Free templates · Email and Slack
Pick the situation and fill in your dates. The email writes itself: it counts PTO days around holidays, says when you're back and who's covering. Managers get replies to approve, decline or suggest other dates.
What's it for?
Planned time off: a trip, a long weekend, the holidays.
Dates
3 PTO daysback Mon, Nov 30· 47 days from now
Holidays don't use PTO. Tap one if your company works it.
While you're out
Hi Manager's name,
I'd like to request time off from Monday, November 23 through Friday, November 27. That's 3 days of PTO (Thanksgiving and the day after are company holidays). I'll be back on Monday, November 30.
Before I leave, I'll wrap up what I can and leave notes on anything still open. I'll check email once a day for anything urgent.
I know it's a popular week, so I wanted to ask early. Please let me know if these dates work. I'm happy to adjust if they clash with anything.
Thanks, Your name
For team leads
Requests arrive by email, on Slack and in the hallway, and the answer depends on who else is away. Forgot puts your team's time off, public holidays and release dates on one calendar, so you see the clash before you say yes.
14 days free, no card. Then $9 once, no subscription.
Coming next: one link your team uses to send you their dates, so there are no emails to chase. See the roadmap
Release Thanksgiving Day after ThanksgivingSample team
Your request, on a Forgot calendar. It follows what you pick above.
Copy one as it is and fill in the brackets, or press Fill it in to have the generator do the dates for you.
Planned time off: a trip, a long weekend, the holidays.
Subject: PTO request: [dates]
Hi [Manager's name],
I'd like to request time off from [first day] through [last day]. That's [number] days of PTO. I'll be back on [return date].
Before I leave, I'll wrap up what I can and leave notes on anything still open. I'll check email once a day for anything urgent.
Please let me know if these dates work. I'm happy to adjust if they clash with anything.
Thanks, [Your name]
A day off, no reason needed.
Subject: Personal day request: [dates]
Hi [Manager's name],
I'd like to take a personal day on [date]. I'll be back on [return date].
Before I leave, I'll wrap up what I can and leave notes on anything still open.
Please let me know if that works.
Thanks, [Your name]
A doctor, dentist or school appointment: a few hours or a half day.
Subject: Time off for an appointment: [dates]
Hi [Manager's name],
I have an appointment on [date], so I'd like to take the day off.
I'll reschedule any meetings in that window and make sure nothing is blocked on me.
Please let me know if that's okay.
Thanks, [Your name]
Calling in sick, for today or a few days.
Subject: Out sick [date]
Hi [Manager's name],
I'm not feeling well and won't be able to work on [date], so I'm taking a sick day. I expect to be back on [return date].
I'll check messages for anything urgent. I'll reschedule my meetings.
I'll keep you posted if anything changes.
Thanks, [Your name]
Last-minute time off when something comes up at home.
Subject: Family emergency: out [dates]
Hi [Manager's name],
I need to take time off from [first day] through [last day] because of a family emergency. I'm sorry for the short notice.
I expect to be back on [return date], and I'll let you know as soon as possible if I need more time.
I'll check email once a day for anything urgent.
Thank you for understanding.
Best, [Your name]
Time off after a death in the family.
Subject: Bereavement leave: [dates]
Hi [Manager's name],
I'm sorry to share that I've lost a family member. I'd like to take bereavement leave from [first day] through [last day] to be with my family and attend the funeral.
I plan to be back on [return date]. I'll leave notes on anything that can't wait.
Thank you for understanding.
Best, [Your name]
Maternity, paternity or adoption leave: tell your manager early.
Subject: Parental leave request: [dates]
Hi [Manager's name],
I'd like to let you know that I'm planning to take parental leave. I'd like my leave to start on [start date] and plan to return on [return date] (about [number] weeks).
I'll work with HR on the paperwork and keep you posted if the dates change. I'll put together a handoff plan well before I go.
Could we set up time in the next couple of weeks to plan the handoff?
Thanks, [Your name]
You've been summoned: let your manager know as soon as you get the letter.
Subject: Jury duty: [dates]
Hi [Manager's name],
I've been summoned for jury duty on [date]. I've attached a copy of the summons.
I won't know how long I'll serve until I report, so I'll update you at the end of the first day. If I'm released early, I'll be back at work the next business day.
I'll leave notes on anything that can't wait.
Thanks, [Your name]
No answer yet? A short, polite nudge.
Subject: Re: PTO request: [dates]
Hi [Manager's name],
I wanted to follow up on my request for time off from [first day] through [last day]. Could you let me know if it's approved when you get a chance?
Happy to talk it through in our next 1:1 if that's easier.
Thanks, [Your name]
Plans moved: ask to shift time off that's already approved.
Subject: PTO change: [dates] to [new dates]
Hi [Manager's name],
I'd like to move my approved time off from [first day] through [last day] to [new first day] through [new last day].
I'd be back on [new return date].
Please let me know if the new dates work.
Thanks, [Your name]
Leave approval emails and the harder replies, written to keep it a conversation. Each one repeats the dates, so there's a written record.
Say yes and confirm the details in writing.
Subject: Re: PTO request: [dates]
Hi [Employee's name],
Your time off from [first day] through [last day] is approved, and I've added it to the team calendar.
