Leave Letter Templates

A leave letter allows you to formally request your HR or your manager for a leave. No matter how motivated you are to work, there are times when you are placed in situations wherein you cannot report to your place of work to perform your job functions. Most companies require their employees to file a formal leave request if they wish to be absent from their work. However, in moments when the reason for the necessity of one’s leave is unplanned, it may be difficult to file a proper leave beforehand. It is in cases like such that a leave letter must be sent to the HR manager. You may also see leave of absence letters

If you are currently in the process of writing a leave letter, then you need to make sure that it contains the proper format and content. For more information about leave letter examples, refer to our templates on this page.

What is a Leave Letter?

A leave letter is a formal communication used by employees to request time away from work, primarily due to health issues or personal matters. It serves as a written record of the absence leave request, including details like the duration and reason for the leave. Specifically, a Sick Leave Letter is submitted when an employee is unwell and needs time to recover, whereas an Excuse Letter is used for absences due to personal commitments or unforeseen circumstances, ensuring transparency and professionalism in workplace relations

Download Leave Letter Bundle

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Leave Letter Format

[Your Name]

[Your Job Title]
[Your Department/Team (if applicable)]
[Company Name]
[Company Address]
[City, State, Zip Code]
[Email Address (optional)]
[Phone Number (optional)]
[Date]

[Recipient’s Name]
[Recipient’s Designation]
[Department/Team Name (if applicable)]
[Company Name]

Subject: Leave of Absence Request

Dear [Recipient’s Name],

I hope this letter finds you well. I am writing to request a leave of absence from my position as [Your Job Title] with [Company Name], due to [briefly state the reason for your leave, such as personal health issues, family matters, vacation, etc.]. If possible, I would like to begin my leave starting [Start Date] and plan to return to work on [End Date]. This will total [Number of Days] days of absence.

[In this paragraph, provide any relevant details about your leave request. If you’re willing and able to do so, you might offer to assist with the transition or suggest how your responsibilities can be covered during your absence. This could include mentioning a colleague who has agreed to take on your duties, or noting that you’ve prepared detailed instructions or completed certain tasks ahead of time.]

I understand the importance of ensuring that my responsibilities are managed during my absence and am committed to assisting with a smooth transition before my leave begins. I am prepared to discuss the most effective way to manage my workload during this period and am happy to provide any further information or documentation that may be required.

I appreciate your understanding and support regarding this matter and hope to make this process as seamless as possible for both the team and our ongoing projects. Please let me know if there are any forms I need to complete or any additional steps I should take as part of this leave request process.

Thank you for considering my request. I look forward to your response and am available for any further discussions or clarifications needed.

Warm regards,

[Your Name]
[Your Job Title]
[Your Contact Information, if not provided above]

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Leave Letter for School

[Your Name]
[Your Grade/Class]
[School Name]
[School Address]
[City, State, Zip Code]
[Date]

[Principal’s Name]
[School Name]
[School Address]
[City, State, Zip Code]

Subject: Request for Leave of Absence

Dear Principal [Principal’s Last Name],

I hope this letter finds you well. I am writing to formally request a leave of absence from school due to [mention reason, e.g., “illness”, “a family emergency”, “personal reasons”]. After careful consideration, I believe it is in my best interest to take this time off to [briefly explain the situation, e.g., “recover fully from my illness”, “attend to family matters”, “address personal issues”].

I plan to be absent from school starting [Start Date] and anticipate returning on [End Date], resulting in a total of [number of school days] days away from my studies. I am committed to maintaining my academic responsibilities and plan to [mention any plans to stay on top of your work, e.g., “collect assignments from classmates”, “communicate with teachers for homework”, “use online resources to keep up with lessons”] during my absence.

I understand the importance of education and assure you that I will make every effort to minimize the impact of my leave on my academic performance. I would greatly appreciate any support or accommodations the school can provide during this period, such as extensions for assignments due during my absence or the possibility of making up any missed exams.

Attached, you will find [mention any relevant documentation, such as a doctor’s note, if your leave is due to illness, or any other documents that support your leave request].

I am truly sorry for any inconvenience my absence may cause and thank you in advance for your understanding and assistance in this matter. Please let me know if you require any further information or if there are any forms I need to complete as part of this leave request.

