How to write a holiday or vacation request letter?

how to write a holiday vacation letter
DR Gurung
Some of us (as an employee) who are still working in a company, organizations, institutions, etc have problems or no idea of writing holiday or vacation letters. It’s not that easy :). Okey, let’s discuss here the topic ‘How to write a Holiday or Vacation request letter?’ We from drg dot com dot np presents you the brief Tips/Ways on writing a holiday or vacation request letter and we too provide a sample holiday or vacation request letter for Downloadable purpose. Please be with us.

As an employee, all typically require to set aside some time to take vacations or holidays. This is to allow them to unwind in preparation for the next hard work and for the great success of the companies and organizations. Before this happens, a vacation or holiday letter has to be drafted and passed on to the line manager or supervisor.

The employee concerned has to carry out thorough research to be able to know the vacation policies of his parent company before drafting the letter. Then, he has to draft a letter that is as suited and relevant for the conditions as nearly as possible. Some forms may require that the employee fills out special forms as well.

What you find in this post?

  • What should we Include in a Holiday or Vacation Request Letter?
  • How to Write a Holiday or Vacation Request Letter?
  • Sample Holiday or Vacation Request Letter.
  • 5 Useful Tips for Writing a Perfect Holiday or Vacation Request Letter.
  • Conclusion

What should we include in a Holiday or Vacation request Letter?

For Holiday or Vacation request letter, you typical ought to include the following pieces of information:
1. State your Objectives:- You need to clearly state your objectives at the beginning of the letter. This is why because the reader will grasp your points way in advance and don’t have to read the letter in its entirety.
2. A Clear Statement about Vacation:- You require a clear statement that you indeed want to take a vacation. Also, you should specify the precise destination and entire length of time if possible.
3. Maintain your letter as Brief and Concise:- You should maintain the holiday request letter as brief and concise as can possibly be the case. Otherwise, longer will severely stray the reader off course and make him get confused along the way.
4. Make any References:- You are required to make any references if any exist or if it is needed. For instance, you may state that your supervisor is already aware of your intention to take the vacation.
5. Vacation Exact Dates:- You need to clearly state the exact dates when the vacation shall start and commence. Also, include the exact time when you intend to resume work after the vacation.
6. Address the letter accordingly:- Mainly you need to address the vacation or holiday letter accordingly. You will have to inquire about the information from your company’s vacation policy.

How to write a Holiday or Vacation request letter?

For a suitable holiday or vacation request letter, you must include Identity, Date, Recipient’s identity, subject, salutation, main body, closing remarks and Name and signature. Find some steps and procedures to draft a suitable holiday or vacation request letter. Below are the steps you have to follow to make this a reality:

1. Identity – Identify the department, name, and contacts.
2. Date – Exact date of the letter drafted and issued out.
3. Recipient’s identity – You need to showcase the identity of the recipient, his contacts and the title he holds in that particular organization.
4. Subject – A one-line statement that summarizes the objects and the intents of the letter. The subject should be straight and to the point.
5. Salutation – It’s an acknowledgment of the person whom the letter is addressed. This is done using the right titles and references for the sake of respect.
6. Main body – It is in the main body that you state the finer details of the contents. The format used has to be formal as should be the language. Maintain a uniform spacing between two consecutive lines for the sake of easy legibility. You need to break it down into several paragraphs. Each paragraph should deal with one thought only.
7. Closing remarks – Close the letter formally. Use endearing and respectful terms like ‘respectfully yours,’ ‘sincerely yours,’ and ‘yours truly.’
8. Name and signature – Finish off with your name and signature clearly stipulated. Include any enclosures if need be or if necessary.

Sample Holiday or Vacation Request Letter Format.

↺ Sample format of Holiday or Vacation request letter 2020.
[Name of Sender]

[Address of Sender]


[Name of Recipient]

[Role or Position]

[Name of Company]

[Address of Company]

Dear Sir,

This letter is made as a formal request for [number] days holiday leave from [start date] to [end date] to [enter reason for holiday]. I will return to report for work on [return date].

All work and tasks that I am responsible for will be done before or by [start date]. I have asked [name of team member or members] to look after my responsibilities while I’m away. Should there be any emergencies or urgent issues, I can be reached at [enter email address] or through [enter contact number]. I will be checking my emails daily to check for any important updates.

Thank you for taking time to read my request and putting it into consideration. I eagerly await your reply and gladly anticipate the result. For any other additional questions or information needed, please contact me through the number provided.


[Name of Sender]

[Position or Role]

[Contact Information]

5 Useful Tips for Writing a Perfect Holiday or Vacation Request Letter.

5 useful tips to draft a perfect vacation letters are as follow:
1. Maintain it short and to the point.
2. Address the recipient precisely throughout the letter.
3. Use simple and easy-to-comprehend languages.
4. Proof-read and edit before finally submitting.
5. Make any spelling, grammar, and semantic improvements as well.


Finally, we hope you are now able to prepare a holiday or vacation request letter on your own for your next holiday vacation letter better. With this knowledge ‘How to write a Holiday or Vacation request letter?’ at your fingertips, is it not possible for you to do a good job thereafter? If you require further assistant/inquires, please do not hesitate. We will be glad to provide it for your better outcomes.
DR Gurung
A Learner (अज्ञान जस्तो ठूलो शत्रु अरु केही छैन।) 🙏🙏
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