Vacation Approval Email: 12 Polite Examples

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When it comes to requesting vacation approval from your superiors or HR department, it's essential to maintain a professional and polite tone. Here are 12 polite examples of vacation approval emails that you can customize to fit your needs.

1. Formal Vacation Request

Subject: Formal Request for Vacation Approval

Dear [Manager's Name],

I would like to request approval for a vacation from [start date] to [end date]. This time off is crucial for me to attend a family gathering and recharge my batteries.

I have ensured that all my current tasks will be completed or delegated before my departure. Additionally, I will be available via email in case of any urgent matters.

Thank you for considering my request. I look forward to your response.

Best regards, [Your Name]

2. Straightforward and Polite Request

Subject: Request for Vacation Approval

Dear [Supervisor's Name],

I respectfully request vacation approval from [start date] to [end date]. I plan to use this time to attend a personal matter that requires my immediate attention.

I have made arrangements to ensure my work responsibilities are covered during my absence. Please let me know if there's anything else I need to arrange.

Thank you for your understanding and support.

Sincerely, [Your Name]

3. Detailed Vacation Plan

Subject: Vacation Approval Request with Detailed Plan

Dear [Manager's Name],

I am writing to request vacation approval from [start date] to [end date]. During this time, I intend to visit my family and attend a few personal matters.

To minimize any disruption, I have prepared a detailed work plan for my absence. This includes delegating tasks, setting up autoresponders, and ensuring project deadlines are met.

I appreciate your consideration and look forward to your approval.

Warm regards, [Your Name]

4. Brief and to the Point

Subject: Brief Vacation Approval Request

Dear [HR Representative],

Please approve my vacation request from [start date] to [end date]. I need this time to handle a personal matter. Work arrangements have been made.

Thank you.

Best, [Your Name]

5. Expressing Gratitude

Subject: Vacation Approval Request with Gratitude

Dear [Supervisor's Name],

I am grateful for your continuous support. I am writing to request vacation approval from [dates]. This break is essential for my personal well-being.

Work plans and delegations are in place. Your approval would be greatly appreciated.

Thank you.

Sincerely, [Your Name]

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6. Explaining the Urgency

Subject: Urgent Vacation Approval Request

Dear [Manager's Name],

Due to an unexpected family emergency, I urgently need vacation approval from [dates]. This situation requires my immediate attention.

I have briefed my team and made necessary arrangements. Your swift response would be highly appreciated.

Thank you for your understanding.

Best regards, [Your Name]

7. Showing Dedication

Subject: Vacation Approval Request from a Dedicated Employee

Dear [Supervisor's Name],

As a dedicated employee, I rarely take time off. However, I am requesting vacation approval from [dates] to attend a personal matter.

I assure you this will not affect my work performance, and I have made all necessary arrangements.

Thank you for considering my request.

Sincerely, [Your Name]

8. Requesting Flexibility

Subject: Flexible Vacation Approval Request

Dear [HR Manager],

I am writing to request vacation approval, preferably from [suggested dates], but I am flexible if there are scheduling conflicts.

This time off is important for my personal growth and well-being. I appreciate your consideration.

Thank you.

Best, [Your Name]

9. Providing Alternatives

Subject: Vacation Approval Request with Alternatives

Dear [Supervisor's Name],

I am requesting vacation approval from [preferred dates]. However, if these dates are not feasible, I am open to [alternative dates].

This time off is crucial for my mental health and family time. I have prepared a work plan for my absence.

Thank you for your support.

Sincerely, [Your Name]

10. Clarifying Return Date

Subject: Vacation Approval Request with Clarified Return Date

Dear [Manager's Name],

I am requesting vacation approval from [start date]. I plan to return on [return date], ensuring minimal disruption to work

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