Annual leave request: How to write one

It is important to take time off work for relaxation, rest, or personal matters. Learning to ask for annual leave can increase the chances of your employer approving your request. 

Taking time off work for relaxation, rest, or personal matters is crucial for maintaining well-being and productivity in the workplace. It allows you to recharge your batteries, reducing stress and preventing burnout. Additionally, it allows you to focus on your personal lives, leading to greater satisfaction and balance overall. 

However, navigating the process of requesting leave can sometimes be frightening. However learning to ask for a request leave can increase the chances of your employer approving it. 

We have created a guide to help you write a successful formal written request and provide information to help you understand Singapore's Employment Act and how it protects your time off. We aim to give you the knowledge and tools you need to ensure your employer understands and respects your formal request. 

Here is what you can expect to learn: 

• What is annual leave? 
• What is an annual leave request? 
• How to write an annual leave application 
• Annual leave request email template 
• Annual leave request email example 
• 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 or paid time off (PTO), allows you to take time off from work while still receiving your salary. According to Singapore's Employment Act, you are entitled to paid leave every year if you have been working for a company for at least three months. 

The duration of your leave depends on the number of years you have worked with your employer. For instance, after one year of service, you are entitled to one week off. Your years of service start counting from your first day at work with your employer. With each additional year of service, you receive an extra day of leave, up to a maximum of 14 days. 

This paid time off creates a work-life balance so that you can rest, recharge, and attend to personal or family matters. Different types of leaves include sick, casual, maternity, paternity, and adoption leave. 

You can use sick leave when you are sick or have a medical appointment. 

Casual leave is for unexpected personal emergencies or urgent matters. 

Public holidays are often fixed non-working days throughout the year. 

Parental leave is for bonding with a newborn or newly adopted child. 

Under the Employment Act, annual leave is mandatory for employees in Singapore. Some companies may offer generous leave allowances or additional leave categories depending on their culture or industry standards. Understanding your company's paid leave policies lets you know your entitlements and how to request leave. 

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 make your request as early as possible, ranging from a few weeks to several months before your planned leave. 

Under the Employment Act, employers are generally not permitted to deny an employee's request for annual leave outright. However, they may suggest alternative dates for the leave. 

Employers need to maintain records of their employees' leave usage and compensate them for any unused annual leave days upon their departure from the company. 

Read your company's rules about leave. This can help you know when to ask for leave and the procedure. Knowing the rules can also help increase the chances of leave approval. 

Familiarising yourself with your company's leave policies is essential as it helps you understand the appropriate timing for leave requests and the procedural requirements. This understanding can significantly enhance the likelihood of your leave request being approved. 

How to write an annual leave application 

When writing a formal leave application, 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 bereavement and personal leave. 

Leave Dates 

Clearly specify the dates you intend to be absent from work, including the start date and end date of your leave period. This helps your employer plan for your absence and make necessary arrangements. 

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. 

When it comes to the format of your leave request, you have the option to choose between an email, letter, or formal application, depending on your company's workflow. For guidance on the preferred method of submitting a formal request, consult your company's policy or your supervisor. Following established procedures helps ensure that your request is processed efficiently. 

Annual leave request email template 

Here's an example of an email template you can use when applying for a leave request: 

Template 

Subject: Annual Leave Request 

Dear [Recipient's Name], 

I am writing to formally request annual leave from [start date] to [end date]. 

During this period, I plan to utilise my annual leave entitlement to [rest and rejuvenate/spend quality time with family/tend to personal matters]. I have taken into account the workflow and am committed to ensuring all my tasks are appropriately delegated and completed before my departure. 

To ensure a smooth transition during my absence, I have coordinated with my colleagues. [Colleague's Name] has kindly agreed to oversee my responsibilities and is fully briefed on pending tasks and deadlines. Rest assured, I will be accessible via [contact number] or [email address] in case of any urgent matters. 

Thank you for your understanding and cooperation in this matter. I look forward to your approval and am available to discuss any further details if needed. 

Best regards, 

[Your Name] [Employee ID/Department] 

Annual leave request email example 

Subject: Annual leave application 

Dear Tan Wei Ling, 

I hope this message finds you well. I am writing to formally request annual leave from January 17th, 2024 (Wednesday) to January 23rd, 2024 (Tuesday). 