Thank you for considering my request. I look forward to returning to school as soon as possible.

Sincerely,

[Your Name]
[Grade/Class]

[Optional: Attachment Description, e.g., “Attachment: Doctor’s Note”]

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Leave Letter for Work

[Your Name]
[Your Job Title]
[Company Name]
[Company Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]
[Date]

[Manager’s Name]
[Manager’s Job Title]
[Company Name]
[Company Address]
[City, State, Zip Code]

Subject: Request for Leave of Absence

Dear [Manager’s Name],

I hope this letter finds you well. I am writing to request a leave of absence from my position as [Your Job Title] at [Company Name], due to [mention the reason for your leave, e.g., “personal health reasons”, “family commitments”, “an urgent personal matter”]. This time off is necessary for me to [briefly explain what you will be addressing during your leave, maintaining privacy as needed].

I plan to begin my leave on [Start Date] and return to work on [End Date], making my total time away [number of days/weeks] days/weeks. I believe this period will suffice to [briefly describe the purpose of the leave, e.g., “attend to my health and recover fully”, “resolve my family commitments”, “address the urgent matter thoroughly”].

To ensure my responsibilities are covered during my absence and to minimize any disruption, I propose the following plan:

• [Briefly outline how you intend to manage your workload before your leave, such as completing tasks in advance or delegating duties to a colleague.]
• [Mention any specific colleagues who have agreed to cover for you, if applicable, and how you plan to facilitate this transition.]

I am committed to ensuring a smooth handover of my duties and will provide all necessary documentation and information before my leave begins. [Optionally, you can mention if you’ll be available for urgent queries during your leave, and the best way to reach you.]

Attached, please find [any relevant documentation, such as a doctor’s note or any other documents that support your leave request, if applicable].

I appreciate your understanding and support regarding this matter and am willing to assist in any way to ensure a smooth process. Please let me know if further information is needed or if there are additional steps I should take to formalize my leave request.

Thank you for considering my request. I look forward to your response and am hopeful for a positive outcome.

Sincerely,

[Your Name]
[Your Job Title]
[Email Address]
[Phone Number]

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Leave Letter for Office

[Your Name]
[Your Job Title]
[Company Name]
[Company Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]
[Date]

[Supervisor’s Name]
[Their Job Title]
[Company Name]
[Company Address]
[City, State, Zip Code]

Subject: Leave of Absence Request

Dear [Supervisor’s Name],

I am writing to formally request a leave of absence from my position at [Company Name] due to [mention the reason, e.g., “personal health concerns”, “family care responsibilities”, “an important personal matter”]. This time away from work is necessary for me to [brief explanation of the need for leave, maintaining an appropriate level of privacy].

I am planning to commence my leave starting [Start Date] and anticipate returning to my role on [End Date]. This period of [number of days or weeks] [days/weeks] will allow me to [briefly describe what you aim to achieve or address during your leave].

To ensure minimal disruption to our team’s workflow, I propose the following plan for the duration of my absence:

• [Detail any preparatory work you intend to complete prior to your leave.]
• [Name any colleagues who have agreed to cover essential tasks in your absence, if applicable, and describe the handover process.]
• [Mention if you will be available for critical issues and how you can be contacted.]

[If applicable, attach any relevant documentation, such as medical certificates or letters from professionals, which your company’s leave policy may require.]

I understand the importance of planning for my absence and am committed to assisting in any way possible to ensure a smooth transition. I appreciate your understanding and support regarding this matter and hope to arrange this leave with as little inconvenience to our team as possible.

Please let me know if you require further information or documentation from me, or if there are additional procedures I should follow to formalize my request.

Thank you for considering my application for leave. I look forward to your response and am eager to make necessary arrangements as soon as possible.

Sincerely,

[Your Name]
[Your Job Title]
[Your Contact Information]

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Leave Letter for Personal Reason

[Your Name]
[Your Position]
[Department/Team]
[Company Name]
[Company Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]
[Date]

[Manager’s Name]
[Their Position]
[Department/Team]
[Company Name]

Subject: Request for Leave of Absence Due to Personal Reasons

Dear [Manager’s Name],

I hope this message finds you well. I am writing to formally request a leave of absence from my position as [Your Position] in the [Department/Team], due to personal reasons that require my immediate and undivided attention. After careful consideration, I have concluded that taking this leave is necessary for me to address these personal matters adequately.

