Holiday Approval Letter Sample for Employee: How to Write an Effective Request?

As the holiday season approaches, many employees are looking forward to taking some time off work to relax and recharge. However, before packing their bags and hitting the road, employees must first obtain a holiday approval letter from their employer. This letter is a formal document that outlines the dates the employee will be absent from work and confirms their vacation time has been approved.

Creating a holiday approval letter can be a daunting task for some, but fear not. There are plenty of examples available that employees can use and modify to best suit their needs. Whether it’s a short-term or long-term holiday, an employee can find a well-written holiday approval letter sample on the internet that they can use as a reference.

By using an example holiday approval letter, employees can ensure they include all the necessary information, such as their intended dates of absence and the contact details of the person they are leaving in charge. These details are essential for the employer to have, as it allows them to prepare for the employee’s absence and ensure continuity of work during their absence.

Moreover, editing and customizing a holiday approval letter sample is easy. Employees can simply make changes to the letter to fit their specific situation, making it a quick and effortless process that saves them time and effort.

In conclusion, finding a holiday approval letter sample for employees is an excellent way to ensure that the holiday approval process goes smoothly and efficiently. With the availability of examples online and the ease of editing, employees can obtain their approval letter quickly and with confidence.

The Best Structure for a Holiday Approval Letter Sample for Employees

As an employer, it is important to recognize the importance of allowing your employees to take time off for personal reasons such as holidays. However, it is equally important to have a clear structure and process for granting such requests in a fair and consistent manner. Below we will outline the best structure for a holiday approval letter sample for employees, inspired by Tim Ferris, the author of the bestseller “The 4-Hour Work Week.”

Opening Salutation and Introduction

To start, your letter should begin with a warm and professional opening salutation addressed directly to the employee. Next, you should introduce the purpose of the letter, which is to approve the employee’s request for holiday time off. Clearly state the dates of the requested time off and acknowledge that you have received and considered their request.

Confirmation of Policy and Procedure

Next, it is important to confirm your company’s holiday policy and procedure to demonstrate that the request has been considered in accordance with company rules and regulations. Tim Ferris recommends stating the following:

“As a reminder, our holiday policy allows for employees to [briefly summarize policy]. Per our procedure, we encourage employees to submit requests at least [number of days/weeks/months] in advance to allow for appropriate planning and coverage.”

Approval and Acknowledgement of Expectations

After confirming policy, it is time to approve the employee’s request and outline any expectations or requirements they may need to be aware of. This could include any necessary documentation, such as a medical note if the employee is requesting time off for personal health reasons.

It is also important to acknowledge any potential impact on coworkers and the business, and to request the employee does their part in planning accordingly. Tim Ferris suggests using the following language:

“We are confident that with proper planning and communication, you will be able to manage your workload and responsibilities prior to your time away. Please be sure to [briefly summarize expectations] to ensure a smooth transition for both yourself and your colleagues.”

Closing and Contact Information

Your letter should conclude with a friendly closing remark that wishes the employee well on their holiday and thanks them for their hard work and dedication to the company. Lastly, provide clear contact information for the employee to reach out with any questions or concerns.

In conclusion, a well-structured holiday approval letter sample for employees should demonstrate adherence to clear company policy and procedure while allowing employees the flexibility to take time off for personal reasons. By adopting Tim Ferris’ concise and professional writing style, you can create a letter that is both efficient and effective.

Holiday Approval Letter Samples

Approval of Christmas Holiday Request


I am pleased to inform you that your request for a Christmas holiday has been granted. We acknowledge the significance of the holiday season, and we understand that it is crucial for you to spend time with your family and loved ones during this time. Please note that your leave will begin from December 22 and end on January 2.

We hope that this time will provide you with the much-needed relaxation and rejuvenation so that you can come back to work with renewed energy. Do ensure that all your pending work is completed by December 21 before leaving and delegate tasks to appropriate team members.

Have a joyous holiday and a happy new year!

Best regards,

HR Manager

Approval of Medical Leave Request

Dear Employee,

We have received your request for a Medical Leave of absence starting from November 15 to November 22, 2021. Upon considering your request, we are pleased to inform you that it has been approved. We understand the importance of maintaining good health, and we wish you a swift and full recovery.

Please note that you must follow the medical instructions given by your doctor, and we request you to keep your manager in the loop regarding your recovery progress. In the meantime, your team members will cover for you during your absence.

We hope to see you back at work in good health. Please take care!


HR Manager

Approval of Maternity Leave Request

Dear Employee,

We acknowledge your request for maternity leave starting from January 10 to April 10, 2022. We are happy to grant you the leave requested and understand that this is an essential time for you and your family. We will ensure all the necessary arrangements are made to accommodate your leave requirements.

Please note that you are eligible for the paid maternity leave policy provided by the company, as per our HR policy. We encourage you to be in touch with HR with any questions regarding the payment and entitlements.

We wish you a safe and healthy pregnancy and are excited to welcome you back after your leave. Please feel free to contact us if you need any other support.

Best regards,

HR Manager

Approval of Bereavement Leave Request

Dear Employee,

Upon receiving your request for bereavement leave, we extend our heartfelt condolences for your loss. We have approved your request for bereavement leave of three days starting from November 24 to November 26, 2021.

We understand that losing someone is difficult, and we encourage you to spend this time with your loved ones. We urge you to lean on your family and friends and seek any support you need during this grieving time.

