How do I request vacation days?

Ingrid van de Loo · 20 May 2026

Planning a vacation often starts weeks or even months in advance — and that’s when the practical side begins too. How do you properly request time off? What are your rights as an employee? And what do you do if your employer pushes back? In this article, we answer the most frequently asked questions about requesting vacation time, so you can plan your time off with confidence.

Let’s be honest: you’ve earned your vacation. Whether you’re dreaming of a city break, a quiet week at home, or an adventurous sailing trip at sea — it all starts with correctly requesting your days off.

How do I officially request vacation days from my employer?

You request vacation days by submitting a written or digital request to your employer or manager. Use whatever system your employer has in place, such as an HR platform, email, or an official form. Always ask for written confirmation that your request has been received and approved, so you have a record of it.

Most employers use a set system for leave requests. This might be an internal HR portal, but in many cases a simple email to your manager will do. Always make sure you receive confirmation — verbal agreements are much harder to rely on legally.

Keep the following in mind when submitting your request:

Submit your request as early as possible, especially for longer trips
Clearly state the start and end dates
Include the total number of vacation days you’re taking
Always ask for written or digital confirmation
Be mindful of busy periods within your team or company

Don’t have a set system at work? Then an email stating the dates and asking for confirmation is the safest approach. That way, everything is in writing.

How many vacation days am I legally entitled to?

In the Netherlands, you are legally entitled to a minimum of four times the number of hours you work per week. If you work 40 hours a week, you are entitled to at least 20 vacation days per year. Many employers offer more days through collective labor agreements, often 25 to 30 days.

This legal minimum is established in the Dutch Civil Code. Your employer cannot go below this threshold. If you work part-time, your vacation days are calculated on a pro-rata basis. For example, if you work 32 hours a week, you are entitled to at least 16 vacation days.

Always check your employment contract and the applicable collective labor agreement for your sector. Many industries offer additional vacation days as an extra employment benefit. Different expiration rules apply to those extra days compared to the statutory ones — but more on that later.

How far in advance do I need to request vacation?

There is no legal deadline for requesting vacation, but your employer may set a reasonable notice period. In practice, a notice period of two weeks to two months is common, depending on the role and the company. For longer trips, it’s best to request time off as early as possible.

Your employer is required to respond to a vacation request within two weeks. If they fail to do so, the vacation is automatically considered approved for the dates you requested. This is established by law.

Practical guidelines for requesting vacation:

A single day off: request at least one week in advance
One week of vacation: two to four weeks in advance
Two weeks or longer: at least six to eight weeks in advance
Popular periods (summer, Christmas): as early as possible, preferably three to six months in advance

Some collective labor agreements or employment contracts include specific rules about notice periods. Always check these before making any bookings for your trip.

What if my employer refuses my vacation request?

Your employer may refuse a vacation request, but only on the grounds of a compelling business interest. This could include a busy period, insufficient staffing, or an ongoing project that requires your presence. A refusal without a valid reason is not legally defensible.

If your employer rejects your request, they are obligated to communicate this in a timely manner and provide a reason. If they fail to do so within two weeks, the vacation is automatically considered approved. If they do refuse in time but without good reason, you can raise the issue with the HR department or, as a last resort, with the relevant labor authority or an employment lawyer.

What can you do if your request is refused?

Always ask for the reason for the refusal in writing
Discuss alternatives, such as a different period or partial leave
Consult your union or works council if you suspect the refusal is unjustified
Review your collective labor agreement for any provisions regarding vacation refusals

In most cases, open communication is the best approach. A good employer will work with you to find a solution that works for both parties.

Expiring vacation days: when does it happen and how do you prevent it?

Statutory vacation days expire six months after the end of the calendar year in which they were accrued. This means that vacation days accrued in 2024 will expire on July 1, 2025. Non-statutory vacation days have a longer expiration period of five years.

This distinction matters. You need to actively use your statutory days before July 1 of the following year. You have more time for non-statutory days, but those can’t be saved indefinitely either. Your employer is required to inform you in good time about upcoming expiration dates, but it is also your own responsibility to keep track of them.

How do you prevent vacation days from expiring?

Keep track of your balance through your HR system or pay slip
Schedule your statutory days well before July 1 of the following year
Make a point of using quieter periods at work as vacation days
Ask your employer for an annual overview of your leave accrual and expiration dates

If circumstances beyond your control prevent you from taking vacation — for example, due to illness or excessive workload — your days may not expire. This is a legal gray area, and it’s best to seek advice from HR or a legal professional.

Making the most of your vacation days

Now that you know how to request vacation days, how many you’re entitled to, and what your rights are, it’s time for the fun part: deciding where to go. Because vacation days are meant to be used — ideally in a way that truly stays with you.

At Clipper Stad Amsterdam, we understand that travelers are increasingly looking for something beyond a standard vacation. Our luxury sailing cruise offers an experience you won’t soon forget: sailing through the Caribbean aboard an authentic three-masted clipper ship, with a maximum of 28 fellow passengers on board. No large cruise ships, no anonymity — just an intimate atmosphere with a young and dedicated team ready to take care of you.

What we offer:

A boutique hotel experience at sea, with 14 luxury cabins
Breakfast, lunch, dinner, and cocktails, prepared by our onboard chefs
Daily activities such as snorkeling, beach visits, and day trips
Authentic hand sailing aboard an iconic historic vessel
Small group sizes for a personal and adventurous experience

Got your vacation days approved and ready to plan something special? Visit stadamsterdam.com for more information about our voyages, or get in touch with us directly to find out which cruise is the best fit for you. We’d love to help.