When a coworker is facing a personal crisis—such as a serious illness, family emergency, or other hardship—they may run out of paid leave. In these situations, some workplaces allow employees to donate their unused vacation time to support that colleague. This is known as a vacation donation request or leave donation program.
Vacation donation is a powerful way to show support and solidarity in a time of need. It’s not just a policy; it’s a human gesture that says, “We’re here for you.”
If you’re the one requesting donations or helping write a request on someone else’s behalf, here’s what you need to know—plus a template letter at the end.
What Is Vacation Donation?
Vacation donation (sometimes called “leave sharing”) allows employees to voluntarily transfer a portion of their accrued vacation or paid time off (PTO) to another employee who has exhausted their own leave due to a qualifying emergency or hardship.
Organizations that allow vacation donation typically have rules around:
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Who qualifies (e.g., serious illness, natural disaster, military service)
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How much time can be donated
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How requests must be submitted (HR forms, documentation, etc.)
When to Use a Vacation Donation Request
A vacation donation request is usually submitted when:
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An employee or their family member is experiencing a medical emergency
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The employee has exhausted their own leave time
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The employee is eligible to receive donated time under company policy
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There’s no other immediate form of leave assistance available
The request should be respectful, concise, and clear about the situation (without oversharing sensitive details). It’s often sent via email or posted internally through HR.
Tips for Writing a Vacation Donation Request
Here’s how to approach writing a request:
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Be Transparent but Respectful
Briefly describe the situation without going into unnecessary detail. Keep the tone compassionate and professional. -
Be Clear About the Ask
Specify that you’re requesting donated vacation time, and clarify how colleagues can contribute (contact HR, submit a form, etc.). -
Mention Any Guidelines
If your company has a leave donation policy, refer to it so employees understand the process. -
End with Gratitude
Whether or not people choose to donate, express appreciation for their support and consideration.
Conclusion
Vacation donation is more than just a workplace benefit—it’s a lifeline in tough times. Whether you’re writing on behalf of a coworker or making a request yourself, clarity, kindness, and respect go a long way. When done right, a vacation donation request not only helps someone in need—it strengthens the bond between colleagues and reminds us all of the human side of work.
If you need help tailoring a vacation donation request for your specific situation, I can help you write a customized version—just let me know the details you’re comfortable sharing.