Free Professional Email to HR Manager for Request

Emails have become the primary mode of communication in the workplace. With the increasing prevalence of remote work, the importance of clear and concise email communication has only grown.

One situation in which employees may need to send an email to HR is to request something. This could be anything from time off to a change in benefits. In this article, we will discuss how to write a sample email to HR for request.

Read on for the key components to include and best practices to follow.

Key Components of an Email Request to HR

Clear Subject Line

The first thing the HR department will see when they receive your email is your subject line.

A clear and concise subject line will help ensure your email is read and responded to on time. Your subject line should clearly state the purpose of your email, such as “Request for Time Off” or “Change in Benefits.”

Professional Greeting

Your greeting should be professional and courteous. Begin with a salutation such as “Dear [HR Manager’s Name]” or “Hello [HR Team].”

Explanation of Request

In the body of your email, you should clearly explain your request. Be specific and provide as much detail as possible. If you are requesting time off, for example, include the dates and reasons for your absence.


Provide a clear and concise explanation for why you are making this request. This can help HR understand the importance of your request and make it easier for them to approve it.


If your request is related to a specific project or deadline, it is important to explain the impact. Your absence or change in benefits might have an impact on the project. This can help HR understand the urgency of your request and may make it more likely that they will approve it.

Alternative Options

If your request is impossible, provide alternative options that could work for you and the company. This shows that you are willing to work with HR to find a solution for everyone.


End your email with a professional and courteous closing such as “Thank you for your consideration” or “Best regards.”

A notebook, pen, iPhone, laptop, and cup of water placed on a wooden table
Photo by Bram Naus on Unsplash

Sample Email to Hr for Request

Subject: Request for Remote Work Option

Dear [HR Manager’s Name],

I am writing to request the option to work remotely part-time. As you may know, my commute to the office takes approximately two hours each day. This is taking a toll on my work-life balance and productivity. I want to request the option to work remotely two days a week. This will reduce my commute time and improve my overall wellbeing.

I know this may require adjustments to my work schedule and duties. I am willing to work with my manager and colleagues to ensure this does not negatively impact the team’s productivity or work quality. Also, I have reviewed the company’s remote work policy and will comply with all expectations and requirements.

Working remotely will allow me to manage my workload better, be more focused, and deliver high-quality work. I am confident I can maintain my productivity and contribute to the team’s success remotely.

If you have any thoughts or queries about what I’ve asked, please let me know. I’m glad you’re giving my request some thought, and I hope to hear from you soon.

All the best,

[Your Name]

Subject: Request for Time Off

Dear [Human Resources Manager],

I’m writing to ask for the week of April 15th to the 19th off. This is because I intend to go to see my relatives in another state at this time. I’ve taken all precautions to make sure my job won’t suffer while I’m away.

This is the first time I will be seeing my family in over a year. I would appreciate some time off to be with them. Time with my loved ones is crucial to me. I realize how hectic things are right now for everyone on the team. But I’ll give it my all to wrap things up around here first.

Please let me know in advance if my absence during this period will have an effect on any particular tasks or deadlines. This way, we may make appropriate arrangements. I hope to hear back from you soon, and I thank you in advance for giving my request some thought.

With warm regards

[Your Name Here]

Template to Try

Subject: Request for [Specific Request]

Dear [HR Manager’s Name],

I hope this email finds you well. I am writing to request [specific request]. It is my belief that this request will [explain the benefits of your request].

I have researched and am aware of the company’s policies and guidelines regarding [specific request]. Also, I am willing to comply with all requirements and expectations to ensure my request is feasible and in line with company standards.

If any adjustments or considerations need to be made, I am open to discussing them. I am available to find a solution that benefits myself and the company. Also, I am committed to maintaining my productivity and contributing to the team’s success while fulfilling this request.

I appreciate your time and consideration of my request. Please let me know if you require any additional information. I’ll adhere to any steps I need to take to proceed with my request.

Thank you for your time and attention to this matter.

Best regards,

[Your Name]

Tips for Writing an Effective Email Request to HR

Keep It Professional

When writing an email to HR, it is important to keep it professional and courteous. Avoid using slang or casual language, and use proper grammar and punctuation.

Be Specific

Provide as much detail as possible about your request, including dates, times, and reasons. This can help HR understand the urgency of your request and make it easier for them to approve it.

Use Clear and Concise Language

Keep your email clear and concise. Avoid using overly complicated language or industry jargon that may be difficult for HR to understand.

Show Appreciation

End your email with a thank you or a note of appreciation. This shows that you value HR’s time and effort in considering your request, and it is a polite way to conclude your message.

Be Patient

Remember that HR receives many requests and may take time to respond to your email. Be patient and avoid sending multiple follow-up emails unless it is necessary.

Follow Up

If you are still waiting to receive a response to your request within a reasonable timeframe, it is okay to follow up with HR. Send a polite email asking for an update on the status of your request.

Use Proper Formatting

Use proper formatting in your email, including paragraph breaks and bullet points, to make your email easier to read and understand.


Writing an effective email request to HR is an important skill for any employee. By following the key components outlined in this article, you can increase the chances of your request being approved. You will also make the process easier for HR.

Remember to keep your email professional, specific, and concise, and show appreciation for HR’s time and effort in considering your request. With these tips in mind, you can write an effective sample email to HR for request and get the response you need.

Abir is a data analyst and researcher. Among her interests are artificial intelligence, machine learning, and natural language processing. As a humanitarian and educator, she actively supports women in tech and promotes diversity.

Professional & Effective Sample Hr Emails To Employees

Companies rely heavily on HR managers to manage employees. Thus, this role requires several emails to communicate policies or updates.…

March 31, 2023

Effective Guide: Letter To Hr For Pay Raise 

Asking for a raise could be difficult– even if you pull out all the stops to make things work at…

March 31, 2023

Writing a Nice & Perfect Follow-up Email To HR

Acing an interview doesn’t necessarily ease your anxiety. In fact, the wait for a reply for the HR often feels…

March 31, 2023

Full Guide: Request & Final Settlement Letter To HR 

Following your resignation from a company, you are entitled to the payment for your last working month. If the payment…

March 31, 2023

Guide To Writing Best Email To HR Manager 

Whether you are seeking a new job or are currently employed, you will always have a reason to contact the…

March 31, 2023

Effective Welcome Email to the New HR Manager

A new HR manager has just joined, and you want to make a great first impression on behalf of the…

March 31, 2023