My 1-week vacation next week was approve
Ask
My 1-week vacation next week was approved in our H system 2 months ago. Non-refundable flights and lodging are booked for my family.
Today my manager pulled me into a quick huddle and said: "A surprise client audit was just scheduled for next Tuesday. I need you to cancel your PTO and reschedule it for next month."
I want to say no clearly and professionally without burning bridges or sounding combative.
What is an exact speakable script for my 1-on-1 with my manager tomorrow morning to decline canceling my approved leave, plus a comeback line if they say "we all have to make sacrifices for the team"?
Answer
"My week of PTO was approved in H two months ago and the family's flights and lodging are non-refundable. I'm asking to keep the leave as approved. To make the Tuesday audit covered, please assign [name or role] as my coverage, and confirm in writing by [date] that the leave stands."
If they push with a general "but we really need you":
"I hear you. The leave stays as approved. Please name the audit coverage and give me the written answer by [date]."
For the exact "we all have to make sacrifices for the team" line:
"I hear the team ask. The leave was approved in H two months ago and the family travel is non-refundable, so the leave stays. Please name the audit coverage and confirm in writing by [date]."
**Placeholders to fill in before tomorrow**
- `[date]` — when you want the written answer back (end of tomorrow's 1-on-1, or close of business tomorrow, are reasonable)
- `[name or role]` — who you'd like to cover the audit; leave it open if you'd rather have your manager name someone
One thing to keep in mind: if the manager comes back with "I'll get back to you next week," push for a specific day and ask them to write it in your1-on-1 notes — that's the only thing that turns this into a record instead of another verbal nudge.