How to create a polite and professional annual leave request
Taking time off work for relaxation, rest, or personal matters is crucial for maintaining well-being and productivity in the workplace. Learning how to effectively request annual leave can significantly increase the likelihood of your employer approving your request.
In this guide, we provide essential information and practical tips to assist you in crafting a successful annual leave request. Our goal is to equip you with the knowledge and tools necessary to ensure that your employer comprehends and respects your need for time off.
Throughout the guide, we will cover various aspects of annual leave, including understanding its significance, structuring a compelling request, and navigating potential challenges such as denial.
Here is what you can expect to learn:
- What is annual leave?
- What is an annual leave request?
- How to write an annual leave request
- Tips for writing an annual leave request
- Handling a denial of your leave request
- How to prepare for your annual leave
- Conclusion
- FAQs
What is annual leave?
Annual leave, also known as vacation leave, paid time off, or PTO, means you can take time off from work while still getting paid. It helps create a work-life balance so that you can rest, recharge, and attend to personal or family matters. Different types of leave include sick leave, casual leave, paternity leave and maternity leave.
You can use sick leave when you are sick or have a medical appointment.
Casual leave is for unexpected personal emergencies or urgent situations.
Public holidays are often fixed non-working days throughout the year.
Also known as parental leave, maternity leave or paternity leave is for bonding with a newborn or newly adopted child.
Understanding your company's annual leave policies lets you know your entitlements and how to request leave. In Malaysia, annual leave entitlement varies depending on the company's policy and the employee's duration of service. Some companies may offer generous leave allowances or additional leave categories.
However, every employer must comply with the minimum annual leave requirements outlined in the Employment Act 1955, which are as follows:
- Eight days a year for employees with one or two years of service
- Twelve days a year for employees with two to five years of service
- Sixteen days a year for employees with more than five years of service
What is an annual leave request?
An annual leave request is a formal request made to your employer to take time off from work. You inform your employer of the dates you wish to be absent and seek their approval.
Each company may have its guidelines regarding the timing of leave requests, so it is advisable to give advance notice as early as possible. It can be a few weeks or several months before your planned leave.
In Malaysia, employers can refuse a formal request for leave if there are good reasons to do so. Some reasons may include not having enough staff to cover the work or if other employees have already requested leave during that time. Employers should try to find a solution that works for both you and the company.
Read your company's rules to understand the company's leave policies. This can help you know the appropriate time for leave requests and the procedure. Knowing the rules can also help increase the chances of leave request approval.
How to write an annual leave request
When writing a formal written request, it is important to include the necessary information for your employer or supervisor to process your request effectively. by addressing the application to the appropriate person, typically your immediate supervisor or the human resource department.
What information should be included?
Leave dates
Specify the exact dates when you would like to take your leave. This should include the respective start date and the end date of your requested time off.
Personal Information
Start with your name and employee identification number (if applicable). Mention your position within the company to ensure clarity and ease of identification.
Type of leave request
Indicate whether you are requesting paid leave, medical leave, paternity leave, or any specific type of leave that your company policies state. These may include maternity leave, bereavement, and personal leave.
Work coverage
Mention who is responsible for handling your workload during your absence. Provide personal details, such as the name and contact information of the team member who can cover your tasks, or indicate if you have made arrangements for work delegation.
Emergency contact information
Include your updated contact details or specify an alternative point of contact, like a family member. This is where your employer can reach you in case of any work-related emergencies or important matters that require your attention during your absence.
Any relevant documents
If applicable, attach any supporting documents, such as medical certificates for sick leave or travel itineraries for vacation leave, to validate your request.
Professional tone
Maintain a professional and polite tone throughout your application. Express gratitude for considering your request and assure your employer of your commitment to fulfilling your responsibilities before and after your leave period.
What information should be avoided?
While including the essential details mentioned earlier is crucial, it is generally advisable to avoid providing overly personal reasons or explanations for your leave request. Your employer typically doesn't require intimate details about your personal life to process your application efficiently.
Instead, focus on conveying the necessary information related to your leave dates, any relevant documents, and contact information. Maintaining a level of professionalism and discretion in your communication can help streamline the approval process. This also ensures a respectful boundary between personal and professional matters.
Annual leave request email template
Here is an example of an email template you can use when writing an annual leave application
Subject: Annual Leave application
Dear [Supervisor/Manager's Name],
I am writing to formally request annual leave for [month/date/year] to [month/date/year].
During this time, I intend to take my designated annual leave entitlement to [rest and rejuvenate/spend time with family/take care of personal matters]. I have considered the workflow and will ensure all my tasks are completed or delegated before my leave commences.
To ensure continuity, I have spoken with [colleague/team member's name], who has kindly agreed to cover my responsibilities in my absence. [Name] is aware of the tasks and deadlines and is able to provide support as needed.
In case of emergency, you can reach me at [contact number] or [email address].
Thank you for your consideration and understanding. I look forward to your response to make the necessary arrangements.
Best regards,
[Your Name]
[Employee ID/Department]
Annual leave request email example
Here is an example of a sick leave application
Subject: Sick leave Application
Dear Mr. Lim,
I would like to make a sick leave request from January 15, 2024, until January 19, 2024.
During this time, I need leave to focus on recovering from a sudden illness. I assure you that I have considered the impact on the workflow and will ensure that my pending tasks are either completed or appropriately delegated before my leave commences.
To ensure work continuity, I have discussed with my colleague, Ms. Tan Wei Ling, who has kindly agreed to cover my responsibilities in my absence. Ms. Tan is fully briefed on pending tasks and deadlines and is prepared to provide support as needed.
