How to Ask for a Day Off: 6 Steps for Requesting Time Off

Each office will have its own time off and vacation policy, but in general, these are some ways to request days off:

1. 1. Speak with your supervisor. It may be best to discuss using vacation days or other PTO face-to-face with your supervisor if you work in person. You may discuss the time away during a video interview or email request letter if you primarily work from home.
2. 2. Give ample notice. For planned PTO such as a vacation, give your boss a heads up. Policies vary from company to company, but a month’s notice ahead of requesting the time off is normally adequate. Giving short notice is unprofessional and can burden your team.
3. 3. Give exact details. You’ll want to share how many days you plan to be away (in the case of vacation days), or the amount of time you’ll be out of the office on a given day (if it is for a doctor’s appointment or another meeting). If you need to take an extended period off, for medical reasons or a sabbatical, you may need to submit a leave of absence letter.
4. 4. Go through the correct channels. Some companies have online templates to fill out when requesting time off; others have employees through human resources to approve requests. When starting a new job, review the employee manual and company policies for requesting time off.
5. 5. Inform the rest of your team. After receiving a time-off approval, notify the rest of your team members. You can share your PTO plans through email or add a calendar invite to their schedules to discuss. Be sure to address any deadlines during your time away from work and how you can be of assistance ahead of your temporary leave. Companies may request a phone number or other contact information to contact you, especially for extended leaves. In general, companies should prioritize employee privacy while they are away.

When new employees accept a job offer, that offer will typically come with a set number of days the employee can use for sick, vacation, and personal time. Normally, part-time employees will not receive paid time off. Employee handbooks should outline how staffers can input formal requests for PTO.

There are a few different kinds of time-off requests that employees can make. Consider how to handle specific requests:

1. 1. Vacation time: Vacation requests can be for up to two weeks and should be sent via a request email or meeting with your supervisor a month before the planned vacation. You may then have to fill out a request form to complete the request.
2. 2. Sick days: Use sick days when you have a cold, stomach bug, or milder health issues. Sick days generally do not require a formal letter from a doctor. The human resources department sometimes processes these short leaves in your absence.
3. 3. Personal days: Employees should use personal days for family emergencies, doctor appointments, and other needs. When possible, you should request personal days in advance, although this may not always be possible.
4. 4. Maternity and paternity leave: Companies may grant parental leave after the birth or adoption of a child. Federal regulations will stipulate the length of each type of leave. Discuss parental leave plans with managers well in advance.
5. 5. Medical leave: If an employee has medical conditions or is tending to a close relative with medical conditions, they may take a medical leave. The Family and Medical Leave Act (FMLA) empowers employees to take time away that is paid up until a certain point. FMLA varies by state, so discuss the details with your company’s HR team.
6. 6. Unpaid leave: Sometimes, workers take an unpaid leave of absence to work on another project, promote a book, or take a sabbatical. Certain companies may not allow this type of leave, so speak with your manager before planning any unpaid leave.

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