During this period, I plan to utilise my annual leave entitlement to recharge and spend quality time with my family. Recognising the importance of ensuring a seamless workflow, I am committed to completing all pending tasks and responsibilities before my departure. 

To facilitate a smooth transition during my absence, I have coordinated with my colleagues. Rajesh Singh, who is fully briefed on pending tasks and deadlines, has graciously agreed to oversee my responsibilities. Rest assured, I will remain reachable via +65 9123 45677 or [email protected] should any urgent matters arise. 

Thank you for your understanding and support in this matter. I eagerly await your approval and am available to address any further queries you may have. 

Best regards, 

Lim Mei Ling 

Marketing Department 

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 demonstrates 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 and 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 polite 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 approval for leave and facing denial can be disappointing. The Employment Act outlines various scenarios that may impact your leave entitlement, such as unconsumed leave, unpaid leave, and leave on a half-day of work. 

Ensure that your leave request aligns with company policies and that you have provided ample notice. Consider the company's workload and timing when making your initial request. If you encounter difficulties, discuss your concerns with the HR department, relevant personnel, or your supervisor. You may also explore adjusting your timeframe or resubmitting your request if company policies change. 

It is crucial to obtain approval for leave before taking time off work. Informing your team members about your absence ensures a smooth transition and minimises disruption. Remember that unexcused absences may result in disciplinary action, including potential employment consequences. 

If your leave request is denied, approach your employer for further discussion. Explore alternative options and be willing to adjust your plans if necessary. Open communication and collaboration are key to resolving conflicts and finding mutually beneficial solutions. 

How to prepare for your annual leave 

After receiving approval from your boss, take proactive steps to ensure a seamless transition during your absence. Whether you will be away for a short or extended period, thorough preparation is key to maintaining productivity and peace of mind. 

Here's a guide to help you prepare effectively: 

• Tell others about the pending work and who can take over for you while you're gone. You can let some team members, if not everyone, know of urgent matters or priorities. 
• Acquaint the respective team member from your current project with your tasks.  
• Let people know you'll be away by setting up an automatic message that says when you'll be back and who to contact in an emergency. 
• Finish pending work and give someone else anything you can't finish. Share instructions so it's easy for others to find what they need, such as important files or data.  
• Make sure your calendar shows when you'll be away. 
• Tell clients or others you interact with outside your company that you'll be away. You can also let them know when you'll be back to resume work. 

Conclusion 

Taking time off work every year is important to rest and focus on other things. We have discussed how to ask for time off, what to say, and how to be professional. Knowing that the Singaporean Employment Act protects and stipulates how you can accrue time off can help you better understand how to take time off of work. 

If your boss denies your request, you can ask them why and see what you can do to get them to approve your request. Before you go, train your colleagues and set up an out-of-office message for your email. 

Remember, taking time off is beneficial for you and your work. You'll return happier and more productive. So, make the most of your time off and enjoy it! 

FAQs 

1. What is the standard duration for annual leave? 
   ⁠The standard duration for this leave entitlement starts at seven days for the first year of employment, as mandated by the Employment Act. But some employers can give more than seven days. Many companies offer extra days of leave based on how long you have worked, what job you have, and the company's rules. 
2. How do you politely ask for annual leave? 
   ⁠When you want to request leave, you should politely ask your supervisor or manager. Start with "Hello" and introduce yourself in the leave request email or letter. Then, tell them why you want to take time off. You can say it is for vacation plans, maternity leave, or emergency leave. Be brief and clear with your annual leave application subject line. 
   ⁠
   ⁠Inform them about the start and end dates of when you will be gone. If you have got a team member to delegate work responsibilities to while you are away, mention it. Give your contact details in the request email or letter so they can reach you if they need to. Finally, thank them for considering your request. Wait for the request approval for the specific dates. You may consider finishing your pending tasks while you wait.  
3. What do I write when applying for annual leave? 
   ⁠If you want to ask for time off from work, you can follow these steps: 
   ⁠
   ⁠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'll 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." 
   ⁠
4. Can your annual leave request be denied? 
   ⁠Your employer might say no to your vacation request. They may have a reason, such as an ongoing project, too many people wanting the same time off, or something important happening. If you receive a denial of your vacation request in a formal email or letter, 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).