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Disclaimer
This article is for general guidance only and isn't legal advice. Leave entitlements and processes vary by employer and contract type, so check your contract, handbook, or with HR before submitting a request. This guide applies to employees only. If you're self-employed or freelance (working for yourself), annual leave entitlement doesn't apply in the same way, as you set your own schedule and time off is unpaid by default unless built into your rates.
A well-timed, clearly written leave request is far more likely to get approved quickly without delay, and it shows your employer you can plan ahead and communicate professionally. This guide focuses on annual leave, the most common type of leave you'll request during your employment. We cover what to include, how to format it, and how the process can vary depending on your contract.
For the full legal picture on entitlement and booking time off, the gov.uk guide to holiday entitlement rights is a useful reference alongside this article.
Why a professional leave request matters
A well-written leave request email is important because it gives your employer enough time to plan cover, protects your entitlement to paid time off, and creates a clear written record for future reference. When requests are rushed or unclear, they're harder to approve and can place unnecessary pressure on the team.
What are the different types of leave?
Annual leave is the most frequent request, but it's worth knowing where it sits alongside other types of leave such as maternity, paternity or unpaid leave.
| Type of leave | Definition |
|---|---|
| Annual leave | This is your paid holiday. Most UK workers are entitled to 5.6 weeks a year, which works out at 28 days for someone working five days a week. |
| Sick leave | Time off when you're too ill to work. For the first seven days, you can usually "self-certify" by telling your employer you're unwell. If you're off for longer, you'll need a fit note from your GP or another healthcare professional. |
| Unpaid leave | Time off without pay that sits outside your annual leave allowance. In most cases, it's up to your employer whether to agree, so it isn't guaranteed. |
| Maternity leave and paternity leave | Statutory leave around the birth or adoption of a child. Check your eligibility on GOV.UK, as pay depends on how long you've worked for your employer and what you earn. |
| Compassionate or bereavement leave | Time off after a death, serious illness, or family emergency. There's no general legal right to paid bereavement leave in the UK, but many employers offer a few days as standard. |
| Study leave | Time off for exams or professional qualifications, common in some sectors. |
What are you entitled to?
Every UK worker is legally entitled to 5.6 weeks of paid annual leave a year, working out to 28 days for a standard five-day week. This includes bank holidays depending on your contract.
Not sure what your holiday entitlements are? Use the gov.uk tool to check how many days you take each year.
What to include in your leave request
Whether you’re emailing your manager, filling in a request form, or writing a holiday request letter, include:
The specific dates, including your return date
The types of leave (annual leave, unless otherwise specified)
How many days this uses from your remaining allowance, if known
A brief note on handover or cover arrangements
A polite, professional closing line.
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Pro tip for submitting your first leave request
Check your contract or staff handbook for the notice period and process first. Some employers use a request form, a holiday request letter, or an HR system rather than email, and often expect notice of double the length of leave requested. When in doubt, ask a colleague or your manager how leave is typically requested.
How to format your leave request in an email for clarity
Use a clear subject line, such as "Annual Leave Request - [your name] - [dates]"
Open with the purpose in the first line
State the dates clearly, using day and date (e.g., "Monday 12 to Friday 16 October")
Keep the tone polite but direct
End with a clear next step, such as asking them to confirm by a certain date
The same structure applies whether you’re sending an email or preparing a holiday request letter.
Leave request email template
Subject: Annual Leave Request: [your name] - [dates]
Hi [Manager's name],
I'd like to request annual leave from [start date] to [end date], returning to work on [return date]. This would use [number] days of my remaining allowance.
I'll make sure my current tasks are up to date before I go, and I'm happy to arrange handover notes for [colleague's name] if that's helpful.
Please let me know if these dates work, or if you need anything further from me.
Thanks,
[Your name]
Examples of leave requests
1. Annual leave request
Subject: Annual Leave Request: Sarah Okafor - 3 to 10 August
Hi James,
I'd like to request annual leave from Monday 3 to Monday 10 August, returning Tuesday 11 August. This will use 6 days of my remaining allowance. I'll finish the Q3 report before I leave and brief Josh on anything outstanding.
Thanks,
Sarah
2. Short notice leave request
Subject: Short Notice Leave Request: Friday 14 November
Hi Tina,
I know this is short notice, but I'd like to request Friday 14 November off as annual leave for a family event. Please let me know if it's a problem, and I'll make sure everything's covered before then.
