How to ask leave from boss?

Everyone deserves time off from work. If you're reluctant to ask, it's worth taking the time to figure out why.

Are you afraid of being told no? Do you think you don't deserve the time off? Is it because you just don’t know how? Maybe work is crazy and you feel guilty about leaving work for others?

Depending on the size of your team and what's going on for the company, you may rightly feel like there's no good time to take off. But employers know that people will take time off. That's part of business.

Your job is to learn how to ask for time in a way that still shows commitment and responsibility.

It can be nerve-wracking to request time off. But you have to learn how to ask for what you need and deserve. Once you can identify when and how to ask for time, it'll be a skill you'll come to appreciate.

Learn to recognize your cues that indicate you need some time off. For instance, you may experience sky-high stress levels, struggle to sleep, or feel very irritable.

Taking time off doesn’t need to be a last-minute decision, either. By keeping track of your work-life balance you can plan your vacation time before things get dire.

Here are four signs that it's time for you to take time off:

Before you ask for time off, check if it'll be paid time or unpaid time. Not all companies give out paid vacation time to each employee.

If you're starting a new job, familiarize yourself with the company's vacation policy and how they handle personal time off (PTO). You might be eligible for unpaid leave if you exceed your sick days or paid vacation days.

Keep in mind that paid time off policies can be different for part-time or new employees. Reading your employee handbook will help you to know how many sick days and vacation days you receive, and more.

It’s important to know the law, too.

If you work at a company with more than 50 employees, public agencies, and schools, you’re covered under the Family and Medical Leave Act (FMLA). This means your employee is required to give you time off work when you need to care for a family member or any other family emergency. However, you must have worked at your employer for a certain amount of time to be covered. And, this time off is unpaid, not paid.

Requesting time off can feel awkward and uncomfortable. You may worry your request will be denied, or that your supervisor will be irritated. But with a little advance planning, and appropriate phrasing, your request will be granted.

Follow these eight tips to confidently request time off, give your brain a vacation, and avoid the potential of a harsh rejection:

Depending on when you ask for time off, you may be putting your company in a challenging situation. Some industries are busier in certain months. If you have flexibility, don't take time off during the heart of busy season.

Whether it is busy season or not, make sure you give advance notice of your time off so everyone can prepare accordingly. If you can't find anyone to cover for you, you don't want to leave your work at a disadvantage at a busy time. Imagine if you were on the other end and a coworker took vacation time with short notice and left you to finish their work.

When you ask for your time off, be as specific about your request as possible. Know exactly which days you want to take off. If you're vague and uncertain in your request, your boss is less likely to grant you the time. Be confident and clear when you communicate.

It's also courteous to think through which details you need to share. Provide relevant details at the outset that will help your manager make a decision.  Try not to be confusing or force them to pull the information out with many questions. At the same time, don't overshare details that are unnecessary and make your manager impatient.

Your company might have a time-off request form where you can fill in any information they need.

You'll look more put together and organized if you're all caught up on your work when you put in a vacation request. If you take a few days off, your boss will see that you aren't behind and won't fall further behind. A strong work ethic demonstrates that you're on top of your deadlines.

Your entire team can't take vacation time at once. Being a team player includes being mindful of others. Communicate reasonably and professionally to ensure that your teams’ schedules line up.

Like any requests and messages, you should try and pick the time you make the request appropriately. If your boss is on vacation, it's not a good idea to interrupt their own time off to ask about yours. If your boss is swamped with meetings and feeling very stressed, they might not want to add that to their list of things to think about.

Even if your travel plans seem simple and wouldn't disrupt your work too much, you need to make sure you get permission. Be confident but not over-confident when asking for time off. Understand the line between being assertive and aggressive.

Remember this isn't just a one-time transaction. Yes, it's up to your boss to grant you vacation time, and that's what's top of mind for you. But you will also likely need to ask for other things in the future.

Before you leave, present a plan for how your work can be covered. This should take the form of an easy-to-understand message or document, bullet points written down with dates and names and links to documents (if applicable).

Depending on the work, give team members ideas about how they can handle the new responsibilities they're going to cover for you. If you have any advice or tips on how you usually do your job, share it with them to help their confidence and abilities. Knowing your work will be done correctly will help alleviate stress for you and your team.

We're not saying it has to be done by pen and paper, but you’ll have something to reference in the future if you request by email. Email requests create a paper trail and prevent forgetfulness. So if you ask over lunch, follow up with an email.

It also helps your boss because they can go back and refer to it while they make their decision. If you're requesting medical leave or leave of absence, it's vital to have copies of your request. Again, medical leave and leaves of absence will almost always require completing forms through your internal HR system.