I am requesting a leave starting from [Start Date] and anticipate returning to my duties by [End Date]. I understand the inconvenience that my absence may cause to the team and the ongoing projects. Therefore, I am committed to ensuring a smooth transition before my leave begins. I plan to complete all urgent tasks and provide comprehensive handover notes for my responsibilities. Additionally, I am willing to train or brief a colleague on my duties to minimize the impact of my absence.

I am also open to suggestions for managing my workload during this period and will do my utmost to implement any arrangements that the company sees fit. My goal is to ensure that my temporary absence does not adversely affect our team’s performance and productivity.

Please let me know if there are any forms or additional documentation that I need to complete as part of this request. I am also available to discuss this matter further at your earliest convenience, whether in person or via a call.

I regret any inconvenience my absence may cause and sincerely appreciate your understanding and support during this time. Thank you for considering my request. I look forward to your response.

Warm regards,

[Your Name]
[Your Position]
[Department/Team]
[Company Name]
[Email Address]
[Phone Number]

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Vacation Leave Letter

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Sick Leave Letter for One-day

[Your Name]
[Your Job Title]
[Company Name]
[Company Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]
[Date]

[Manager’s Name]
[Manager’s Job Title]
[Company Name]
[Company Address]
[City, State, Zip Code]

Subject: Request for One-Day Sick Leave

Dear [Manager’s Name],

I hope this message finds you well. I am writing to formally request a one-day sick leave due to [briefly describe the reason, e.g., “a severe migraine attack” or “flu-like symptoms”]. Despite my best efforts to manage the situation, it has become apparent that rest and medical attention are necessary to ensure a swift recovery and to prevent the spread of illness within the workplace.

Therefore, I kindly request your approval for my absence on [specific date]. During this time, I will ensure that all urgent matters are addressed before my leave and will provide a brief handover to [Colleague’s Name] to cover any immediate tasks in my absence. I aim to minimize the impact of my absence on our team’s productivity and deliverables.

Should you need to reach me for any urgent matters or further clarification, I am available via email at [Your Email Address] or by phone at [Your Phone Number]. I will do my best to monitor my messages and provide assistance if necessary.

I apologize for any inconvenience this may cause and appreciate your understanding and support in this matter. I am committed to resuming my duties with full capacity upon my return.

Thank you for considering my request for a sick leave. Please let me know if there are any forms or additional documentation that I need to submit in line with our company’s leave policy.

Sincerely,

[Your Name]
[Your Job Title]
[Company Name]
[Email Address]
[Phone Number]

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What Is the Process of Requesting for a Leave of Absence?

Most companies have established certain policies regarding the proper way of applying for a leave of absence. Company owners and managers are strict when it comes to granting their employees the right to take a leave of absence from their jobs. This is because once an employee would take a leave of absence, the tasks that he/she is expected to perform could not be accomplished, or if it can be accomplished, it is usually the coworkers who suffer the brunt of having an additional task on top of their own.You may also see formal sick leave letters

Since business owners and managers are perfectly aware of the reality that in one way or another, their employees may have the need to take a leave of absence from work, they usually impose specific processes that must be undergone by employees who are thinking of taking a leave of absence. Usually, if the employee is aware of an event or circumstance that causes him/her to take a leave of absence, he/she would inform the manager before formally applying for a leave of absence.You may also see requisition letter

Sample Maternity Leave Letters Template

Maternity Extension Leave Template

Maternity Leave Application Template

Maternity Leave Request Template

Basic Vacation Leave Letters Template

Annual Vacation Leave Letter

Vacation Plan Leave Letter Template

What Are the Steps You Need to Do before Sending a Leave Request Letter?

Policies on the proper way of requesting for leave may vary from one company to another. However, most companies follow more or less the same processes. Here are some steps that you must take before you can even think about sending your manager or employer a leave request letter format:

Know your company’s policies on taking leaves.

