how to write a leave application letter

7 Examples: How to Write a Perfect Leave of Absence Request

By Status.net Editorial Team on November 9, 2023 — 11 minutes to read

Understanding the Basics of a Leave of Absence Request Part 1
Steps to Write a Leave of Absence Request Part 2
What to Include in a Leave of Absence Request Part 3
Examples of Leave of Absence Requests Part 4
Leave of Absence Request Template Part 5
Personal Reasons Leave of Absence Templates Part 6
Maternity Leave of Absence Template Part 7
What to Avoid in Your Leave of Absence Request Part 8

Part 1 Understanding the Basics of a Leave of Absence Request

Before you start writing your leave of absence request, it’s important to understand the basics. A leave of absence request is a formal document that you submit to your employer, asking for time off from work for a specific reason. This can be for personal reasons, medical issues, or family matters. It’s important to know the policies and guidelines of your company to ensure your request is submitted appropriately.

Check your company’s leave policy. Familiarize yourself with the types of leaves that are allowed, the maximum duration you can request, and any approvals or documentation required. This information is usually found in your company handbook or can be requested from Human Resources.
When drafting your request, be clear about the reason for your leave. It’s important to be honest and straightforward, without going into too much personal detail. State the specific dates you plan to be away from work and any necessary arrangements, like reassigning your tasks to a colleague.

Try to submit your leave of absence request well in advance, allowing enough time for your employer to review and approve your request. This will demonstrate your professionalism and consideration for your team.

Part 2 Steps to Write a Leave of Absence Request

Subject line and formal greeting.

Start your leave of absence request with a clear and concise subject line. Include relevant information, such as your name and the dates of your intended leave. For example: “John Doe’s Leave of Absence Request – June 1-15, 2025.” As a friendly way to start your message, address your email or letter to your supervisor or manager using their appropriate title, such as “Dear Mr. Smith” or “Dear Dr. Johnson.”

Explaining Your Reason for Leave

In the opening paragraph, state the purpose of your leave in a clear and simple manner. Explain the reason for your absence, whether it’s a personal matter, family emergency, or medical concern. Be genuine with your reason to help your supervisor better understand your situation.

Providing the Time Frame

Clearly state the exact dates of your requested leave in the second paragraph. Include the start and end dates of your absence. This shows consideration for your employer’s planning and helps them to manage workload adjustments. For example: “I will be absent from work starting on June 1 and plan to return on June 15.”

Plan of Action During Your Absence

Demonstrate your responsibility by outlining a plan of action for your workload during your leave. This may include delegating tasks to colleagues, completing certain projects before your absence, or being available for limited communication if required. For instance: “Before my leave, I will complete all of my current projects and assign any ongoing tasks to my colleague, Jane Smith. If needed, I will be reachable via email for any urgent matters.”

Closing Your Letter

In the closing paragraph, express your gratitude for your employer’s understanding and support. Offer to discuss your request further in a meeting or call if needed. Example: “Thank you for considering my request. I appreciate your understanding and support during this time. Please let me know if you need any additional information or if you would like to discuss my request further.”

Review Before Sending

Before hitting send, give your email or letter a thorough read. Check for any spelling or grammar errors, ensure all important details are included, and that your message is clear and concise. This will help you present a polished and professional leave of absence request.

Part 3 What to Include in a Leave of Absence Request

When writing a leave of absence request, make sure to include the following elements:

Your name and contact information: Begin by mentioning your full name, position, and department. It’s also good to provide your contact information such as email and phone number in case your manager needs to reach you.
Leave type and reason: Clearly state the type of leave you’re requesting and provide a brief explanation for the reason behind your request. Be specific but maintain your privacy, especially when dealing with sensitive matters.
Start and end dates: Include the exact dates you plan to be away from work. Providing this information helps your manager know how long they should expect you to be gone and allows them to plan accordingly.
Work coverage plan: Explain how you’ve arranged for your work to be covered during your absence. If you’ve talked with a coworker who has agreed to handle your tasks, mention their name and workload distribution.
Additional documentation (if applicable): In some cases, you may be required to provide medical or legal documentation to support your leave request. Attach any necessary documents as per your company’s policy.

Part 4 Examples of Leave of Absence Requests

In this section, you’ll find some practical examples and templates to help you write a leave of absence request with ease.