Looking for more strategies to help you perfect the art of asking for what you need at work? At BetterUp, we'd love to help you become a pro at voicing your needs, including requesting vacation time.

Here are a couple of templates and examples that you can follow when you craft your email to your boss:

Hello [Supervisor's name],

I want to request time off for [dates] because of [reason].

My team doesn't have any pressing deadlines or work during [dates you're requesting off]. Would it be acceptable if I use my vacation time then? I'm happy to discuss further details with you if you'd like. If you have any questions, please let me know.

Thank you for your time,

[your name]

Dear [Name],

I am writing a formal request to have [dates] off. I haven't taken any days off since the beginning of the year, and I'd appreciate it if we could work this out.

I've already asked Sam if they can take my shifts, and they said they're available to do so. Sam is trained and suitable for every task I do. I have confidence in Sam's ability to handle this.

Let me know if you have any questions or concerns with my request. I'm more than happy to come to your office to discuss them.

Thank you and talk soon,

[your name]

After reading over some strategies and ideas on how to structure your request, here are some final tips to keep in mind:

If you find making direct requests challenging, or if navigating the situation feels overwhelming, this is an area to work on. A BetterUp coach can help you put in place tools to increase your confidence and assertiveness. Find out more about how coaching can transform your life.

• 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.

Employers often require you to submit a request to your supervisor or manager when you want to take a day off. Some employers even require you to submit your request off a certain period of time before the day you need (for example, giving 10 days of notice) or via a certain channel.

By properly asking for time off, you can increase your chances of your request being approved. Here are some dos and don’ts of asking for time off, and examples of how to do so.How to ask for time off from workDo try and give your boss at least two weeks’ notice when asking for time off. Every company is different, so follow your company’s policy for time off requests. Review your company’s vacation policy to make sure your request follows the recommendations.

Do check how many PTO hours or days you have before requesting time. If you’re a new employee, confirm you’re eligible for a vacation before submitting the request. Even if you don’t have paid time off, you may be able to take unpaid leave. Refer to your company's policy or employee handbook, or ask human resources or your manager.

Do put your request in writing (either via email, written letter, or the company timekeeping portal). This way, both you and your manager have all of the details to refer to later.

While it’s not required, you may want to give some details about your trip so your manager is more likely to approve the time. For example, perhaps you’re going on your annual family reunion vacation.

Do make it easy for your boss to say yes and approve the time. Help by lining up coworkers who are willing to cover your shifts or work while you’re out. Check the company calendar to make sure the days you want to take off don’t conflict with other events, projects or colleague PTO.

Do be realistic. If you regularly ask for time off, you shouldn’t expect all of your requests to be approved automatically. Especially if it’s a busy time of year, it can be hard to get off. Work with your manager for the best outcome.

Do compromise and be flexible if you can. For example, if your work is short-staffed the day you’re planning to leave, see if you can offer to work and leave later in the day or even the next day. When you’re a team player, your boss will remember that for future requests.

Do say thank you. Your manager isn’t required to give you the time off except for medical or family leave (like bereavement). Show appreciation if your boss can accommodate your needs and allow you to be out, especially if it requires extra work for them. How not to ask for time off from work:Don’t wait until the week of, or worse, the day before, to let your boss know about the time off you need. As soon as you make the plans, you should put in your time off request. This gives your manager enough time to arrange the schedule without you.

Don’t request time off during a busy time. If it’s a busy time for your work, or you personally have a lot of projects or things going on, your manager will be less likely to approve your time.

Don’t tell. Instead, ask. By asking your boss if you can have the time off instead of telling them you’ll be taking the time, you’re showing more respect for your boss and the team. It also shows your openness to making sure all loose ends are wrapped up and covered before you go.How to request days off in an email or letterIf you request your time off via email, there are a few things you can do to help increase the chances of your manager approving the time, while also following your company’s vacation policies.

Write a short, direct subject line. If you’re writing an email, state the general purpose of your message, and the dates you’re requesting off in the subject line. If you work for a large company or team, it may be helpful to also include your last name.

Example: Smith PTO Request February 8-10, 2021

Clearly state your purpose. After your greeting, use the first sentence of your email to state the purpose of your email, i.e. you’re requesting time off. Remember to ask for the time off, not tell your boss you’re taking time.

Include the dates and reason. Within that first sentence or two, include the dates you’re requesting off. If your company follows an accruing paid time off policy, you may want to include how many PTO hours or days this request is. This can help your employer with updating that information.

Example: I’d like to request time off for [dates]. This would use [number of PTO hours or number of PTO days] from my allotment.

