Taking a vacation is part of the benefits that come with employment, and everybody needs some time off just to refocus and replenish away from the daily grind.

Normally, it is important to put this request in a formal way through a letter simply because verbal approvals could easily be forgotten and could result in loss of employment since there will be no tangible evidence that the request was approved or even whether the right channels were followed.

Different companies have similar policies on how to handle a vacation request, which is commonly by the employee writing a vacation request letter or filling a routine form for the same. It is true that the thought of taking a vacation though deserving could be unnerving because people fear their request could be denied because of their core responsibilities in the company or just for any other reason. Either way, it is no doubt how requesting a vacation plays a role on whether it is accepted or denied.

Take into consideration that this is a formal letter and that it will be copied to higher ranking officials. Therefore, a letter that is unorganized and messy with grammatical or spelling errors is bound to be denied. Start the letter using a block format for addresses, name and dates for the recipient and the sender. Considering this is an internal request with company information being the common factor, it is important for the author to add an attention line that identifies the recipient.

As a result, it will be improper to use words like “Dear Sir or Madam” because the sender knows who handles vacation requests. Instead, the salutation should be appropriate to the name of the recipient. It is of the essence to add a subject line that is clear and well spelled out dictating that the sender is requesting for a vacation.

Like any other formal letter, the author should be straightforward by stating the point of the letter clearly. In line with the same, it is important for the author to state facts on why the vacation is timely for both the company and him.

Other points that could help in claiming a vacation is how productive the author has been, including his accomplishments with the company. It is important to note that the longer the letter, the more the reader will be drawn away from it. As such, the recipient will just skim the letter checking where the key points are. It is important to keep the letter simple, easy to read and understand. The final paragraph should be culminated with a request for a feedback, and this should be in writing for the employee’s protection.

These steps give the sender confidence to take a step in preparations for the vacation such as booking airline tickets and hotel rooms in advance. In case the sender does not receive any feedback immediately, it is always advisable to follow up the request letter with another one seeking to clarify the way forward.