How To Write a PTO Request Email

Paid vacation time is an important workplace benefit that allows employees to have a healthy
work-life balance. Vacations can often improve productivity by keeping morale high and allowing
employees to return to work rested and ready to thrive. If you would like to take time off from
your job, you will need to submit an official request to your employer or HR representative.

In this article, we explain how to write an effective PTO email and to plan for your vacation days
to make the process as simple as possible.

What is paid time off?

Paid time off refers to vacation days that are accounted for in your salary and can be taken
without seeing a loss of pay. PTO days allow you to take the time you need without having to
worry about missing a paycheck.

If you don't have PTO benefits, the tips in this guide can still help you write a time-off request if
you choose to take unpaid vacation time from work.

Related: Guide: Leave of Absence Letter Request (With Examples)

Why is PTO important?

Although PTO is an excellent perk for employees, it has benefits for the company. Taking time
away from work keeps employees’ spirits up and makes for a happier workforce. Not only is this
great news for the employee who gets to take time off and keep getting paid, but it can also
work out well for the company.

Besides perks making it easier to hire quality employees—and to keep the employees a
company already has—raised morale often correlates with raised productivity, so employees get
more done in the weeks they are in the office.
Related: The Ultimate Guide to Work-Life Balance

How to write a PTO request email

Even if your PTO is contractually obligated, you should still submit requests in a professional
manner. Here are the elements you need to craft a strong PTO request email when you ask for
vacation days:

1. Write a clear subject line

It’s always a good practice in professional emails to provide a descriptive title that allows the
recipient to know what they are getting before they open the body of the email. Include your
name and the dates you will request off. Example: “PTO Requested for Thomas Johnson from
September 16-September 20.”

Related: 13 Types of Employment Letters and When To Use Them

2. Open with a greeting

Choosing the right salutation for your email starts your PTO request on a positive note. If you
know your supervisor’s preferences, open in a manner that fits their preferred way of being
referred to in an email. If you are unsure of their preference, opt for a simple and professional
option like “Dear Ms. Hernandez” to begin your email.

Related: How To Choose Letter Salutations and Greetings (With Tips and Examples)

3. State your desired vacation days

State your purpose directly in the body of the email, informing your employer you are requesting
PTO and the days desired. For example, “I would like to request paid time off from Monday,
September 16 to Friday, September 20.”

4. Provide a reason for the absence

Your employer should know why you are requesting the time off, and you should be honest. For
example, “I will take a family vacation to visit my parents.”
Related: Sick Time vs. PTO: Definitions and FAQs

5. Demonstrate appropriate preparations

Your PTO request is more likely to be accepted if you show that there will be minimal disruption
because of your absence. Mention any coverage needs, available means of contact while away
if any and workload preparations. For example, “I will be available by phone in the event of a
work emergency, and Paul Costa will cover calls from my clients when needed.”

6. Request permission

Remember that you're making a request, not a demand, as the respect shown will increase the
chances of the request being well received. For instance, you could ask, “Will this be
acceptable?”

7. Close with gratitude

Thanking your employer for the consideration is a sign of respect and will improve your chances
for success when used as a closing. Sign the email with your name and contact information.