Consider mentioning why you’re requesting PTO. Again, while optional, you may want to mention why you’re requesting time off. This can help your employer better understand the purpose of your request and can help them decide whether to approve your time off or not.

Share how you’re preparing for PTO. In a second paragraph, let your boss know the tasks you’re completing before you go, the work you’re delegating to other colleagues, and other ways you’re preparing your role and team for your absence.

Consider listing the projects and/or tasks you’re working on, what will be finished before you go, and what can wait until you return. This helps show your dedication to your team, as well as lets your employer know the impact of your absence (or lack thereof due to preparation) on the team.

Remain available. As you wrap up your email or letter, let your supervisor know they can contact you for further information, and you may also want to make yourself available for urgent questions while you’re gone. Keep open communication between you and your employer.How to ask for days off at a new jobIf you’re new or just started a job, asking for a vacation can be challenging.

If you already have a trip planned when you are interviewing for a job, that’s ok. It’s appropriate to wait until after you’ve been extended an employment offer and are in the negotiation phase to discuss time off. Share that the trip is already planned, and ask if that could be workable. However, be prepared to take that time unpaid if you won’t have earned any vacation days before you leave.

In most cases, you should try to avoid taking time off for at least your first three months of employment. During that time, your supervisor and team are still getting to know you and your work ethic, so you may have to work to prove yourself before taking time for yourself.How to ask your boss for time off examplesHere are a few examples of how you can request time off in writing:

[Supervisor name],

I would like to request time off for [date(s)] due to [reason].

Neither I or my team have significant deadlines, projects or presentations to give on this day. May I use my vacation hours toward this day off?

I am happy to discuss this more with you in person. Please let me know.

Thank you,

[Your name]

Dear [supervisor name],

I have [number] of PTO days available and would like to use them on this [date(s)] for [reason].

I’ve reviewed my and the team’s schedule and while [coworker name] isn’t currently on the schedule, [he/she] agreed to cover my shifts for me while I’m gone. I’m also happy to arrange a backup colleague to cover these shifts just in case.

Please let me know! Thank you,

[Your name]

[Supervisor name],

I have reviewed my available PTO days and would like to request time off on [date]. [Reason.] I’ve reviewed my project schedule and will have [project] wrapped up before then and feel my work is at a good holding point.

I’m happy to work with [colleague] to make sure any urgent requests that come through are covered while I’m out. I can also be available by email while I’m out for quick questions.

I’m happy to talk about this in person this week.

You’d like to take time off work — maybe to take on a fellowship, go on a long trip, or spend time with family — but you don’t have the vacation days to cover the time away. How do you ask your boss — and HR — for an unpaid leave? How can you find out if others in your company have done this before? Does the purpose of the break need to be work-related? What would make your case more appealing to your manager?

What the Experts Say In most companies, if you want to ask for extended time off, it needs to be done delicately. “This is a complex negotiation, in some respects more complex than negotiating a salary,” says Jeff Weiss, author of the HBR Guide to Negotiating and president of Lesley University. You have to be especially thoughtful and “get creative” because your request may fall outside of the company’s stated benefits and policies. But just because it’s out of the ordinary, doesn’t mean it’s not possible. “People negotiate unpaid leaves a lot,” says Denise Rousseau, professor at Carnegie Mellon’s Tepper School of Business and author of I-Deals: Idiosyncratic Deals Workers Bargain for Themselves, “and they do get them.” Here’s some advice on how to successfully ask for your unpaid leave.

Know your value and the risks Before you make the request, make sure you understand the value you bring to the organization. It’ll be easier to get people on board if they are keen to keep you. At the same time, if you are indispensable, they might be hesitant to let you step away. Reflect on any long-term goals the company may have for you and how they would be affected — positively or negatively — by this time off. Consider, too, the personal risks: You might miss out on opportunities while you’re away, and an extended leave could count against you when a promotion is on the table. If you conclude that you’re in a good position to ask for the leave, it’s time to proceed.

Define your objectives It’s important to be clear about the details. “Get to the granular level of what you are hoping to achieve” with the time away, says Weiss. Are you hoping to acquire particular skills? Do you need to get away to avoid burning out? “I find that more people are more successful when they frame the unpaid leave as developmental,” says Rousseau, “because it’s seen as something that could actually bring value back to the employer.” Knowing exactly what you hope to get out of your time makes it more likely others will support your goals.

