You know when you want to take leave, but you’re not sure how to ask your manager.

Should the email be formal? How much detail should you include? And how do you keep it short without sounding abrupt?

For this simple task, artificial intelligence (AI) can help turn your details into a polite, clear email.

1. Get the details ready

Before asking AI to write, list:

  • Type of leave: For example, annual leave.
  • Leave dates: When your leave starts and ends.
  • Number of working days: How many days you’re requesting.
  • Return date: When you’ll be back at work.
  • Work arrangements: What you’ll finish or hand over before leaving.

If you want to include a reason, a brief explanation such as “personal matters” may be enough for the draft. Adjust it to your workplace’s requirements.

2. Copy and customise this prompt

Write a leave request email in English to my manager.
Keep the tone polite, professional and natural. Use no more than 100 words and include a subject line.
Details:

  • Manager’s name: [Name]
  • Type of leave: [Leave type]
  • Leave dates: [Start date to end date]
  • Number of working days requested: [Number]
  • Return-to-work date: [Date]
  • Reason, if needed: [Brief reason]
  • Work arrangements before leave: [Actual arrangements]

Make it clear that I am requesting approval. Do not invent reasons, colleagues covering my work or the status of my tasks. Keep placeholders for any missing details.

Give AI the arrangements you actually intend to make. If a colleague hasn’t agreed to cover your work, don’t present it as confirmed.

3. Here’s what the email could look like

Subject: Annual Leave Request — [Dates]

Hi [Manager’s Name],

I’d like to request [number] working days of annual leave from [start date] to [end date] for personal matters. I’ll return to work on [date].

Before my leave, I’ll complete [task] and prepare handover notes for any ongoing work.

Please let me know if these dates work for the team.

Thank you for considering my request.

[Your Name]

4. Check before you send

Check the dates, number of working days and return date. Make sure you can follow through on the work arrangements described in the email.

If your workplace uses a leave application system, complete that process too.

Sending a request doesn’t mean your leave has been approved.

AI can help you find the words. You provide the facts and make the final check.