Introduction
Got a doctor’s appointment? Perhaps it’s your high school reunion in another state? You need a day off from work. But unsure of the ways to ask your boss for this request? Don’t worry. A day off from work for valid reasons is a common thing. This is best done through a formal letter or email. It conveys a sense of professionalism and shows your boss that you take this job seriously. In this article, I will tell you How to Write a Day Off Letter? So, keep scrolling!
A day off request letter is a common thing in the workplace. Yet, it can be tricky to get right. But once you understand some key points and a proper format, you can master this skill easily. In this article, I will tell you the format, teach some important points to remember while writing such a letter and give you some sample letters to refer to. Let’s begin.
The format
- Salutations:
Begin with proper salutations to make a strong impression. Note how your boss prefers to be referred to usually. Try to maintain a formal tone instead of an informal, laid-back one.
For example,
Hello, Mr./Mrs./Ms. (name) Or Hello, Sir/Ma’am
- The request:
A day off request should be short. Get to the point immediately. Do not beat around the bush or else your boss might lose interest or get frustrated. If so, they might deny your request without considering it.
For example
I am writing this letter to request a day off on (date) from work due to (reason)
- Your proxy:
If you work in a face-paced, unpredictable workplace, then there is a possibility that an emergency might arise in your absence. To avoid this, make sure you mention the name of the employee that has agreed to cover in your place. This will make your boss feel more secure and shows that you care about your job.
For example,
I have talked to (name) and they have agreed to cover for me in my absence.
- Mention vacation days:
Most companies have designated vacation days or PTO (paid time off) for their employees. Make sure to add that you would like to use your PTO for this day off.
For example,
I would like to add this day off to my designated vacation days.
- Anticipation for positive response:
Show that you hope for a response in your favor, that is, your boss would approve your request. I always find that this sets a good tone and works out most times.
For example,
Hoping you would accept my request.
Or
Hoping for a positive response.
End the letter:
End with a courteous tone and make sure to thank your boss for their time. Such small gestures go a long way.
For example,
Thank you for your time.
(name)
________________________________________________________
Following is a clear format that you can refer to for your letter requests.
Hello [enter name],
I am writing this letter to request a day off on [enter date] from work due to [enter reason].
I have talked to [enter name] and they have agreed to cover for me in my absence.
I would like to add this day off to my designated vacation days.
Hoping for a positive response.
Thank you for your time.
[enter name]
This is just a template that you can use every time you write such letters. Feel free to add other details that you think are important to mention. But remember not to make the letter too long or confusing.
I will now provide some sample letters for different reasons so that you can get an idea of how an actual day off request looks like.
Day off for a doctor’s appointment
Hello Mr. Scott,
I am writing this letter to request a day off on the 2nd of August, 2021 i.e. a Monday due to a doctor’s appointment.
I have to go in for a quarterly medical check-up which takes up an entire day, which is why I won’t be able to come in, to work.
I have talked to Dwight and he has agreed to cover for me in my absence and take care of any emergencies.
I would like to add this day to my designated paid time off.
Hoping you would approve my request.
Thank you for your time.
Angela Martin.
Day off a request for a family wedding
Hello Ma’am,
I need to take a day off on the 3rd of June i.e. a Tuesday for my sister’s wedding.
The wedding is to be held out of town which is why I would be unable to come to work that day.
I have requested Ms. James and she has kindly agreed to cover for me and handle my clients for the day.
I would like to point out that I have exhausted my vacation days due to my leg injury this year. So kindly let me know how this would work.
Hoping you would approve my request.
Thank you for your time.
Lorelai Gilmore.
Day off a request for college reunion
Dear sir,
I am writing this letter to request a day off on the 4th of august, 2021 i.e. a Wednesday as I have to attend my college reunion.
I will have to drive to New Haven to join the college reunion which is why I would need the entire day off.
I have spoken to Jess and they have agreed to cover for me.
Please count this day in my designated paid time off if you would accept the request.
Hoping for a positive response.
Thank you for your time.
Dean Forester.
Day off for personal reasons
Hello Mr. Medina,
I am writing this letter to request you for a day off on the 4th of august, 2021 i.e. a Wednesday due to some personal reasons.
I would be happy to discuss the reason privately with you in your office if you insist.
I have asked Paris if she would cover for me and she has kindly agreed to do so.
I would like this day to be counted in my vacation days.
Hoping you would approve my request.
Thank you for your time.
Boyle.
Day off for a family trip
Hello Ms. Fischer,
I am writing this letter to request a day off on the 6th of August,2021 i.e. a Friday as I am planning to take my family on a trip to our cabin in the woods over the weekend.
My daughter goes to college this fall and we want to spend more time with her. So, I would need Friday off so we can take a long weekend trip.
I have talked to Kevin to cover for me on Friday in case of any emergencies and he has agreed to the same. I have also made sure that there are no meetings or presentations that crossover with my vacation.
I would request you to count this day on my designated vacation days.
Hoping for a positive response.
Thank you for your time.
Pamela Beasley.
Now that you have a few samples to wrap your mind around, let us go over a few important points to remember before writing a day off letter request.
Points to remember
Be honest:
It is best to be direct and honest about your request. If there is an issue that you can’t talk about with your boss then don’t be afraid to say so. Let them know it is a personal reason. Avoid lying or making up fake excuses as it makes a wrong impression.
Direct and concise:
Be direct and concise in your letter. Let them know the appropriate and necessary details. Do not beat around the bush or add irrelevant information.
Review your company’s policy:
You should make sure how far in advance you have to request a day off. Remember to review the company’s PTO policy as well. It is best to know how your company requires an employee to take a day off request- is it through a formal letter, an email, or other forms?
All these details are extremely important while making a day off request.
Check your calendar:
Make sure that no important meetings, presentations, events, or company projects crossover with the day you want to leave. Mention that you have asked someone to cover for you in your absence.
State the correct day and date:
This is the most basic detail that everybody needs to remember. Do not send in your request letter without mentioning the day you want to leave. Your leave might get rejected even before your boss finishes reading the letter.
These points will help you to write a good day off request letter and will help you every time.
Conclusion
In short, a day of letter request has to be direct, short. Make sure to follow the given format and remember the key points. It is easy to get a day off when you are an impressive employee and don’t ask for leave very often. So remember, at the end of the day it also depends on your general job performance. I hope this article proves to be helpful for you.