Example for Personal Reasons

Dear [Supervisor’s Name],

I hope this email finds you well. I am writing to request a leave of absence for personal reasons, specifically from [start date] to [end date]. I understand that this time away may require adjustments within the team, and I assure you that I will do my best to minimize any potential disruption.

Before my leave begins, I intend to delegate my tasks to [colleague’s name or team] and provide them with any necessary guidance. If any urgent situations arise during my absence, please feel free to contact me via [phone/email], and I will promptly respond.

Thank you for your understanding and assistance in accommodating my request.

Best regards, [Your Name]

Example for Maternity Leave

I am excited to share that I am expecting a baby, with the due date being around [due date]. With this, I kindly request maternity leave, which I would like to start on [start date] and return on [expected return date]. This should provide ample time for me to prepare, give birth, and bond with my newborn.

During my leave, I will ensure a smooth transition of my responsibilities to [colleague’s name or team], keeping you updated on my progress. If any questions or concerns arise during my absence, I will be available via [phone/email].

Thank you in advance for your consideration and support during this exciting time in my life.

Templates for Leave of Absence Request

Below are a few templates to help you write a leave of absence request for different situations. They will serve as a starting point for your own letters, ensuring you cover all necessary details in a professional manner.

Part 5 Leave of Absence Request Template

Dear [Recipient’s Name],

I am writing to request a leave of absence from [start date] to [end date] due to [reason for leave]. I have reviewed our company’s leave policy and believe that I qualify for this time off.

During my absence, I have arranged for [colleague’s name] to handle my responsibilities, ensuring a smooth transition in my absence.

Please find the attached documentation relating to my request [if applicable]. I understand that this request is subject to approval and would appreciate your prompt response so I can finalize any necessary arrangements.

Thank you for considering my request, and please do not hesitate to contact me if you need any additional information or clarification.

[Your Name] [Your contact information]

Part 6 Personal Reasons Leave of Absence Templates

Personal reasons leave template 1.

Subject: [Your Name] – Leave of Absence Request

I am writing to request a personal leave of absence from work for [duration, e.g., two weeks] starting from [start date] and ending on [end date]. My leave is due to [briefly explain your personal reason, e.g., a family matter or other personal matter that requires your attention].

During my absence, I have planned for [colleague’s name or your suggestion] to cover my workload and ensure a smooth transition. I will also be available via email for urgent matters.

Please let me know if you require additional information to consider my leave request. I kindly request your approval for my leave, and I will be happy to discuss any concerns or adjustments if necessary.

[Your Name]

Personal Reasons Leave Template 2

Subject: [Your Name] – Leave of Absence Request for Personal Reasons

I hope you are doing well. I would like to request a [length of leave] leave of absence starting from [start date] due to personal reasons. I understand this might cause some inconvenience, but I assure you I will do my best to ensure a smooth handover of my current tasks and responsibilities.

During my absence, I propose [colleague’s name] as a suitable replacement, but I am open to any other arrangements you suggest.

I appreciate your understanding and consideration of my request. Please let me know of any paperwork or further details required.

Sincerely, [Your Name]

Personal Reasons Leave Template 3

Subject: [Your Name] – Leave of Absence Request (Start Date – End Date)

Dear [Manager’s Name],

I hope this message finds you well. I would like to request a leave of absence from my position as [Your Position] in the [Your Department] department. I am requesting this leave for personal reasons and plan to be away from [Start Date] to [End Date].

During my absence, I have spoken with [Coworker’s Name], who has agreed to cover my responsibilities. We’ll work together before I leave to ensure a smooth transition and minimize any disruptions to the team.

Please let me know if there are any additional steps needed or if you require further information. I look forward to your understanding and approval of my leave request. Thank you.

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

Part 7 Maternity Leave of Absence Template

Subject: [Your Name] – Maternity Leave of Absence Request

I am excited to inform you that I am expecting a baby, and the due date is [due date]. I would like to request maternity leave of absence as per company policy, starting from [start date] until [end date].

Before my leave, I will coordinate with my team and [colleague’s name] who can cover my responsibilities while I am away. Please let me know if you require any further information or arrangements to ensure a smooth transition.

Thank you for your support, and I look forward to celebrating the birth of my child with you all upon my return.

Part 8 What to Avoid in Your Leave of Absence Request

When writing a leave of absence request, there are certain things you should avoid to ensure your request doesn’t come across as unprofessional or lack clarity.

1. Sharing Too Much Information: You may feel the need to share every detail of your personal life or reasons for the leave. However, this may not be necessary. Share only what is relevant to your leave request and maintain a professional tone. A simple explanation like “medical reasons” or “family emergency” will suffice.

