First, say hello and clearly provide your request. For example, “Hi there, Sabrina. I’d like to take Monday, January 31 off. ” If you can’t come in last-minute, be firm but apologetic. For example, “I’m so sorry, but I won’t be able to come in today. ” Clarify if you’ll be using paid time off. For example, “I’d like to use 8 hours of my PTO,” or “I’m planning for this time off to be unpaid. ” Finally, thank your supervisor. For example, “Thank you so much!” Or, if your request is sudden, “Thank you for understanding. ”
For example, “Hi Susan. I’m so sorry, but I’m sick and won’t be able to come in today. " Or, “Hi Marcus. I’d like to use some PTO to take March 3 off. " Know that your supervisor might push back is if other people have requested the same dates or you’ve taken too much time off recently.
For example, if you’re requesting planned time off to go to a concert in another city, just say “I’ll be out of town on this date. ” If you’re requesting sudden time off because of illness, you don’t need to give specific details. Just say “I woke up feeling sick,” or “I have a cold. ” That being said, if you have symptoms that may put you out of work for several days, tell your supervisor you might need more than one day.
For example, “I won’t be coming in today. Something happened with a family member. " Or, “I’m having a bad mental health day and need to stay home. " Though you can ask for time off if you’re really unable to work, you shouldn’t exploit these opportunities, especially if you aren’t using PTO or sick time.
For example, if you want the day off to go to the beach, don’t tell your supervisor “I have the flu. ” This will cause them unnecessary panic. Instead, politely and concisely say, “I need to take the day off for personal reasons. I’m so sorry. I’ll be in tomorrow. ” Use the “personal reasons” explanation if you want a mental health day but don’t feel like your supervisor will respect your needs.
Depending on your field, you may be able to work extra shifts to cover other people, or work overtime or outside regular hours. For example, “Thank you for letting me take this time off. If it’s useful, I can work extra hours when I come back. ” Alternatively, you can ask if there are tasks you can do while you’re out. For example, “Is there anything I can do while I’m out of the office?”
For example, “I’ll be staying home today, but please don’t hesitate to reach out via text or e-mail. ” You only need to offer this if you’re still on the clock. If you’re taking unpaid time off or using PTO, you aren’t obligated to keep working. That being said, it can be a tactical gesture if you’re concerned about taking too much time off and want to save face.
As a rule of thumb, if you’re sick today, you’ll probably need tomorrow off as well. For example, “I have a cold. To be safe, I won’t be coming in to work today or tomorrow. I’ll keep you updated on how I’m feeling tomorrow. ”
This is a little different if you wake up and decide you need the day off. In this case, shoot a text as early as you can. But if you can wait on getting it approved, like you’re requesting time off for the future, send it during regular business hours.
This is especially significant if you’re new at your job or you’re requesting a time of year that others might want off, like a holiday. If you’re suddenly asking for the day off because you’re sick, you should tell your supervisor as soon as you wake up and decide to stay home. Check if your workplace has a formal time off procedure. There might be a specific method and amount of time your supervisor requires.
If your plans aren’t fixed, like you don’t already have a plane ticket, you can politely ask for a different date. If your supervisor says you’re requesting too much time off, you might have to settle for less. If you work in a field where someone could fill in for you, ask around for one of your coworkers to switch shifts with you.