Enjoy the time off, and see you on [return date].
Thanks, [Your name]
Not those dates, but here's what would work.
Subject: Re: PTO request: [dates]
Hi [Employee's name],
Thanks for the request. I can't approve [first day] through [last day], because it overlaps with our release, and I need the full team that week.
Would [new first day] through [new last day] work instead? If those don't work, send me a couple of other options and I'll do my best to make one of them work.
Thanks, [Your name]
A clear no, the reason, and what happens next.
Subject: Re: PTO request: [dates]
Hi [Employee's name],
I'm sorry, but I can't approve your time off from [first day] through [last day], because it overlaps with our release, and I need the full team that week.
I know this isn't the answer you were hoping for. Let's find dates that work: send me a couple of options, and I'll do my best to approve one of them.
Happy to talk about it in our next 1:1.
Thanks, [Your name]
Before you approve: who covers, and where things will stand.
Subject: Re: PTO request: [dates]
Hi [Employee's name],
Thanks for the request for [first day] through [last day]. Before I approve it, could you send me a quick coverage plan?
Mainly, who'll cover your work while you're out, and where your current projects will stand when you leave. Once I have that, I'll approve it.
Thanks, [Your name]
Short, kind, and no work talk.
Subject: Re: Out sick [date]
Hi [Employee's name],
Sorry to hear you're not feeling well. Take the time you need to rest.
We'll cover things here, so there's no need to check messages. I've added it to the team calendar.
Feel better soon.
Thanks, [Your name]
Let everyone know who's out and who's covering.
Subject: [Name] out [dates]
Hi team,
Quick heads-up: [Name] is out from [first day] through [last day] and back on [return date].
Anything urgent can come to me.
Thanks, [Your name]
Check the calendar first
Look at what's due and who else is out that week. A request that doesn't clash with a release or a teammate's vacation is the easiest yes.
Ask early
The longer the break, the earlier you ask. Holiday weeks go first, so ask for those months ahead.
Put the dates in the subject
"PTO request: Nov 23–27" is easy to find later, for you and for your manager.
Say who's covering
Your manager's real question is what happens to your work. Name who covers it and when you're back before they have to ask.
Get it in writing
Mention it in your 1:1 or on Slack, then send the email. If your company uses an HR system for PTO, put it in there too.
Common norms at US companies. Your handbook, or your manager's rule, wins when it says otherwise.
| Time off | Ask |
|---|---|
| A day or two | 1–2 weeks ahead |
| About a week | 3–4 weeks ahead |
| Two weeks or more | 1–2 months ahead |
| Thanksgiving, Christmas or New Year's | 2–3 months ahead, since those weeks go first |
| Parental leave | 30 days ahead when you can plan it (what FMLA asks for), and earlier is better |
| Appointments | As soon as it's booked |
| Sick days and emergencies | As soon as you know, before your workday starts |
Answer within two working days
A quick answer lets people book flights at the price they found. Silence reads as a no.
Have one rule for clashes
First come, first served, or a cap like "no more than two people out at once". Say it once and apply it to everyone.
Decline with a reason and other dates
"Not that week, because of the release. Would the week after work?" keeps it a conversation.
Write it where the team can see it
Put approved time off on a shared calendar and tell whoever is covering, so nobody finds out on the Monday.
That last step is what Forgot is for: one calendar with everyone's time off, holidays and release dates.
Keep it to three short paragraphs: the dates and how many PTO days they use, then when you're back and who covers your work, then a question your manager can answer with a yes. Put the dates in the subject line, like "PTO request: Nov 23–27", so it's easy to find later. The generator at the top of this page writes one from your dates.
Two weeks is the usual minimum for a day or two off, three to four weeks for a week, and one to two months for a longer trip. Ask two to three months ahead for Thanksgiving, Christmas and New Year's, because those weeks go first. If your company's policy says something different, the policy wins.
For vacation or a personal day, usually not: "I'd like to take a personal day on Friday" is enough at most companies. Sick days and other leave can be different. Some employers ask for a doctor's note after several days out sick, or a copy of a jury summons.
Both is best. Mention it in your 1:1 or on Slack so it isn't a surprise, then send the email so there's a written record of the dates. If your company tracks PTO in an HR system, submit it there too.
Give it two or three working days, then send a short follow-up (there's a template for it above) or bring it up in your next 1:1. Don't book anything you can't cancel until the time off is approved.
In most of the US, yes. No federal law requires paid vacation, so when you can take it is up to your employer's policy, and a manager can say no or ask you to move the dates. Protected leave is different: FMLA leave for eligible employees, jury duty, and paid sick leave in the states and cities that require it each follow their own rules. This is general information, not legal advice.
Reply in writing within a couple of working days, repeat the dates and the day they're back, and thank them for arranging cover. Then put it on the team calendar and tell whoever is covering. The approval template above does the writing.
Say no clearly, give the reason (a release, too many people already out, too little notice to find cover), and offer dates that would work. A decline with an alternative keeps it a conversation instead of a dead end.
Most small teams start with a shared spreadsheet or calendar, and it gets hard to read once requests overlap. Forgot is a team calendar built for this: everyone's time off, public holidays and release dates on one board, with a warning when too many people are out on the same day. It's free for 14 days, then a one-time payment.