Home » How to Ask For a Day Off the Right Way (With Examples)

How to Ask For a Day Off the Right Way (With Examples)

Asking for a day off from your employers is easier than you think. Even employers understand that employees have their concerns to take care of. Or, one might be unwell or desire to take a break.

Most employers will grant you a day off. However, the key is to ask for leave politely and professionally.

Even if you are going to be away for only a day, there are certain things you need to take care of. This is especially important if you ask for leave during a hectic week.

There are several ways in which you can ask for a day off. You can email your boss or ask them verbally. Or, you could even ask them over a text message.

However, maintaining formal channels of communication is the logical thing to do. This is even more important if your company has a strict policy of leaves and benefits.

Asking for the day off over email will help you maintain records, and you will be able to calculate how many leaves you have taken by the end of the year.

If you need help with how to ask for a day off, then you can contact your HR and ask them about the leave policies in the company.

Reasons Why You May Require a Day Off

Reasons Why You May Require a Day Off
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There are various reasons why an employee might have to take a day off.

  • Keeping a doctor’s appointment
  • Attending the children’s PTA or school event
  • Death in the family
  • Minor injuries or health issues
  • Keeping a vet appointment for the pet
  • Taking a day off to relax to prevent burnout
  • Visiting government offices for utilities or bank issues
  • Personal issues, like attending an important function or a sporting event 
  • Appearing for an examination

Also Read:- How to Write a Sick Day Email? {Example Templates and Tips}

Points to Keep in Mind Before Asking For a Day Off

While most employers will not begrudge you on a day off, you must be sure about certain things before approaching them. Here are some things to keep in mind.

1. Go Through Your Company’s PTO Policy

Go Through Your Company’s PTO Policy
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Many companies have policies in place regarding Paid Time Off or PTO. Employees can take a certain number of days off yearly for personal time. If you still need to exhaust your PTOs for the year, you will be able to get a day off after requesting it.

If you are a new employee, you might not have used any of them until a point. Or, you might only be able to take a PTO if you have completed the probationary period.

So, before you approach your employer, calculate the number of days you have already taken PTOs and how many days or hours are left.

However, you may still get leave, but you will have to do so without pay. Going through the employee rules could help you maintain the records. This is especially important if you can exchange your unused leaves for benefits at the end of the year.

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2. Check the Company Calendar

Check the Company Calendar
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Depending on the industry you are working in, certain times of the year are busier than others, and if you ask for a day off during the peak season, chances are that your request for a day off will be rejected.

For example, an accountant may not get leave during the busy tax season, or a sales and marketing employee might not get leave right before the holiday season.

Checking the company calendar to ensure when the work is light can help. If it is not an emergency, you can plan your day off accordingly and do it after the busy weeks.

3. Discuss Your Day Off With Your Boss

Discuss Your Day Off With Your Boss
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One way to increase the chances of getting a day off is to first discuss it verbally with your employer. You can approach your boss when you feel the workload is light.

Ask them if you could take a day off, and you could cite the reason if you are comfortable with it. You could tell them you wanted to discuss it with them first, and then you will send a formal email.

Your employer is going to appreciate that you have approached them first. The best time to do this is to approach your employer after completing a major task. Your employer is impressed with you and will not mind giving you a day off.

4. Send a Formal Email

Send a Formal Email
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Finally, send a formal written request in the form of an email to your employers. While it is okay in some companies to notify the employers verbally, other companies have strict policies in place.

However, it is always a good idea to send a formal request. It would be best if you also found out how much in advance you have to make a request. Some companies have also opted for online timekeeping portals; you must send your leave applications there.

Ideally, inform your employer as soon as you know you have to take a leave for a pre-planned occasion. In case of an emergency, send the email as quickly as possible and tell your employer that you will meet them after you rejoin work, after asking for their permission.

Also Read: What Are Some Good Excuses to Leave Work Early?

Tips for Asking for a Day Off the Right Way

Here are some tips you can follow to ask for a day off from your employers the right way. This will increase your chances of getting the leave.

  • Refrain from telling your employers that you are going to take a leave. Even if you are sure your employer will grant your request, always ask for their permission rather than telling them you will not come in for a day.
  • Be sure to ask for the day off before the last moment. By that time, your boss might have already lined up some work for you, and waiting till the last moment will disturb that schedule. Make your request at least a week in advance if you can. That will give your boss the time to make other arrangements during your absence.
  • If you are absent for an entire day during a busy week at the office, you can tell your boss you will be available on call for any queries. Or, you could ask a coworker to fill in for you for the day, and you can return the favor later. That will make things easier at the workplace and will not reflect poorly on your record.
  • Once your leave has been granted, inform your coworkers as well that you are going to be absent for a day. This will give them time to make arrangements as well. It is imperative that your team members also know about it, or they might rely on you for some work only to find out that you will not be coming in on an important day.
  • Be flexible while asking for a day off. At times, your employer might say they cannot give you a day off in a particular week due to some important work that has been lined up, but you can take the leave before or after that week. If you are taking the day off for personal reasons, then be flexible and adjust your schedule accordingly.
  • In case there was some work that you would be unable to complete because you took a day off, tell your boss that you will complete it as soon as you return and keep your promise. That way, you will be fine with asking for a day off again in the future should you need it.

Examples of Emails Asking for a Day Off

Here are some emails you can send to your employers asking for a day off. Depending on your reason for asking for the day off, you should customize them.

Sample 1

Dear Sir,

I request that you grant me a day off on (date) as I will have to attend my son’s PTA that day. After that, I need to take him to a baseball event. Spending quality time with my family is essential, and I would appreciate it if you grant me the day off. I would be available on call if you need me, and I will make sure I submit the project report the evening before. 

Thank you and regards

(Your name)

Sample 2

Hello (name of the boss)

I have to take my dog to the vet for a checkup. He is almost ten years old and has been having some issues lately. I checked that I still have four PTO days left from my share of leaves. Is it okay if I take a day off from work on the (date)? Do let me know. I will also be available on call, so you can reach me anytime you need me. 

Thank you and regards

(Your name)

Sample 3

Dear Madam,

I have to attend the funeral of a close family friend, and I want to be there for the rest of the family, who supported me a lot at one point. I want to be there with them during this challenging period. Could you kindly grant me a day off on the (date)? I have asked Mathew, and he would be willing to fill it up for me that day. If any task is left over, I will come in early the next morning and complete it.

Thank you and regards

 (Your name)

Sample 4

Hello (name of your boss)

The busy weeks are over, and I wanted to ask you if I could take a day off on the (date). The last few weeks have been hectic, and I would like to take some time off to relax. I will be in a better frame of mind the week after our presentation is scheduled with our new client. The day off would be beneficial.
I hope you are having a good day.

Thanks and regards

(Your name)


If you have done everything right, then asking for a day off will not be difficult, and your boss will grant your request.

However, you should follow all the protocols for asking for a leave. This will show your employers that you are not taking things lightly.

Also, once your employers see that you have made sure that work is not interrupted during your absence or that you are available on call, they might be fine with giving you the leave.

This is one of the best ways to ensure that your leave is granted, and you should always come in and complete any pending work that you may have left.