In case of an emergency, you can reach me at +60 12-345 6789 or [email protected].
Thank you for your understanding and assistance during this time. I eagerly await your response to facilitate the necessary arrangements.
Best regards,
Ahmad bin Abdullah Employee
ID: MAL-12345
Department: Marketing
Tips for writing an annual leave request
Proper planning and providing sufficient notice are crucial before requesting leave. This allows for smooth approval and helps your manager to plan work coverage effectively. Use clear and concise language in your leave application.
Following company guidelines and procedures shows professionalism and increases the likelihood of approval. For instance, if you are requesting a medical leave, ensure you have your medical certificate and doctor's note ready. This documentation supports your request and enhances the chances of approval.
To write a good leave request, keep these tips in mind:
- Be concise: Keep your leave request brief. Include only relevant details to avoid overwhelming the reader.
- Proofread: Double-check for spelling and grammar errors before submitting your request. A well-written and error-free application reflects positively on your professionalism.
- Professional tone: Maintain a respectful and formal tone throughout your communication with your supervisor or manager. Express gratitude at the end of the application.
- Specify dates: Clearly state the start date and end date when requesting an off. This will provide clarity and avoid confusion.
- Submit early: Request leave well in advance to allow ample time for approval. It also facilitates proper work coverage planning.
- Consider workload: Think your absence might impact your workload? Then discuss potential solutions with your employer well in advance.
- Flexibility: Be open to discussing alternative options if your initial request cannot be accommodated. This shows flexibility and a willingness to collaborate to find mutually beneficial solutions.
Handling a denial of your leave request
Seeking permission for leave and facing denial can be disappointing. But there are constructive ways to address it. Firstly, seek clarification from your supervisor regarding the reasons for the denial. Check if you have followed the company's leave policies, provided ample notice, and met any other requirements.
Reflect on the timing of your initial request and the company's workload. You can also discuss your concerns or other circumstances with the appropriate personnel or supervisor. Finally, you can resubmit your request for leave if conditions have changed or if you can adjust your timeframe.
It is never a good idea to take time off work without an approved leave request. Unexcused absences may lead to disciplinary action, including potential employment consequences. Talking to your employer is important if they deny your leave request. You can consider other options or rethink your priorities to avoid any conflict. The best way to resolve the situation is to communicate openly and work together.
How to prepare for your annual leave
After your boss approves your time off, it is important to get things ready and ensure a smooth transition while you are away. This is especially important if you will be away for an extended period. By preparing, you can have a relaxing time off, knowing everything is under control.
Here's a guide to help you prepare effectively:
- Tell other team members what you are working on and who can take over for you while you are gone.
- Teach the team member handling your tasks how to do them correctly.
- Let people know you will be away by setting up an automatic message that says when you will be back and who to contact in an emergency.
- Finish important and pending tasks and give someone else anything you can't finish.
- Clean up your workspace and your computer so it's easy for others to find what they need.
- Make sure your calendar shows when you'll be away.
- Tell clients or others you interact with outside your company that you'll be gone.
Conclusion
With more than half of Malaysian employees experiencing high levels of occupational stress, it is crucial to prioritise taking time off work every year to rest and focus on personal well-being. Throughout this article, we have explored effective strategies for requesting time off, maintaining professionalism, and handling potential denials from your boss.
If your boss denies your leave request, don't hesitate to inquire about the reasons behind the decision and explore potential solutions together. Once you have secured your time off, ensure a smooth transition by training colleagues to handle your responsibilities and setting up an automated email response.
Remember, taking time off is not only beneficial for your own health and happiness but also for your overall work performance. You'll return rejuvenated and more productive. So, make the most of your time off and prioritise self-care!
FAQs
- What is the standard duration for annual leave?
According to Malaysian employment law, employees are entitled to at least eight days of annual leave if they have worked for the same company for one or two years, twelve days if employed for two to five years, and fifteen days if employed for five years or more. Some companies may give extra vacation days depending on their policies and what job you have. - How do you politely ask for annual leave?
When you want to take time off from work, you should politely ask your supervisor or manager. First, say hello and introduce yourself. Then, tell them why you want to take time off. You can say it's for a planned vacation, a family event, or other reasons. Be brief and clear.
Tell your supervisor the start and end dates of when you'll be gone. If you have a plan for someone to do your work while you're away, you should mention it. Give your contact details so they can reach you if they need to. Finally, thank them for considering your request. - What do I write when applying for annual leave?
If you want to ask for time off from work, you can follow these steps to write your annual leave application:
Start with a polite greeting and address the right person. Add the recipient's name, your job title, contact number, supporting documentation, and a professional closing like "Best Regards".
Say you want to take time off and give necessary details, like a planned vacation or personal commitments.
Give specific dates regarding seeking approval for the leave request.
If possible, suggest a plan for covering your work while you're gone.
Say that you will help with any preparations or handovers before you leave.
Thank them for considering your request, and end your leave request with a polite closing.
Maintain a professional tone throughout the formal email or letter. Use salutations like "Best regards." - Can your annual leave letter get denied?
Your boss may say no to your vacation request. They may have a good reason, such as an ongoing project, too many people requesting time off at the same time, or some other work responsibilities than need handling. Your boss can say no if they have a good reason, but they should explain why. If you receive a denial of your leave application, you can try these things:
Go through the company's policy.
Ask your employer or supervisor why they said no. Maybe there is a solution or something else you can do.
Check the rules. Ensure you follow the rules for requesting a vacation leave.
Talk to your HR department. If you think they made a mistake or don't understand why you need the time off, you can explain it to them or offer alternative solutions).
