Workplace Email Templates: Time Off and Handovers

Six everyday emails, formal and casual

Subject: Time off: 12 to 16 Aug

Hi Maria,Could I take 12 to 16 August off? That’s five days of leave.The Henderson report will be done before I go, and Sam’s happy to cover any client questions.Thanks!Lena

Dates and number of daysSo your manager can check the calendar at a glance.Cover arrangedShows you have thought about the team.Ask earlyFollow your company’s notice rule, often two to four weeks.

Time off request emails, formal and casual →

What a handover email must cover

Before leave, a move or your last day, whoever covers for you should be able to work from the email alone. Tick off each item as you write it.

What’s in progress Each task with its current status. Deadlines Anything due while you’re away, with dates. Where files live Exact folder paths or links. Key contacts Who to call for each project. Decisions they can make And which ones should wait for you. Who to escalate to Your manager or another senior colleague. Your return date And whether you’ll check messages at all. Thanks Covering is extra work; say so.

0 of 8 covered

The meeting recap in three blocks

Send it the same day. Readers should be able to skim it in thirty seconds and know what changed.

Subject: Recap: launch planning, Tues 4 June Hi all, thanks for today. Here’s where we landed:

DecidedLaunch on Monday 10 June. ActionsPriya: confirm the agency by Wed 5 June.Lena: sign off final content by Mon 3 June. OpenDo we need a press release? Sam to check with marketing.

Subject with date and topicEasy to find later.Decisions before actionsWhat changed matters most.Names and dates on every actionTurns discussion into commitments.Invite corrections“Let me know if I’ve missed anything.”

How to write a meeting recap email →