Quick answer
A professional annual leave email should include:
- the dates you want off
- whether it is a full day or half day if relevant
- a short, polite reason if needed
- reassurance about handover or cover
- a clear ask for approval or confirmation
Annual leave request email template
Subject: Annual leave request
Hi [Manager Name],
I’d like to request annual leave from [start date] to [end date]. I’ll make sure any handover is completed before I’m off. Please let me know if these dates work.Kind regards,
[Your Name]
Annual leave change request template
Subject: Annual leave date change request
Hi [Manager Name],
I’d like to ask whether I can change my approved annual leave from [old dates] to [new dates], if possible. I understand if this depends on coverage. Please let me know whether the new dates can be approved.Kind regards,
[Your Name]
When to include a reason
Often, you do not need a detailed reason.
If you include one, keep it brief:
- for personal reasons
- for travel plans
- for a family commitment
- due to a scheduling change
Tips for sounding professional
- Keep it short
- Avoid over-explaining
- Use exact dates
- Mention handover if relevant
- Send it early where possible
Final thoughts
The best annual leave emails are simple and easy to action. Clear dates, a polite tone, and a quick handover note are usually enough. Before you send the request, Offdays can help you check your allowance and make smarter use of public holidays.