How to Write a PTO Request Email in 6 Steps (+ Examples)

Are you feeling burned out or a bit edgy and need to take some time off of work?

Maybe you are one of the 46% of Americans who don’t use their PTO and should!

If you work at a company where you have to submit PTO to a manager for approval in order to hit the vacation seas, then this article is for you.

In this guide, we’ll break down 6 steps on how to write a PTO request email that is professional, clear, and covers all the bases. We’ll cover solid tips and tricks from your subject line to your closing, and provide some examples so that your request is easy to approve.

What is PTO and why is it a BIG deal?

Paid Time Off (PTO) is a benefit that allows employees to take paid leave from work. PTO can be used for your own personal reasons like a break from work, doctors appointments or vacations with family.

Regardless of what you do with it, in general using PTO will boost your physical and mental well-being, leading to increased productivity and creativity in the workplace. Most employees come back to work with a renewed sense of energy and purpose which is great for achieving the organizations overall vision.

It’s in the companies best interest to promote a generous PTO policy since it tends to attract and retain the most talented employees. A robust PTO policy can be a HUGE factor in an employee’s decision to join or stay with a company. PTO is a way companies can show their employees that they truly value them.

Moreover, PTO facilitates a healthy work-life balance by giving your employees time to pursue personal interests, which reduces stress levels. Once again, when your employees feel their personal life is valued, they are more likely to be engaged and committed at work.

Of course its not just important to have a good PTO policy, but also to establish a culture where it’s ok to take PTO. A positive workplace culture that encourages taking PTO nurtures psychological safety and open communication. The trust and respect that is built in your team for taking enjoying paid time off will enhance overall job satisfaction and productivity.

How to Write a PTO Request Email – 6 Steps

Now, if we are being completely honest… if you are still writing emails to take PTO at your company, you are soo behind the times.

In this digital age of time tracking tools and human resource management software, most employees can simply click a few buttons on their phone or computer and have the days they want set aside.

Some companies may still use some form of timesheets or excel sheets to tracking PTO as well.

But if you do have to write a brief PTO request email at your job, there are several important steps to ensure it is both professional and effective:

• Craft a clear subject line
• Start with a polite greeting
• Clearly state your PTO request
• Optionally provide reasons for your request
• Outline work coverage during your absence
• Close with gratitude

Let’s break down each step to help you write a perfect PTO request email.

Step 1: Craft a Clear Subject Line

The subject line of your PTO request email must be clear and concise to indicate the email’s purpose.

For example:

‘Request for PTO – [Your Name]’

I like this one because it is short and precise. It helps your manager quickly understand the email’s intent. It’s straightforward and shows respect for their time. It stands out and your email is unlikely to get lost in the shuffle.

If it’s a last-minute PTO request, indicate urgency in the subject line, such as ‘Urgent Time Off Request’. This quickly lets your manager know this is a time-sensitive request.

Step 2: Start with a Polite Greeting

Ever heard of you get more bees with honey? A respectful greeting is a nice way to set a positive and professional tone. It may also be the difference of being approved for your PTO and getting rejected.

For example, you could use use ‘Good morning’ or ‘Dear [Manager’s Name],’ for a more formal feel, while ‘Hi [Manager’s Name]’ suits a more casual environment.

Step 3: Clearly State Your PTO Request

Go straight into stating that the purpose of your writing is to request time off. Be sure to:

• Include the exact dates you wish to take off, such as from [start date] to [end date].
• Check that the requested dates in the body match the subject line to avoid confusion.
• Reference any prior conversations about your planned time off if applicable.

A clear and direct PTO request demonstrates professionalism and helps your manager plan, showing respect for their time and the team’s needs, which increases the likelihood of approval, provided you have your manager’s permission.

Step 4: Provide Reasons for Your Request (Optional)

Offering a reason for your time off may increase your approval chances but it is optional. Most companies have some system for delegating PTO to employees and it usually doesn’t include personal reasons so it may not help your chances.

If you choose to provide one, keep it short and straightforward. A brief explanation like “I have a personal appointment” or “I need some personal time” or “I need a personal day” is good enough to give context while respecting your privacy.