As mentioned, companies are very precise when it comes to the leave application process. More often than not, you are required to do the following:

1. Notify the immediate manager.

It is only polite and courteous to talk to your immediate manager regarding your intention to take a leave of absence, especially if you plan on taking a long vacation. Employers and managers always prefer to be dealt with honestly by their employees and subordinates. Your honesty in making your reasons for taking a leave known would help strengthen the bond that you have with your employer or manager. Schedule an appointment or a brief meeting with your immediate head, team leader, or manager. During your talk with your manager, be open to them about the reason why you plan on taking a leave. Avoid resorting to lies, especially if you are planning to go on a vacation. Be upfront about it. Most managers will understand your need to relax and unwind. You may also see recommendation request letters

2. Send a leave request letter.

After you have given your manager an overview of the reason for your leave request, it is time for you to apply for a leave formally through a leave request letter. To know more about leave request letters, feel free to download our leave letter examples on this page.

3. Comply with the requirements demanded by your company.

Most companies would require their employees to fulfill certain tasks and obligations first before they can take their leave of absence. The most common requirement would be for the employee to supervise the training of his/her temporary substitute as this substitute is the one who would perform his/her job functions while he/she is on a leave.You may also see request letters formats

Request for Vacation for Leave Template

Sample Sick Leave Letters Template

Application for Sick Leave

Sick Leave Letter to Boss Template

Annual Leave Letter Examples

Annual Holiday Leave Template

Request for Annual Leave

Annual Leave Approval Template

Emergency Leave Letters

Sample of an Emergency Leave Letter Template

4. Check the pertinent laws on the proper way of taking a leave.

It is not enough to observe the rules of your company pertaining to leave applications. More often than not, states regulate this leave application process as well. There are certain legal protections that are due the employee such as his/her right to

1. retain his/her job the moment he/she comes back from a leave,

2. not be demoted or relegated to other tasks that are not part of or are inferior to his/her job functions, and

3. not suffer unjustifiable penalties due to his/her leave of absence.You may also see casual leave application

Medical Leave Letter Template

Leave for Medical Issues Template

Medical Treatment Template

Medical Leave Letter Outline

Sample Paternity Leave Letters

Extension Parental Leave Template

Paternity Letter to Employer

Study Leave Letter Template

Study Leave Application

Request for Study Leave Template

Study Leave Approval

Sample Unpaid and Paid Leave Letters Template

Sample Paid Maternity Leave Letter

Unpaid Long Leave Letter Template

Sample Sick Leave Verification Letter

Leave of Absence Letters Template

Approval of Medical Leave of Absence Without Pay

Request Letter for Medical Leave Template

Sample Leave Application Letters

Official Leave

Leave Encashment Application Template

What Are the Different Types of Leaves?

1. Medical Leave or Sick Leave 

As the name suggests, a sick leave is any kind of leave that is requested by an employee due to a certain sickness or injury that he/she may be suffering from. There are two kinds formal sick leaves and those are the following:

• Paid Sick Leave – A paid sick leave is a kind of privilege leave that an employee is still paid his/her regular compensation on the days he/she has taken his/her leave. In writing this letter, you may refer to our formal sick leave letters.
• Unpaid Sick Leave – This kind of sick leave is not paid. The benefit of requesting a leave despite the absence of privilege or compensation is the fact that most companies would consider absences without a formal request for leave as violative of company rules against consecutive and repetitive absences. Absenteeism is indeed frowned upon by most institutions. One’s informal absence can result in a deduction of points from one’s employee metrics.

2. Vacation Leaves

In most countries, business owners are required to provide their employees with vacation leave, which usually consists of three days to one month per year. During this period, the employee may or may not still be paid a salary by his/her employers depending on the pertinent laws of the state. You may also see an application for leave.

