Asking for time off from work can feel intimidating and awkward at times, but it's your right. If you plan your time off well so that it doesn't bother other employees, you have the opportunity to get those holidays easily. When asking for leave via email, don't beat around the bush, show a friendly attitude, and state your reasons well. Regardless of whether the leave was taken for a vacation or for personal reasons, you can confidently request it as long as your absence doesn't affect your workplace performance.
Step
Method 1 of 2: Finding the Right Time to Apply for Leave
Step 1. Check the company's policy on applying for leave
Read a workplace manual or ask your boss about this. Find out how many days of leave you have, how to apply, whether the allowance can be accumulated, and whether you still get paid while on leave.
- Seniority at the company also affects the amount of leave you can take, and when you can apply for it.
- If you're a new employee, find out if you've been given time off. If you're a new employee, applying for time off can be quite difficult, and your boss won't be happy.
Step 2. Apply for leave at the right time
Taking time off is easier to get approved if you're not working on a project and don't have an urgent work deadline. If your company is very busy in certain months, you should not take time off at that time.
- If you need to take time off when the company is busy because of an emergency or something else that can't be ignored, give a solid reason.
- If possible, ask if any other employees are applying for time off at the same time. If your workplace only has a few employees, it will be difficult for your boss to grant the leave application.
- If your leave application is accepted, inform your co-workers at least one week before the leave date.
Step 3. Apply for your leave at least 2 weeks in advance
You must apply for leave at least 2 weeks before the leave date. In general, the earlier a permit is applied for, the better your chances of getting a day off. Telling your boss that you are going to take time off ahead of time allows the company to prepare for this.
The longer the leave is taken, the earlier the permit application. If you are on leave for a few days, applying for a permit 2 weeks in advance is sufficient. If you are going to be away for more than a week, you must inform your boss at least 1 month in advance
Step 4. Complete as much work as you have before the leave
If there are tasks and obligations that need to be done during the leave application period, complete them as much as possible. Making sure other employees are not overwhelmed by your absence will make them grateful, and make it easier for the employer to grant the requested leave of absence.
If you have work responsibilities that you can't complete before time off, arrange for other employees to complete them. Make sure the person who replaces you understands the task and the purpose of the task. Provide your contact information just in case
Method 2 of 2: Writing Leave Application Email
Step 1. Include the leave application in the subject of the email
You should get your boss straight to the point of the email without opening it. Say that you want to ask for leave and write the date of the leave in the subject column.
For example, the subject could read: “Submission of Fajar Nugraha Leave Permit from 2020-10-10 to 2020-25-10.”
Step 2. Open the email with a friendly greeting
State your boss's name and give a warm greeting. This may sound like small talk, but it's actually important to show friendliness and make the email look more professional.
- No need to use formal greetings. You could just write something simple, like “Good afternoon Mrs. Jenny”, “Hello Pak Rudi, or “Greetings Pak Budi”
- Pay attention to your boss's titles and nicknames on a daily basis. If your company usually uses your last name to communicate, using your employer's first name in an email may be considered rude. If your boss has a special title (such as doctor, professor, judge, etc.), include that title in your email address as well.
Step 3. Enter the date of the leave
Even if you put the date in the subject field, you should rewrite it in the first sentence of the email. Include this information in the request form.
For example, you might write: "I'd like to ask for leave from Wednesday, October 10, to Thursday, October 25."
Step 4. Explain the reason for your leave
After including the date of the leave, provide a reason why you are applying. You have to be honest, even if you know the reason will not get a positive reply. If caught lying when asking for leave, you can get a bad judgment and the company will make it difficult to ask for leave in the future.
- For example, you could write: "I'm asking for leave because my family is going on vacation together in Bali."
- If you're asking for leave due to an emergency or emergency, explain this in an email. Funerals, medical conditions, or wedding invitations are some examples of unexpected events that can make employers want to give impromptu leave.
Step 5. Explain to your boss that you have taken care of the needs at the office before going on leave
Tell your boss that you have considered the effect the leave has on the company. If you need to ask other employees for help or there are projects and clients that need help while you are on leave, explain the details to your boss and how to solve them. The better the way you take care of company needs before the leave, the easier it will be for your boss to give permission.
- For example, you might write: “I've made sure all my responsibilities will be taken care of by other employees during my leave. I've asked Rudi to handle the client. In addition, I have completed the necessary paperwork while I am not in the office."
- It's a good idea to tell your boss how he or she can contact you. If you can't or don't want to provide a personal phone number or email, you'll need to mention this in your leave leave email.
Step 6. End the email on a positive note
The last line in the leave permit email must contain a request for the company to give permission. You should also thank your boss before writing your name in the email. This will maintain the friendly and professional feel that you have shown since writing the greeting sentence.
For example, at the end of an email you could write: “Hopefully the company will grant this leave. Thank you."
Expert Advice
How to make the best use of your leave:
- Set personal goals to learn something or achieve certain achievements within the next 6 months. Having clear goals will keep you motivated after your sabbatical ends.
- When taking time off, think about your career. Ask yourself if you are satisfied with your current job. After that, look for new opportunities in your field to help achieve long-term goals.
- If you like the company you work for, but are not satisfied with your current position, talk to your boss before returning from time off to find out about other vacant positions at the company.