Thanks,
Harry
3. Medical appointment leave request
Subject: Leave Request: Medical Appointment, 20 September
Hi Dom,
I have a medical appointment on the morning of Wednesday 20 September and would like to request annual leave, or unpaid leave if my allowance doesn't cover it, from 9am to 1pm. I'll be back in the office in the afternoon.
Thanks,
Miles
How to request leave on a full-time, part-time, or shift contract
If you work full-time: you'll usually follow a simple, consistent process. Your contract sets out your annual leave allowance, and there's a clear system for booking time off.
If you work part-time: you're entitled to the same 5.6 weeks of statutory leave, adjusted to match the days or hours you work. Always check your current balance before you submit a request.
If you work shifts: you'll often need to book leave earlier, as time off affects rota planning. Holiday is usually recorded in hours, which makes it easier to track different shift lengths.
How to get leave approved at Christmas, in summer, and when dates clash
When your dates clash with a colleague's: most managers prefer you to talk to each other first. A quick chat can often sort things out before you submit your request.
Booking time off over Christmas: many workplaces use a first-come, first-served system or a rota, so get your request in early.
Booking leave in the summer holidays: school holiday weeks are in high demand, so book ahead and stay flexible where you can.
Understanding your average working hours and how your contract structures leave can help you request time off with more confidence. It's worth reviewing your wider employee benefits package to understand your full entitlement.
Common mistakes to avoid
Dos
Request leave early to give your manager time to plan cover.
Give exact dates, including when you’ll return to work.
Check your remaining allowance before submitting your request.
Plan a handover and agree cover for essential tasks.
Keep your request brief and include the necessary details.
Don'ts
Leave it until the last minute when you can plan ahead.
Use vague wording such as “sometime in July”.
Miscalculate how many days you have left.
Leave colleagues unsure about what needs doing while you’re away.
Over-explain your personal plans or reasons for taking leave.
Tip
Some employers, especially in hospitality and retail, use scheduling software where you set your availability. Other employers may still use paper forms or a holiday request letter, while many rely on digital HR systems. Make sure you are aware of your company's process before submitting a request.
Key takeaways
A clear, well-timed annual leave request is more likely to be approved without delay.
Check your contract or handbook for the required notice period and process.
Keep your request short, specific about dates, and considerate of handover.
Everyone gets 5.6 weeks of paid leave, but the process and how it’s worked out differ depending on your contract type.
Unpaid leave is a separate process from a standard annual leave request form, and isn't guaranteed.
Avoid last-minute requests, especially during Christmas and summer.
FAQs
How far in advance should I submit a leave request?
A common rule is to double the length of the leave requested, but always check your contract. Some employers set a fixed minimum notice period in the staff handbook, so it's worth confirming this before you plan your dates.
Do I need to give a reason for annual leave?
No, though a brief reason can help if you're making a short-notice request. Your employer can ask why you want the leave, but they usually can't refuse it just because they don't like the reason.
What's the difference between sick leave and annual leave requests?
Annual leave is planned and requested in advance. Sick leave is unplanned and reported as soon as possible. If you fall ill before or during booked annual leave, you can report it as sick leave, save your holiday days for later, and check if you're eligible for sick pay.
How do I follow up if I haven't heard back?
Wait a few working days, then send a brief, polite follow-up asking for confirmation. If the dates are time-sensitive, such as for booked travel, it's reasonable to flag this in your follow-up.
Can I change my leave request after it's been approved?
Usually yes, but raise changes as early as possible since cover may already be arranged. Your employer isn't obliged to accommodate a change, so treat it as a new request rather than an automatic amendment.
Do I need to coordinate with colleagues to manage annual leave?
Coordinating with colleagues isn't usually a legal requirement, but most UK employers appreciate it – especially in small teams, shift-based roles, or during busy periods like Christmas and the summer holidays. If your dates overlap with a colleague's, have a quick chat to see if either of you can adjust.
Can my employer say no to my annual leave request?
Yes. In the UK, your employer can legally refuse an annual leave request. If your request is declined, ask your manager why and whether different dates would work. You're free to submit a new request, so try offering a few alternatives or splitting the time into shorter breaks. If you feel you're being refused unfairly, check your contract or company leave policy. Then raise it informally with HR before you consider a formal grievance.
