How to Write a Vacation Letter?
Employees of any institution can request vacation leave from work by submitting a vacation letter to their employer. A vacation letter's purpose is a formal request of an employee to his or her employer for a vacation or absence from the office. This letter will specify all the necessary details pertaining to the request for days off from work. As stated in the report by the Bureau of Labor Statistics, about 73% of employees have the right to paid vacations. However, there are about 50% of employees who disregard their paid vacations for various reasons. Not taking up their vacations can cause employees to burn out, have lower job performance, and acquire sickness. If you think that you need that vacation now, then start drafting your vacation letter. Here is a short guide on writing your vacation letter:
1. Review Company Policy
Every company permits an established number of days for a paid yearly vacation or annual leave. Before you begin drafting your letter, read and review your Company's Policy and determine if you are granted a paid vacation. Some companies would require certain service requirements before an employee is permitted for a vacation leave.
2. Use the Appropriate Format
In writing your vacation letter, make sure to use the proper letter format. Since this is a type of Business Letter, you may choose from the block, modified block, and semi-block format styles in your letter. Keep in mind the letter-writing etiquette. It is essential that the heading, date, address, salutation, body, complimentary close, and signature are all present in your Printable Letter.
3. Keep It Straight to the Point
Since this is a formal letter, unnecessary speech should be avoided. Make your request brief, precise, and straight to the point. Discuss in your letter the reason for your vacation, whereabouts, the schedule of paid vacation leave, and the date for when you come back. There are numerous reasons you can take your leave, it can be for personal reasons, holiday, summer vacation, or medical purposes. Just make sure that you've stated your reasons clearly to the management.
4. Ask, Don't Demand
Ensure your tone is professional and polite. Maintain a formal language throughout the letter. Avoid using informal or slang language. Your Request Letter should not sound demanding. Always be sincere, respectful, and polite in the letter.
5. Discuss Means of Communication
It is mandatory that you always include a means of communication during your leave of absence. You can leave your contact information, e-mail address, hotel phone number, or hotel address. Also, you can mention who is the point of contact to reach out during your absence. This is somewhat a common courtesy for when you take a vacation leave. This is also beneficial because it promotes open communication between the employee and the management.
6. Proofread and Submit
Never fail to proofread your Sample Letter. Grammar errors, typos, gaps in the letter can be identified. Once done, submit your vacation letter to any of the higher management for approval. Letters are usually addressed to the manager, supervisor, or human resources representatives.