2. Ignoring Timing: Be mindful of the timing of your request. If your company experiences busy seasons or has significant projects in progress, it may not be the ideal time to request a leave. It’s important to be considerate of your company’s needs while also taking care of your own.

3. Making Demands: A leave of absence request is not a demand, but rather a polite inquiry. Approach your request with a collaborative and understanding mindset. Frame your request as a courteous question—not as an entitlement or expectation.

4. Being Vague: Your request must include specific information about the duration of your leave and the start and end dates. Being vague can make it difficult for your employer to make decisions and cause confusion.

5. Skipping the Proofreading: Ensure your request is well-written, free of grammatical errors, and typo-free. Your leave request represents you and your seriousness about the matter. A poorly edited request might cast doubt on your professionalism and commitment to your job.

Frequently Asked Questions

What are some common reasons to request a leave of absence from work.

Some common reasons for requesting a leave of absence from work include personal reasons, medical reasons (for you or a family member), education or professional development, and vacation. You may also request a leave for parental reasons, such as maternity or paternity leave.

How do I start my leave of absence request letter?

To start your leave of absence request letter, begin with a professional and respectful salutation, addressing the recipient by name (e.g., “Dear Mr. Smith” or “Dear Ms. Brown”). Then, in the opening paragraph, clearly state your intention to request a leave of absence, specifying the reason for your request and the desired start and end dates.

What should be included in the body of a leave of absence request?

In the body of your leave of absence request, provide any relevant details to support your request and address the potential impact of your absence on your work and team. You may want to include information about the reason for your leave, such as medical documentation or confirmation of a family event. Also, mention any arrangements you have made to cover your work responsibilities during your absence or suggest possible solutions to minimize the impact on your team.

Are there any important tips for writing a leave request for vacation?

When requesting a leave for vacation, make sure to submit your request with ample notice, considering your workplace’s leave policy and any peak periods that may require your presence at work. Provide the specific dates of your planned vacation, offer assistance in making arrangements to delegate your work during your absence, and be flexible about adjusting your plans if necessary to accommodate your team’s needs. Keep your request concise and professional, while expressing your enthusiasm for the time off.

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Leave Letter Application Format: How to Draft, Template & Samples

October 24, 2024
Freelancing Tips

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What is a leave letter, 1. personal reasons, 2. medical reasons, 3. family emergencies, 4. vacation, 5. bereavement, why a leave letter is important, 1. create a clear subject line, 2. start with a formal greeting, 3. explain the purpose of your leave, 4. include the duration of your leave, 5. mention your plan for managing work in your absence, 6. provide emergency contact information, 7. close with gratitude and a polite sign-off, leave letter application format template, example 1: personal leave request, example 2: medical leave request, example 3: vacation leave request, avoid these common mistakes in leave letters, frequently asked questions, we also recommend.

Writing a leave letter can feel a bit tricky, especially when you’re unsure how to start or what details to include. Whether you’re asking for a few days off for personal reasons or seeking an extended break due to health concerns, getting the format right is essential.

This article will walk you through the proper Leave Letter Application Format, breaking down each section step by step. We’ll also include templates and examples to assist you in crafting a professional leave request.

A leave letter is an official document written to request permission for a temporary absence from work, school, or other obligations. It serves as a formal record, explaining the reason and duration of your leave. This letter is important to ensure transparency and professionalism between you and the recipient.

Leave letters are submitted for various reasons, ranging from personal leave, medical leave, or family emergencies. Whatever the reason may be, a well-organized letter ensures effective communication of your need for time off.

Common Reasons for Requesting a Leave

You may need a break for personal matters, such as attending a wedding, running personal errands, or simply taking a day off for mental well-being.

If you’re facing a medical issue or need to care for a sick family member, requesting medical leave allows you to prioritize health.

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Unexpected family situations may require immediate time off, and a leave letter formalizes your request to address these emergencies.

Even planned vacation days should be requested in writing, ensuring your employer or institution can prepare for your absence.

In the unfortunate event of a family member’s passing, a leave letter enables you to request time to attend the funeral or handle other related matters.

Professionalism : A well-written letter maintains your professional image and ensures compliance with company or school policies.
Clear Communication: It ensures your request is clearly communicated, preventing any confusion or misunderstandings.
Record Keeping : Your letter serves as an official record of your request, helping avoid disputes regarding your absence.
Legal Compliance: In some cases, such as medical or maternity leave, a formal letter might be legally required.

