merojob | Career Guide

The right way to request your supervisor for time off

Category: Career Development | Date: | Total Views: 1906


Everyone deserves time off from their regular work schedule. Workplace stress is the most common cause of burnout. A break from employment to spend quality time with friends, family, and loved ones helps cope with job stress. Employers also acknowledge that employees need to take breaks, which is why a systematic provision of leave is managed in the organization

Depending on the size of your team and the task piled up, you may feel that there is no right time to ask for leave/s or you may not be granted one., Asking for day/s off may feel stressful for many and if you are someone who is not comfortable -asking for a break, here are some tips.

Pick the best time

A great time to ask for leave is when your team is not working on a tight schedule or does not have pending projects of high priority. In some businesses, there are peak seasons when employees are busy with urgent work and If your absence means a stressful time for your colleagues on that particular day, week, or month, it’s best to postpone the leave request.

Make sure that you do not request time off during a challenging situation in your company. Timing is everything so if you request vacation during tough times, you might not get the leave approval. 

Make a leave request in advance

Once your dates for vacation have been finalized, send an email to the supervisor requesting leave in advance. Even if there are paid leave balances available, it doesn't mean that an employee should use them as they wish. Regardless of how urgent your leave requirement is, refrain from presenting your request as a demand. 

Going ahead with your plans before getting approval from your supervisor is never a good idea. Update your supervisor with the leave request as early as possible. Your supervisor is likely to approve your leave request if you proactively inform and share the details about how your pending tasks will be managed in your absence.

Proactively share important details 

When requesting the respective supervisor for time off, be specific about the important details like the date/s you want to take leave/s, the reason for leave request, returning date, how your recurring/urgent tasks will be handled in your absence & by whom etc. Effectively communicate any relevant information and be humble with your request. Being vague can make one look indecisive and unreliable, making it less likely for the supervisor to grant the request. 

If your company requires you to make a leave request in any specific format/ application then do follow such procedure.

Delegate responsibilities during your absence

Be prepared for any unforeseen situation or crisis during your absence. Have a responsive backup plan by conducting Knowledge Transfer sessions with your colleague to handle your tasks when you are on leave. If there are some pending tasks that need to be completed before you go on leave then do prioritize and complete your task efficiently on time. This shows your sincerity towards your work and even helps support your leave request. 

Make a written request for leave

A written request doesn't mean it has to be always noted with a pen or pencil, but rather something to reference in the future. So it’s always a good idea to send an official email to the respective supervisor requesting leave/s. It will be easier for your supervisor to refer to it while making a decision. An email request can be sent to your supervisor along with a copy to your team members.

Leave Request Email Sample


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