Please take care of yourself and know that you have our deepest sympathies and support. We hope you return to work with a heavy heart, but with a sense of perspective and gratitude.

Yours sincerely,

HR Manager

Approval of Sabbatical Leave Request

Dear Employee,

We are pleased to inform you that your request for sabbatical leave has been approved. Your request is important to us, and we understand the significance of taking a break to pursue your interests or upskill yourself. Your leave is approved for three months, from February 15, 2022 – until May 15, 2022.

We hope this leave gives you the time and space you require to recharge, reflect, and come back to work with renewed energy and focus. Please ensure all your work and responsibilities are handed over to the appropriate team members, and complete all pending work before going on leave.

We hope you look back at your leave period with fondness and a sense of accomplishment. We wish you all the best and look forward to your return.

Best regards,

HR Manager

Approval of Vacation Leave Request

Dear Employee,

Congratulations on having your leave request approved! Your request for vacation leave from June 12 to June 23, 2022, is granted. It is essential for you to take time off to relax, recharge and spend quality time with your family and friends.

We hope the vacation gives you the much-needed break, and you come back re-energized. We urge you to plan your work to ensure minimal disruption to your team’s goals and responsibilities during this time.

We hope you have an enjoyable vacation and look forward to hearing all about it on your return.


HR Manager

Approval of Volunteer Leave Request

Dear Employee,

We are delighted to inform you that your request for volunteer leave has been approved. We highly value your commitment to social responsibility and believe that volunteering is an integral part of your personal growth and development. We have approved your leave of absence from September 1 to September 30, 2022.

Please note that we expect all employees to return from their voluntary leave with deeper insights and awareness that will make a positive impact on our work culture. Please keep your manager informed of your chosen voluntary work and let us know if require any assistance from the company.

We hope you have a positive impact on your chosen initiative and make a difference in someone’s life. Please come back with stories of your experience, and we hope you find the time rewarding and fulfilling.

All the best,

HR Manager

Tips for an Effective Holiday Approval Letter Sample for Employee

Writing a holiday approval letter sample for employees is an important document that requires careful consideration and attention to detail. The following tips will help you craft a well-written letter that will set clear expectations and communicate your support for employees taking time off for their holiday.

1. Begin with a Positive Tone. Start the letter with a positive and upbeat tone to convey your enthusiasm and support for the employee taking time off for the holiday. Highlight the importance of rest and relaxation to inspire a productive and healthy workforce.

2. Clearly Outline Vacation Details. Include specific details about the employee’s vacation to avoid any confusion and ensure a smooth return to work. Include the dates of the holidays and any relevant protocols such as the submission of a detailed itinerary.

3. Communicate Approval Conditions. Clearly outline any conditions or restrictions related to the employee’s vacation request. This could include specific time periods to avoid absenteeism, work coverage requirements, and specific professional development expectations agreed to by the employer and employee.

4. Acknowledge Potential Impacts on the Employee’s Responsibilities. Consider the potential impacts of an employee’s absence and tailor your letter accordingly. Discuss the importance of work coverage and how it will be managed while the employee is away to ensure a seamless return to work.

5. Provide Follow-Up Instructions. Include any follow-up instructions that the employee should complete before and after the vacation. This could include an outline of the work to be completed before the holiday, any meetings that need to be attended upon the employee’s return, and a follow-up meeting to ensure that the employee is back on track.

6. End on a Positive Note. Conclude the letter with a positive and supportive message to ensure the employee feels both appreciated and supported. Remind the employee that you are looking forward to their return and that you value their contributions to the organization.

In conclusion, crafting an effective holiday approval letter sample for employees is an important task that requires careful consideration. Utilizing these tips will help to ensure that the employee feels both valued and supported, while simultaneously communicating clear expectations and conditions related to their holiday request.

FAQs about holiday approval letter sample for employee

What is a holiday approval letter?

A holiday approval letter is a document that notifies an employee that their request for holiday has been approved by their employer.

What should be included in a holiday approval letter?

A holiday approval letter should include the date of approval, the dates of the employee’s holiday, and any conditions or restrictions placed on the holiday.

Why do employees need a holiday approval letter?

Employees need a holiday approval letter as proof that their holiday has been approved by their employer, which they may need to provide to their travel agent or to immigration authorities.

What if an employee’s holiday request is denied?

If an employee’s holiday request is denied, they should receive a letter indicating the reason for the denial, and possibly suggesting alternative dates or arrangements.

Can employers change the dates of an employee’s holiday after it has been approved?

Employers should not change the dates of an employee’s holiday after it has been approved without the employee’s agreement, unless there is a compelling reason to do so.

Is there a specific format for a holiday approval letter?

No, there is no specific format for a holiday approval letter, as long as it includes the essential information and is clearly written and easy to understand.

Can employees request an extension to their holiday after it has been approved?

Employees can request an extension to their holiday after it has been approved, but it’s up to the employer’s discretion whether to grant the extension or not.

Happy Holidays!

I hope you found this holiday approval letter sample for employees helpful. Remember, taking time off during the holidays is important to recharge and spend quality time with loved ones. Don’t forget to submit your request in a timely manner, so you can ensure you get the time off you need. Thanks for reading and feel free to visit our website for more great articles like this one. Happy holidays and have a wonderful time off!