Look for precedents Investigate whether there’s anyone in your company or industry who has done something similar. “Part of your preparation is to say, ‘Has this been done before? What made it work? What didn’t work?’” says Rousseau. Reach out to industry colleagues to understand the specifics of arrangements you may have heard about— particularly so you aren’t inflating the benefits or time off others have received — or discreetly ask HR whether there are any company policies in place that allow for unpaid leave. Knowing what’s happened at your own firm and others will help you argue that there’s a “legitimacy that distinguishes this from other situations,” says Weiss. That said, don’t be discouraged if you can’t find a precedent. Just because no one at your company has taken an unpaid absence before doesn’t mean you won’t get yours approved.

Consider potential objections There will be lots of reasons for the decision makers to say no, so “you need to make this as ‘yes-able’ as possible,” says Weiss. “Think carefully about the objectives and concerns of the person with whom you’re negotiating.” What hesitations will they have? Will your boss be concerned that it sets a bad precedent? Will higher ups be concerned that you’re never going to come back? Then consider how you’ll respond to those objections if and when they’re raised. “You want to frame this as a positive opportunity, for you and your company,” says Rousseau.

Make the business case Sit down with your boss and explain what’s in it for them. Come prepared with a negotiable plan for what you want to achieve and why it might be viable and a benefit to the organization. You might outline the new skills or ideas you will come back with, or the professional connections you might make. If you need a breather, explain why you believe being refreshed will improve your performance when you return. Some managers understand that these arrangements can actually help “provide more of a retention path for some employees,” says Rousseau. Use that to your advantage. Have numbers at the ready if possible and bring multiple options to the table for how it might work. Does the time off need to happen all at once? Could it happen in phases?

Choose the right time but be flexible If you can, time this conversation for when your manager is feeling positive about you and your performance — maybe right after a glowing review or a big win you’ve secured. And choose the timing of your leave to minimize the impact on work flow. “You want to sort of grease the skids and choose a window that is not burdensome for clients and coworkers,” says Rousseau. Be flexible and responsive if your manager feels another time would be preferable. “Maybe there’s a big order coming in, a new project, a shift in personnel, or another transition you don’t know about,” says Weiss. Be willing to listen.

Be ready for the “no” — or the “yes” Not every negotiation will go in your favor. Be prepared for any response you might get. A “yes” is certainly possible and would be great. But you might get push back from your manager or other decision makers. “Know your walkaway,” says Weiss. “Are you at a point where you really say to yourself, ‘I need to do this, and if I can’t do it, I’m open to looking for another job?’” Above all, maintain an open mind — and don’t be afraid to ask.

Principles to Remember

Do:

Don’t:

Case Study #1: Focus on your passion and be flexible Paul Ronto, chief marketing officer at shoe review site RunRepeat.com, is passionate about river rafting, and years ago, had his sights set on a trip down the Grand Canyon’s Colorado River that would take three to four weeks. At the time he worked for  a nonprofit focused on helping injured veterans and at-risk or disabled youth experience the outdoors, but, despite a generous vacation package, he didn’t have enough paid time off.

He’d previously passed on the trip before because of work obligations, but this time he really wanted to go. So, after some analysis of the risks and his value, he decided to make the case.  “This trip was important enough to me that I would have quit had they said no, but I figured the amount of time it would take to rehire my position would not be worth the effort for a three-to-four-week hiatus,” he explains.

“My attitude about it was [that] the worst thing they can say is no, [and] then I have a choice to make.”

In talking with his manager, the executive director and the HR person, he focused on his excitement. “We were a passion-driven company, so I just went in with my passion,” he explains.

But he also came in with a concrete plan, volunteering to work extra days before his trip during the organization’s two-week  Christmas holiday, when people were still needed to  take phone donations, collect the mail and process checks. “I was willing to cover most of that break [when] no one else was to [accrue] more PTO for my trip,” he explains. He suggested that he would also coordinate with the HR manager to take unpaid days as well.

Paul’s bosses agreed to the proposal. “They understood that this trip was a true passion of mine and it would be beneficial for them to let me go [because] I’d come back motivated,” he says. And he did. “In the end, the trip was so amazing, it changed my life.”

Paul’s current company has unlimited vacation time, and he’s actually going back to the Grand Canyon this coming March. “This time it wasn’t even a question, my CEO encouraged me to go!”

Case Study #2: Rely on your value Matthew Ross is the co-owner and COO of RIZKNOWS and The Slumber Yard, which operate multiple internet properties. When one of his employees approached him last year with a proposal to take eight weeks off, he was initially hesitant.

“I wouldn’t normally allow an employee to take such an extended period,” but the employee came in with a “defined strategy” and made a good case for his leave.

He started by noting that he’d been one of the company’s top performing employees over the previous two years, which made Matt “willing to be a little more flexible.”

Then the employee “laid out his motives for the trip.” He was traveling on behalf of a humanitarian organization and would be working in several African villages. It was a cause that Matt and his business partner wanted to support. In fact, they offered to make a donation to the nonprofit.

