Managers rarely mind approving leave — what they mind is uncertainty. The two questions in their head are “when exactly?” and “who's covering your work?”. Answer both up front, give as much notice as you can, and the reply is almost always a quick “approved”. For a sick day, the rules relax: notice is whatever the morning allows, and you don't owe anyone medical details.
What to include in a time-off request email
- A clear subject line — e.g. “Time-off request — 10–14 August.” The dates belong in the subject.
- The exact dates, including your last day in the office and the day you're back.
- A brief reason — one line is plenty (“a family trip”, “personal matters”). For a sick day, “I'm unwell” is enough; you don't owe details.
- A short coverage or hand-off plan — what you'll finish before you go, who's covering what, and where things are documented.
- Your availability — whether you're reachable for emergencies, or fully offline.
- A polite closing question — “Please let me know if these dates work.”
Ask as early as you can — for a week or more off, aim for at least two to four weeks' notice, before flights are booked if possible. Early requests get approved on your terms; last-minute ones get negotiated.
Keep it brief — especially when you're sick
A leave request is not an essay. Over-explaining a vacation reads as unsure; over-explaining an illness reads as oversharing. For a sick day, send a short message as early as you can, say whether you can handle anything urgent from home or are fully offline, and name anything on today's calendar that needs covering. That's it — rest is the actual job that day.
Time-off request email template
Sick day email template
Write it in one tap with Email Writer
Don't overthink two paragraphs. With Email Writer, describe your request in a single line and the app writes the full email — dates, hand-off line and polite closing included.
Just type a prompt like:
Request next Friday off, offer to finish my tasks by Thursday
Choose Short length and the Polite or Professional style, tap Compose, and you'll have a ready-to-send request in seconds. Manager works in another language? Tap Translate and send it in any of 40+ languages.
Get your leave approved faster
Email Writer drafts your time-off request, nails the polite tone, and translates it — free on iPhone & iPad.
Frequently asked questions
Do I need to give a reason for a sick day?
No — “I'm unwell and won't be able to work today” is a complete reason. You're not obliged to share symptoms or a diagnosis. Some employers ask for a doctor's note after several consecutive days, so check your company policy if you're out longer.
How much notice should I give for holiday?
Check your contract or handbook first — many companies set a minimum. As a rule of thumb, give at least twice as much notice as the leave you're taking: a few days ahead for a single day off, two to four weeks for a week away, and more for anything during a busy season.