Paid Time Off Request Approval email template

Why does it matter?

Managing Paid Time Off (PTO) requests is essential to running a business. As a hiring professional or manager, you need to ensure that your employees take time off when needed and that business operations are not compromised.

Communicating the approval or denial of PTO requests promptly is crucial to maintain a positive work environment and avoid potential misunderstandings.

When to send?

After reviewing the request, you should send the PTO request approval email as soon as possible. Providing ample notice to your employee to arrange their time off is important.

What to include?

Your email should include the following information:

1. Confirmation of the request's approval or denial
2. The dates approved or denied
3. If denied, the reason for the denial
4. The number of PTO hours approved (if applicable)
5. Reminders of any company-specific PTO policies or limitations
6. Instructions on the next steps, such as notifying colleagues or updating calendars

Template Email

Dear [Employee Name],

Thank you for submitting your Paid Time Off request for [Date Range]. After careful consideration, I am pleased to inform you that your request has been approved.

Please note that you have been approved for [Number of Hours] of PTO during this time. Your updated PTO balance will reflect this change.

We remind you that [Company Name] has specific PTO policies, which can be found in the employee handbook. If you have any questions, please don't hesitate to contact HR.

If you need to notify your colleagues or update your calendar, please do so as soon as possible.

We appreciate your hard work and dedication to [Company Name]. Enjoy your time off.

Best regards,

[Your Name]