What’s a leave of absence, and how does it impact your employment? A leave of absence is an extended period of time off from your job.

Depending on the organization, you may simply be able to ask for time off from work. Or there may be a formal process you need to follow to get approved for a leave of absence. In most cases, a leave of absence is an agreement between an employee and an employer. Depending on the type of leave of absence you take, your benefits may, or may not, continue.

Other than for leaves covered by the Family and Medical Leave Act (FMLA), military duty, jury duty, and some other particular circumstances, federal law does not require your employer to approve your request, nor are they required to provide paid personal leave.

Some cities and states have laws that provide for paid sick or family leave from work. Your employer may provide paid or unpaid leaves of absence to employees under certain circumstances.

Regardless of why you're asking for a leave of absence, it's important to approach the request properly so you can get the leave approved and maintain your good standing at work:

Requesting and obtaining a leave of absence when you work in a casual environment can be as simple as saying to your boss, "I need a leave of absence. Would it be possible to take a leave from work for two months?"

In more formal workplaces, you may need to frame your request per company policy. The company may have guidelines for who is eligible for a leave of absence, and when and how often one can be taken.

Before submitting a request, be sure to familiarize yourself with your company's policies. You should also have a well-practiced explanation on hand. Make a decision before broaching the topic about what your next move will be if your request is turned down.

Below are some tips for requesting a leave of absence, with examples of letters you can use to get ideas for your own correspondence.

Research your organization's policy regarding leaves of absence and determine whether your situation is addressed under the policy. Here are some things to keep in mind:

Before you request a leave, consider how flexible you can be if your employer isn't able to give you the time you requested.

If a partial leave will enable you to meet your goals, explore the feasibility of reducing your hours. In some cases, a partial leave is preferable for all involved. A part-time proposal may be more acceptable to your employer, and you will maintain some cash flow.

Consider a temporary work-from-home arrangement rather than a full leave. For example, if you need to care for a sick family member, telecommuting might be ideal. Or perhaps you can work from home for four days a week and come in one day for a weekly check-in or for meetings. Have a variety of alternatives in mind that you can share if your employer is open to considering other options.

Plan your next steps prior to submitting your request. If your employer says no to your leave of absence, will you continue with your job, or will you need to leave permanently? The next steps will vary significantly depending on your reasons for the leave, and if you're filing the request out of want or out of need. Either way, you should have some idea in mind as to how you'll respond if your request is denied.

Plan your finances prior to filing your request. Make sure you can pay your bills without the normal cash flow from your job. You will usually be able to withdraw a request for a leave for financial reasons, but you should avoid the embarrassment if possible.

Explore the implications to your benefits. If you're taking a leave for reasons covered by the FMLA, your employer will be obligated to continue providing health care coverage. However, you will still be responsible for the same employee contribution to the premium that you paid prior to your leave. For other leaves, your employee benefits may not continue while you’re away from work.

Start the leave of absence process with your immediate supervisor. You don't want your direct supervisor to hear the news from HR or upper management first. Additionally, don't mention your desire to take a leave of absence to co-workers until you clear it with your manager.

Outline your request in writing so your supervisor can digest your request before a formal discussion. You can submit your request via email prior to your in-person meeting. Be sure to include the reasons for your request, and clarify anything you're willing or able to do to ease the transition, including training your replacement, writing a procedure manual, and fielding questions while you're gone.

Schedule a meeting when your boss is the least stressed or overworked. If you ask for a leave of absence when your boss is feeling overwhelmed, he or she may refuse you right away. On a day when things barely seem to be running with all hands on deck, a leave request won’t find a receptive audience. Be tactful and patient. Yes, it’s important to provide as much lead time as possible, but you should also be strategic when presenting your request.

Give your employer as much time as possible prior to your leave. Advance notice will make it easier for your employer to fill the void left by your departure and make them more likely to accept your request.

Indicate an end date, if possible, so your supervisor has the comfort of knowing when you'll return. Your request will likely go over much better if you can provide some idea as to when you'll return. Even if you can't provide an exact date, it's still better to give your employer a general timeframe for how long you expect to be gone.

Don't provide any ultimatums with your initial request. Let your employer feel that they're in control and can allow you to take the leave out of goodwill. If necessary, you can invoke any legal protection later on with the assistance of your HR department, but legality should not come up in your first request.

Below is a leave of absence example letter that includes a written request for a leave of absence from work for personal reasons. The letter offers to answer questions while the employee is on leave and provides a date for returning to work.

You can use this letter sample as a model, download the template (compatible with Google Docs and Word Online), and review more examples below.