Step 5: Outline Work Coverage During Absence

Next, you may be required to provide a plan to your manager or direct supervisor for how your tasks will be managed in your absence. This plan may include who is covering for you and a detailed handoff document as well as the following items:

• A proper briefing to colleagues.
• Communication with colleagues handling your responsibilities.
• Details on who will cover urgent issues.
• Who has specific responsibilities during your PTO.

The more transparency and clear communication there is before you leave, the smoother operations will be when you are away and when you return.

Step 6: Close with Gratitude and Formal Sign-Off

To finish off your PTO request letter, include a grateful sign-off that leaves a tone of respect and professionalism.

A friendly and professional way to sign off, such as “Thank you for considering my request” or “Kind regards,” leaves a nice, positive and respectful impression.

Tips for a Successful PTO Request

Review Your Company’s Vacation Policy

To increase your chances of approval, start by understanding your company’s vacation policy and learning the proper procedures and types of leave available. If you know the rules for requesting paid vacation days then you can better decide the type of time off you need and how to get it approved.

If your company’s policy on vacation is unclear, reach out to your HR for clarity.

Plan and Notify in Advance

If you are able, the more lead time and notice you give for PTO, the better your approval chances. This is because it helps your schedule makers who have to ensure there are minimum disruptions in team operations when PTO is granted.

So showing forethought and consideration for team schedules by providing as much advance notice may be helpful, but it’s possible that it only helps you because you were first before your coworkers to request that time off.

Another thing to think about is that requesting PTO during industry busy seasons and peak times like Spring Break, Summer Break, Thanksgiving, and Christmas can decrease your chance of PTO approval. So if possible, go after times of the year that are boring for everyone else. You may even get discounts on flights and hotels!

Coordinate with Colleagues for Coverage

Depending on how long you will be out, consider communicating with colleagues to have your tasks and responsibilities covered. This helps maintain workflow. Ensure colleagues understand their temporary roles to minimize disruption during your absence, with each colleague acting as a person responsible.

Sample PTO Request Emails

Need a few sample emails to get an idea of what your email should look like? Here are a few templates for different situations to reference.

Formal PTO Request Email Example

For a planned vacation:

Subject: PTO Request – [Your Name], March 17–21, 2026

Dear [Manager’s Name],

I would like to formally request paid time off from Tuesday, March 17 through Friday, March 21, 2026 (five working days). I have confirmed that these dates do not conflict with any critical project deadlines, and I will make sure all deliverables for the Q1 release are completed and handed off to the team before my leave begins.

During my absence, [Colleague’s Name] has agreed to be my point of contact and will have access to all relevant files in Teams. I will update our shared project tracker and set an out-of-office reply to direct urgent requests to the appropriate team members.

Please let me know if you need any additional information. Thank you for considering my request.

Best regards,
[Your Name]
[Job Title]
[Phone]

Informal PTO Request Email Example

Mid day appointment:

Subject: Out for a Couple Hours Tomorrow

Hi [Manager’s Name],

Quick heads-up: I have a dentist appointment tomorrow, June 12, 10 a.m.–noon, and I’ll use a couple hours of PTO. I’ll be online before 10 and back right after lunch, so it shouldn’t affect the release plan.

Just wanted to keep you in the loop.

— [Your Name]

Last-Minute PTO Request Email Example

For a same-day family emergency:

Subject: Need the Day Off Today

Morning [Manager’s Name],

I’ve got an unexpected family situation and need to take PTO for the rest of today, August 8. I’ve already pinged [Colleague’s Name] to cover urgent tickets, and I’ll keep Slack open on my phone if something critical pops up.

Sorry for the short notice—appreciate your understanding.

[Your Name]

Final Thoughts

If you want to write a well-crafted PTO request email, you need clear communication, professionalism, and thorough planning. Every step matters, from understanding the importance of PTO to crafting your email and ensuring work coverage during your absence, and improves your chances of approval.

Remember, a well-written PTO request email not only helps you secure your time off but also strengthens your professional relationships and contributes to a positive work environment. Keep these tips and tricks in mind the next time you request PTO via email.