• Paid Vacation Leave – A paid vacation leave is usually the kind of leave that is planned by the company or granted by the company to a deserving employee.
• Unpaid Vacation Leave

3. Emergency Leave

There are times when some unplanned thing occurred that forces us to deal with it first instead of reporting to your place of work. In such cases, all that you can apply for is an emergency leave. Most of the time, emergency leave is being requested through any immediate mode of communication such as but not limited to:

• E-mailing
• Texting
• Calling

4. Maternity Leave

Pregnancy is not a physically taxing time of a woman’s life. This is the time when a woman is most susceptible to bodily pains, injuries, and illnesses. While pregnancy might be physically challenging, it is the post-pregnancy phase that a woman would need time to recuperate as well as time to take care of her newly born child. That is why a woman is granted by most states with the right to maternity leave. This maternity leave usually spans 2 to 3 months and is a paid leave so that the woman would have a source of income to sustain herself and her baby. You may also college application letters.

5. Privilege Leave

A privilege leave is the number of days or months that a company would allow employees to go on paid leave. Most of the time, privileged leave is used by employees for their vacations. Sometimes, companies allow their employees to convert to cash their unused privileged leave at the end of every year.

Leave Request Letter Template

Request for Medical Leave

Leave Request for Emergency Template

Sample Leave Extension Letters Template

Leave of Absence Extension

Leave Letter for School Template

Vacation Leave for School

Sample Leave Letters for Office Template

Medical Leave for Office

Short Leave Application for Office Template

Request for Personal Leave of Absence

Tips to Write a Perfect Leave Letter

1. Start with a Formal Greeting: Address your manager or the HR department respectfully, using their proper title and name to maintain professionalism.
2. Clearly State the Purpose: Begin with a clear statement of your intention to take leave, specifying whether it is for sick leave, personal reasons, or vacation.
3. Mention the Exact Dates: Provide specific dates for the start and end of your leave. This helps in planning the workload and arranging cover if necessary.
4. Provide a Reason: Briefly explain the reason for your leave request, whether it’s due to illness, personal matters, or the need for rest and recuperation. Keep the explanation straightforward and respectful of privacy norms.
5. Offer a Plan for Your Absence: Suggest how your responsibilities can be handled in your absence, whether by delegating tasks to colleagues or completing work in advance. This shows foresight and responsibility.
6. Keep it Brief but Informative: While providing necessary details, ensure the simple letter is concise. Avoid unnecessary details that do not contribute to the purpose of the letter.
7. Include a Contact Method: Offer a way to reach you in case of emergencies or urgent matters. This demonstrates your willingness to remain accountable, even when you are away.
8. End with a Courteous Closing: Conclude your letter on a polite note, thanking your employer for considering your request and expressing your hope for a positive response. Use a professional closing, such as “Sincerely” or “Best regards,” followed by your name.

Personal Leave Letter Template

Request for Personal Leave

Personal Emergency Leave Template

Sample Leave Letter for Personal Reason

Sample Teacher Leave Letters Template

Leave Letter to School Teacher

Teacher Leave Letter to Principal Template

Guidelines in Writing a Leave Request Letter

Here are some guidelines for you to follow should you have the need to write a leave request letter:

• Write a heading in accordance to the proper formatting of formal letters. Make sure that you include the following information in your heading:
  • Your Personal Information
    • your complete name
    • your job position in the company
    • your complete address
  • Your Manager’s or Employer’s Information
    • name
    • position title
    • complete address
• After the heading, greet your employer formally. Use the following:
  • Dear Mr.
  • Dear Ms.
  • Dear Mrs.
• In your letter’s body, make sure that you can include the following information:
  • your clear statement of your intent to request for a leave
  • the description of the reason behind your leave request
  • the specific time and duration of your leave
  • your genuine thankfulness for the time and effort spent on considering your request
  • if you are sending a letter after you have taken an emergency leave such as when you took an emergency sick leave, then it is your responsibility to attach documents that can serve as proofs of your claims.  The most common attachment to emergency leave letters is medical certificates, which ascertains the veracity of one’s claim of having suffered from an illness or an injury.
• Lastly, close your letter formally with a polite remark such as
  • Sincerely yours
  • Truly yours
  • Best wishes
  • Warmest regards
• Affix your name and signature.

General FAQs

In conclusion, a well-crafted leave letter is essential for formally requesting time off work. It should clearly convey the reason for your absence, the specific dates, and any arrangements for covering your responsibilities. Expressing appreciation for your employer’s understanding and maintaining a professional tone throughout are key to ensuring your request is received positively.