How To Write A Letter Requesting Vacation Leave . I plan to fly out of the state and be back at the office on 16 august, 2039. I will be back at work on [date]. FREE 9+ Sample Vacation Request Letter Templates in PDF MS Word from www.sampletemplates.com Clarify the duration and dates you will be gone. The correct format is to use the name of the individual who is responsible for approving your request: Double check the dates after writing them down.