Requesting time off: making polite requests in the workplace
1
Discuss these questions with a partner before you read the article.
- Think about the last time you needed to take a day off from work or school. What was the reason and how did you ask for it?
- What are the typical rules for requesting time off in your country or at your workplace? For example, how far in advance do you need to ask?
- Imagine you need to ask your manager for a last-minute day off for an urgent personal reason. How would you start that conversation to be polite?
2
Asking for a Day Off
Listen to the dialogue. Notice how the vocabulary and grammar from the lesson are used.
3
Answer these questions in your own words. Support your answers with evidence from the article.
01According to the article, why is using polite language important when making a request at work?
Sample answerThe article explains that polite language shows respect and professionalism, which is important in the workplace.
02Why does the article suggest it is important to use these modal verbs in the workplace?
Sample answerBecause the article says it's important to be polite in a professional environment, and these words help you do that.
03What are some of the key vocabulary phrases mentioned in the article that are related to taking time off from work?
Sample answerIt mentions several phrases, including 'request some time off', 'accrued leave', and 'give plenty of notice'.
04What does the article recommend you do if you need to request time off at short notice?
Sample answerIt recommends apologizing for the short notice and, if appropriate, briefly explaining that the reason is urgent.
4
Grammar: Making polite requests with modal verbs
Grammar
In a professional environment, it's important to be polite when you ask for something. We use modal verbs like 'can', 'could', and 'may' to make our requests sound less direct and more respectful. 'Could' and 'may' are generally more polite and formal than 'can'.
Examples
Could I possibly request some time off next Friday?
We use 'could' to make a request sound very polite and indirect.
Can I submit my absence request form tomorrow morning?
'Can' is a bit more direct and informal. It's often used with colleagues you know well.
May I speak with you about my holiday plans?
'May' is the most formal and is a very safe and respectful choice when speaking to a manager.
Key points
- Use 'could' and 'may' for more formal or polite requests.
- The structure is: Modal verb + subject + base verb...?
- Common mistake: Always use the base form of the verb after a modal (e.g., 'Could I take...', not 'Could I to take...').
5
Correct the mistakes
Read the sentences below. Each one has a mistake related to grammar or vocabulary from the lesson.
Each sentence contains one error. Find and correct it.
01May I to ask for a day off next Friday?
Corrected version
May I to ask for a day off next Friday?
02My manager usually approve my requests for leave very quickly.
Corrected version
My manager usually approve approves my requests for leave very quickly.
03You need to fill on this absence request form and give it to your supervisor.
Corrected version
You need to fill on out this absence request form and give it to your supervisor.
04It's important to give plenty of noticing when you want to take a holiday.
Corrected version
It's important to give plenty of noticing notice when you want to take a holiday.
05I haven't check how much accrued leave I have yet.
Corrected version
I haven't check checked how much accrued leave I have yet.
06Could you telling me if my time off has been approved?
Corrected version
Could you telling tell me if my time off has been approved?
07I am writing for request two days of unpaid leave next month.
Corrected version
I am writing for to request two days of unpaid leave next month.
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Vocabulary
Vocabulary
These expressions will help you communicate more naturally about this topic.
Examples
To call in sick — to telephone your workplace to say you are too ill to come to work.
This is a common phrasal verb. You can say, 'I need to call in sick today, I have a terrible cold.'
To take a day off — to have a day when you do not go to work, for rest or personal reasons.
This is a very common collocation. For example: 'Could I take a day off next Friday to attend a wedding?'
To cover for someone — to do someone's work or duties while they are away.
This is useful when making a request. You can reassure your manager by saying, 'My colleague has agreed to cover for me.'
At short notice — with very little time before something is due to happen.
Use this to apologize for an urgent request. For example: 'I'm sorry for the short notice, but I have a family emergency.'
A personal day — a day of paid leave that an employee can take for any personal reason.
This is different from sick leave or vacation. You might say, 'I'd like to request a personal day to deal with a private matter.'
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Vocabulary for time off work
Learn some common terms for talking about leave and holidays.
Match each term on the left with its definition on the right.
Drag or click to match
Definitions
8
Useful phrases: asking for time off in advance
Vocabulary
You often need to ask your manager for time off for holidays or appointments. Here are some polite and professional phrases to help you make your request clearly and effectively.
Examples
"I was hoping to speak with you about taking some time off." — This is a polite way to introduce the topic of your request.
Register: neutral/formal. Use this to start the conversation with your manager, either in person or at the beginning of an email. The phrase 'I was hoping to...' is a soft way to make a request.
"Would it be possible for me to take a week off from the 10th to the 17th?" — This is a clear and formal way to ask for specific dates.
Register: neutral/formal. This is a very common and polite structure for requests. You can replace 'a week' with 'a few days' or the specific number of days you need.
"I've already checked the team calendar, and it seems like a quiet period." — This shows you have planned ahead and considered the team's workload.
Register: neutral/formal. Use this to make your manager's decision easier. You could also say, 'I'll make sure all my urgent tasks are completed before I go.'
"I'm happy to be flexible with the dates if that week isn't ideal." — This shows you are willing to negotiate if your manager is unsure or if it's a busy time.
Register: neutral/formal. This shows you are a team player and are willing to find a solution that works for everyone.
"That's great, thank you. I'll submit the official request now." — This is a good way to confirm your understanding and state the next step.
Register: neutral/formal. Use this after your manager has verbally approved your request. It shows you know the correct company procedure.
"Is there anything specific you'd like me to prioritise before I leave?" — This shows you are being proactive and responsible about your work before your holiday.
Register: neutral/formal. This is a great phrase to use after your leave is approved. It shows you are thinking about a smooth handover of your work.
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Workplace absences
Read the passage about what to do when you can't go to work.
Fill in each blank with the correct word or phrase from the word bank.
Word bank
When you feel unwell and can't go to work, the first thing you should do is to your manager. This often happens , so you can't give much warning. If you have urgent tasks, you should ask if a colleague can you. For planned appointments, it's better to ask if you can in advance. Some companies also allow you to use if you need time for non-medical reasons.
10
Discuss these questions with a partner. Try to use vocabulary from the lesson.
- Some companies offer unlimited vacation, while others give a specific number of 'personal days'. Which system do you think is fairer for both employees and the company? Explain your opinion.
- In your culture, is it common for colleagues to 'cover for someone' who needs to take time off 'at short notice'? How does this affect the feeling in the workplace?
- Imagine your manager says no to your request for a day off, even though you gave plenty of notice. What is the most professional way to respond? Should you ask again, speak to someone else, or just accept it?