How to Write a PTO Request Email (With Examples)

Need a few days off to recharge, take a trip, or just catch your breath? Before you pack your bags, you’ll need to ask for time off. 

Requesting it over email is often the easiest, most professional way.

In this article, we’ll walk you through what to include in a PTO request email, how to phrase it, and share examples you can copy or edit to get you started.

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The Watercooler EP 03: How to Write a PTO Request Email

Jessica and Tod chat about how to write a clear and professional PTO request email. Tune in to get practical advice on crafting the perfect message to request time off.

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What is PTO?

Before we get into writing a PTO request email, let’s quickly cover what PTO actually means. 

Paid time off, or PTO, is when you take time away from work and still receive your regular pay. While it’s not a legal requirement in many places, PTO is a common employee benefit that supports work-life balance and a healthier company culture.

Even if your workplace doesn’t offer paid leave, the tips and examples in this article can help you write a great email to request any kind of time off.

Why does PTO matter?

Time off is one of the most important benefits to employees. A Pew Research study found that 62% of workers rank PTO as extremely important, second only to health insurance and even ahead of retirement plans.

It’s also one of the best ways to fight burnout. 1 in 5 employees say they think about quitting every day because of burnout. Taking regular PTO can help employees recharge, stay productive, and actually enjoy work again.

How to Write a PTO Request Email

A good PTO request email is short, clear, and respectful of your manager’s time. You just need to cover the essentials so they can quickly approve or ask any questions they may have.

Here’s how to write one and what to include:

A clear subject line

Start with a subject line that is easy to spot and search for later. It should help your manager quickly understand what the email is about, even before opening it. Try something like:

Subject: PTO Request for [Your Full Name]

Open with a friendly greeting

Begin the email on a polite, conversational note. A light, friendly opening sets the tone before you get into the details. For example:

Hi [Manager],
I hope you’re doing well.

OR:

Good morning [Manager],
How was your weekend?

Clearly state your time off request

Get the point of the email quickly and clearly, so there’s no room for confusion. Mention that you’re requesting PTO, how many days, and the exact dates:

I’d like to use [X] days of my PTO from [Start Date] to [End Date]. I’m giving [X] weeks of advance notice.

Share the reason (optional)

You don’t have to give a reason, but sometimes a little context can help your manager understand why the time off matters to you. You can add something as simple as:

I’m excited to spend time with my family.

Show you’ve planned ahead

Let your manager know that you’ve already started preparing for your time off. This can go a long way:

My current tasks will be completed before I leave, and I have already asked [Colleague] to cover anything urgent while I’m out. I will also be available for emergencies via [Contact Info].

Make the request

Politely ask if the time off works: 

Please let me know if this timeframe works for the team.

OR:

Would you be okay approving this request?

Thank them and sign off

End your email with a quick thank-you and professional sign-off:

Thank you for considering my request. I really appreciate it.
Kind regards,
[Your Name]

Connecteam lets teams request time off, get instant approvals, and track PTO balances automatically, all from their phones.

Check out the time off app now.

PTO Email Templates & AI Prompts

To make things easier for you, here are a few templates and AI prompts to help you write your PTO email request:

Email #1

Subject: PTO Request – [Your Name]

Hi [Manager’s Name],

I’d like to request paid time off from [Start Date] to [End Date]. I’ll make sure all my responsibilities are covered before I go and will coordinate with [Colleague’s Name] to handle anything that comes up in my absence.

Let me know if this time frame works for the team.

Thank you,

[Your Name]

Email #2

Subject: Vacation PTO Request for [Your Name]

Hi [Manager’s Name],

I’m planning a vacation and would like to take PTO from [Start Date] through [End Date]. I’ll complete all my tasks ahead of time and ask [Colleague’s Name] to cover my main responsibilities while I’m away. I’ll be unavailable during this time, but happy to assist with any prep beforehand.

Please let me know if this works for the schedule.

Thanks,

[Your Name]

Email #3

Subject: Personal Day Request – [Your Name]

Hi [Manager’s Name],

I’m writing to request a personal day off on [Date] due to a family matter that requires my attention. I’ve made sure my current tasks are on track and will be available for any handover needed beforehand.

Thanks for your understanding,

[Your Name]

Email #4

Subject: PTO Request for [Your Name]

Hi [Manager’s Name],

I apologize for the short notice, but I need to take PTO on [Date] due to [brief reason, optional]. I’ve made sure my key responsibilities are covered and can provide updates when I return.

Let me know if you have any concerns.

I appreciate your flexibility,

[Your Name]

Email #5

Subject: [Your Name] Extended PTO Request 

Hi [Manager’s Name],

I’d like to request PTO from [Start Date] through [End Date] for [brief reason, optional]. I’ll prepare a detailed handoff plan and ensure all work is covered while I am away. I’m happy to meet beforehand to discuss coverage and transition.

Please let me know if this works.

Thanks again,

[Your Name]

AI Prompts

1. Write a professional PTO request email to my manager asking for five days of vacation from [Start Date] to [End Date]. Mention that I’ve already confirmed coverage with a teammate, that I’ll complete all key tasks beforehand, and that I won’t be reachable during this time. Include a friendly, respectful tone and a clear subject line. End with a polite thank-you and a request for confirmation.

2. Write a professional email to my manager requesting an unplanned personal day off for today. Keep it respectful and to the point, without going into personal details. Mention that I’ll make sure to catch up on anything urgent tomorrow, and ask for their understanding. Use a polite, responsible tone and include a thank-you.

3. Write a respectful PTO request email for three personal days off [Date Range]. Say that I will be offline during that period. Mention that I’ve informed a colleague about key responsibilities and that everything is up to date. Keep the tone professional but understanding, and end with a thank-you and a request for approval.

Tips for Writing a Great PTO Request

A great PTO request makes approval easier and shows your team you’ve planned ahead. Here’s how to get it right and what to avoid:

• Keep it short and precise: Stick to the essentials like the dates, reason (if needed), and your plan. Be specific so there’s no confusion about when you’ll be out.
• Give as much notice as possible: The more time you give, the easier it is for your manager to plan around your absence.
• Check your tone: Stay professional and courteous, even if you’re close with your manager. Be confident so it doesn’t sound optional.
• Know your company’s PTO policy: Make sure you’re following the correct process and understand how much time you have available.
• Offer a handoff plan: Let your manager know how your responsibilities will be covered while you’re away.
• Remember to follow up: If you don’t hear back, follow up with a quick message to confirm approval.

The Bottom Line

PTO is one of the most valued benefits employees receive. Research shows that 62% of workers rank time off as extremely important, and employees who regularly use their PTO are far less likely to suffer burnout or consider quitting.

That’s why the way you request PTO matters. A clear, respectful email makes it easier for managers to approve time off quickly, while showing you’ve planned ahead. With the right approach, you can protect your work-life balance and maintain your team’s trust at the same time.

And instead of relying on back-and-forth emails, you can simplify the entire process with Connecteam. Submit requests, track balances, and get approvals instantly — all from one easy-to-use mobile app.

👉 Take the stress out of time-off requests.

Try Connecteam for free today!