Sympathetic yet Firm Denial of Vacation Request Sample Letter

| March 14, 2013 | 0 Comments

This denial of vacation request sample letter can be used to inform an employee that their requested vacation period is not available. Though companies try their best to accommodate such requests, it is not always viable from a business perspective to grant them. There can be many reasons for denying vacation requests; too many other staff on holiday at the same time, or too busy a period to sacrifice any workers. Whatever your particular situation, you can inform your employee in a sympathetic, yet firm manner by using our denial of vacation request sample letter.

How to Best Use of Our Denial of Vacation Request Sample Letter

You’ll make the best use of our denial of vacation request sample letter by first familiarizing yourself with its structure and format. As it is a formal business letter it should be formatted as such. In our example we use the block style of business letter writing, a widely accepted format for business correspondence.

The name of this style of letter writing is taken from the manner in which the text is written in sections or “blocks,” each block separated by a space and aligned to the left of the page. This imparts both a professional appearance to the letter, and makes it easy to edit. With a bit of cutting and pasting you can quickly replace the contents of our denial of vacation request sample letter with that of your own.

Once you understand its format you can Download This Denial of Vacation Request Sample Letter and edit it on your own computer using Microsoft Word or a similar program.

We begin our denial of vacation request sample letter by correctly formatting the address. Your name and contact information are typed first, followed by the date, the name and contact details of the reader, ending with the greeting or salutation.

In the body of our denial of vacation request sample letter we get right to the point – informing the employee that we have received their vacation request, that it has been denied, and why.

Once the employee has been informed that their request has been denied and why, we can give them a further explanation.

All that’s left to do is to apologize to the employee for not being able to grant their request, and encourage them to select a more suitable period.

Our completed denial of vacation request sample letter looks like this:


Mrs. Dorothy Jones
Department Manager
Overburdened Industries
42 Summit Rd
Cincinnati, OH 601004
Tel: 605-779-5589
Email: djones@overburdened.com

September 27, 2011

Mr. Roger. Moore
7 Kennedy Ave.
Cincinnati, OH 607003

Dear Mr. Moore,

We have reviewed your vacation request for the period December 19-January 3, 2011 and are sorry to inform you that it has been denied due to departmental staffing needs.

The period you requested, which includes the Christmas Holidays, is a very busy time for the company. It is also a very popular vacation choice for many employees, and first preference is granted on a seniority basis.

We are sorry we are not able to meet your request, and encourage you to select another time period for your vacation.

Sincerely,

Dorothy Jones
Department Manager

Once you are ready to compose your own letter you can Download This Denial of Vacation Request Sample Letter and edit it to contain your own details.

Tips and Useful Sentences You Can Use with our Denial of Vacation Request Sample Letter:

  • We are sorry to inform you that your request for holidays from (date to date) has been denied.
  • After considering your vacation request we are sorry to inform you that it cannot be granted for that particular period.
  • Encourage your employee to select another period for their holidays, or to submit an earlier application for the following year.

Category: Request Letter Examples

About the Author ()

Melanie Walters is a writer and editor for several businesses both online and offline. Her experience with writing business letters and marketing materials has helped her understand exactly what works in written communication for businesses. In the 10 years she's been writing, Melanie has amassed a large collection of letter examples that she gladly shares with you here on Letter Example Help.org

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