTO request mostly affects deadlines. In restaurants, stores, warehouses and care settings, it affects a shift that someone else has to work. That changes what a good request looks like. Mention the exact shifts you will miss, not just the dates. Check whether teammates are already off on those days. If your employer allows swaps, arrange one before asking, or at least name a colleague who is available. Request before the schedule for that period is published whenever possible; changing a published schedule is harder for everyone. And if your hours vary, confirm how many PTO hours each day will use, so your balance and pay are right.

Tips for employees

• Check your PTO balance before asking.
• Check the schedule and team calendar to see whether others are already off.
• Offer a solution for coverage where your role allows it.
• Use the official channel. If your company uses a time off app, a request there is usually what counts.
• Keep a copy of the approval.
• If you don’t hear back, follow up politely a few days later.

Tips for managers responding to requests

Reply quickly, even if the answer is not final yet. Use the same criteria for everyone, such as order of request and coverage. If you have to decline, explain why and offer alternatives, such as different dates or a partial week. Confirm approved time off in writing and make sure it is reflected in the schedule. Remember that some leave, such as protected sick leave or FMLA leave, follows legal rules rather than discretion. See our FMLA guide.

Common mistakes

• Announcing time off instead of requesting it.
• Leaving out return dates or partial-day details.
• Sending the request to the wrong person or by a channel that is not tracked.
• Assuming approval because nobody replied.
• Over-explaining personal or medical details.

How EZTime helps

With EZTime, employees send time off requests from the mobile app with dates, hours and leave type, and can see their balance first. Managers see the request next to the schedule and approve or decline it with a note. Approved time off appears in the schedule and on the timecard, so payroll sees it too. Employees can also arrange shift swaps to cover their shifts.

Manager reply templates

Consistent replies help you show that decisions are fair. See managing time-off requests and our time-off request form.

Requests for longer leave

For leave of more than a week, or leave for medical or family reasons, a short email is only the start. The employee may need to use a formal form, and some leave may be protected by federal or state law. Managers should forward these requests to HR or the owner rather than decide alone. See our leave of absence request form and paid family leave by state.

Is your PTO request ready to send?

Tick each item your request includes.

Frequently asked questions

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