How to Write a Leave Letter Application Format

Creating a leave letter follows a specific structure to ensure it is clear, concise, and respectful. Follow these steps to write an effective leave application:

Your subject line should immediately communicate the purpose of the letter. A straightforward subject such as “Leave Request for [Date(s)]” or “Application for Leave” is ideal. This helps the recipient quickly understand the nature of your request.

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Begin your leave letter with a respectful greeting. Address the recipient by name, using phrases such as “Dear [Manager’s Name]” or “Dear [HR Manager’s Name].” If you’re addressing a general office or institution, you can use “To Whom It May Concern” or “Dear Principal” where appropriate.

In the opening paragraph, state why you’re requesting leave and the specific dates you’re asking for. Be brief but clear. For example:

“I am writing to formally request leave on [date] due to [reason].”

This ensures your employer or supervisor understands your need for time off.

Clearly specify the dates you will be away from work. Mention both the start and end dates, and if possible, provide your expected return date. If the exact date of return is uncertain, offer an approximate time frame, indicating that you will confirm it later. For example:

“I will be taking leave from [start date] to [end date], and I plan to return to work on [return date].”

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If applicable, mention who will handle your duties during your leave. Indicating that you’ve arranged for a colleague to cover your responsibilities shows consideration for the workflow. For instance:

“I have coordinated with [colleague’s name], who will be taking over my tasks while I am away.”

It’s helpful to offer contact information should an emergency arise while you’re away. Mention if you will be reachable by phone or email, showing your willingness to assist with urgent matters if necessary. For example:

“I will be available via phone at [phone number] if any urgent matters arise.”

End your letter with a polite and respectful closing. Express your appreciation for their consideration of your request. A simple line like “Thank you for your understanding” works well, followed by “Sincerely” or “Best regards,” along with your name and position.

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Here is a basic template for writing a leave letter that you can modify as needed:

Subject: Request for Leave

Dear [Recipient’s Name],

I hope you are well. I am writing to formally request leave from [start date] to [end date] due to [reason]. During my absence, [colleague’s name] has agreed to handle my duties. Should any urgent matters arise, I will be reachable at [contact information].

Thank you for considering my request. I look forward to your approval.

Sincerely, [Your Name] [Your Position]

Samples Of Leave Letter Application Format

Subject: Request for One-Day Leave

Dear Mr. Anderson,

I am writing to request a one-day leave on [date] for personal reasons. During my absence, Sarah Evans will cover my immediate responsibilities. I can be reached via phone if any urgent matters arise.

Thank you for your understanding, and I look forward to your approval.

Sincerely, John Doe Sales Executive

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Subject: Medical Leave Request

Dear Ms. Johnson,

I hope this message finds you well. I am requesting medical leave from [start date] to [end date] due to a scheduled medical procedure. I have coordinated with Mark Stevens to cover my responsibilities during this time.

Please feel free to contact me at [contact details] for any urgent matters. I appreciate your understanding and look forward to returning fully recovered.

Best regards, Jane Smith Project Manager

Subject: Request for Vacation Leave

Dear Mr. Lee,

I am requesting vacation leave from [start date] to [end date]. While I will be away, I can still be reached via email for any urgent matters. Lisa Brown has agreed to cover my responsibilities during this period.

Thank you for your time and consideration. I look forward to your approval.

Sincerely, Alex Kim Marketing Coordinator

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Being Too Vague: Clearly state the reason for your leave and specify the exact dates.
Failing to Follow Up: Don’t hesitate to follow up if you don’t hear back promptly.
Overloading with Information: Keep your explanation concise; there’s no need for unnecessary details.
Submitting Late: Always submit your leave request well in advance, particularly for planned leaves.
Not Offering Contact Information: Ensure you provide a way to be reached for urgent matters.

Ideally, submit your leave request as early as possible. For planned leaves, aim for at least two weeks’ notice.

Yes, it can be. If your absence could negatively impact workflow or productivity, your employer may deny the request.

In cases of extended medical leave, it might be necessary to provide a doctor’s note, depending on the organization’s policy.

By following the steps outlined on how to write Leave Letter Application Format, using the template provided, and avoiding common errors, you can confidently submit a leave letter that is respectful and effective. With this approach, you’ll be able to take time off while preserving your positive relationship with your employer.