When one is working in a corporate environment, it is important to know how to write a leave letter. There would always be a time when you need to request some time off and every organization understands this. Just like most official documents, there is a specific way to draft a leave letter.
Although the format differs based on the organization, there is a standard format that is recognized across all organizations. In this article, we will explain the types of leave letter applications, how to write a leave letter, and give you a sample that can guide you in writing your own.
What Is a Leave Letter?
A Leave letter is an official document that is written to request permission to take some time off from work. It is usually written to higher authorities and it will concisely detail the reason for the permission, the length of the time off, and how the employee’s job will remain operational.
When requesting leave, you need to put into consideration how your absence will not negatively impact the productivity of your organization. Although it is not mandated, some companies require additional documents to serve as evidence. Based on the mode of operation in your organization, this letter can be submitted in hard copy format or through email.
Types of Leave Letter
Leave letters come in different forms based on the circumstances that warrant them. Here are some of the types of leave letters:
Annual leave
This letter is written for time off for vacation or personal reasons. It is written and submitted in advance based on the organizational policy.
Parental leave
This letter is written by expecting parents in advance. The purpose of this leave is to prepare for birth or adoption. Delivery and postnatal care are factored into this leave.
Medical leave
In the situation when an employee is sick or needs bed rest for medical reasons, this letter is written. The employee is informed and the necessary time off is stated. In most cases for this type of leave letter, a supporting document is attached.
Family leave
This letter is written when an employee’s family member is seriously ill or has critical health issues. When writing this letter, specify the reasons and the required days off, which are mostly short-term.
Bereavement leave
In an unfortunate situation, when an employee experiences the death of a family member, they can apply for bereavement leave. The employer will be informed of the loss and the time off needed for the burial and grief.
One-day leave
In some unforeseen circumstances, an emergency may occur that will require a one-day leave. This could be a family emergency or an urgent medical issue. However, if you are aware beforehand, request the leave ahead of time.
Study leave
This leave is requested when an employee wants to attend training or wishes to further their education. In this letter, state the purpose and benefit of the study, as well as the duration.
How To Write a Leave Letter Application
Regardless of your organization’s format, here is the general guideline for writing a leave letter application:
Review the company policy
Before you start writing any leave letter, ensure that the format is the accepted one in your organization. So, ask HR about it or check the employee manual if it’s available. This will inform you if the accepted format is printed or emailed and it will also let you know the processes to follow.
Subject Line
This is a single line that concisely states the purpose of the leave letter. However, it is advisable to include “Leave Application” in the subject of the letter. This way, the recipient will quickly be aware of your intent.
Salutation
This is the recipient’s name. It usually begins with, “Dear Mr./Mrs.,” followed by their name.
Body of the Letter
In the body of the letter clearly state the exact purpose of the letter and provide all the necessary information including when you want the leave and when you will be back to work. Also, state the preparation you have made to ensure that the workflow is not hindered on your account.
Include documentation
If your organization requires that you include documentation to support your letter then submit it alongside. This may likely happen when it is a medical-related leave.
Appreciate the recipient
After stating all the required details, express your gratitude to the recipient for taking the time to read your letter. After requesting that they consider and approve your leave, let them know you are ready to provide more information as required.
Complimentary Closing
Once you are done with the letter, add a formal complimentary close such as “Yours Sincerely”, sign it, and add your name to it. You can also include your job title and designation but it is not compulsory.
Sample of Annual Leave Application
Subject: Annual leave application
Dear [Recipient’s Name],
I am writing to formally request annual leave for [duration of leave] starting from [start date] until [end date]. Having carefully reviewed my work schedule, I believe that this period will be the ideal time for me to take a break from work and attend to my personal matters.
During my absence, to ensure that all pending tasks and projects are completed and the workflow is seamless, I have assigned my duties to [Name of the Colleague]. I am confident in his/her ability to handle the tasks efficiently because we have been working together on similar tasks for a while. Regardless, I will be available through email or phone [Email address and phone number] during my leave to efficiently address any urgent matters that occur.
I have attached my filled leave request form, and the required supporting documentation. Kindly review the form and let me know if any further information is needed. I would be grateful if my leave request is approved.
I assure you that once my leave is completed, I will return to work swiftly to continue delivering my best efforts to the company.
Thank you for your attention, and I look forward to your positive response.
Yours sincerely,
[Your Name]
Frequently Asked Questions
How do you start a formal letter for leave?
When starting a formal letter for leave do not forget that you have to be polite and concise. Begin with a professional greeting and the purpose of your letter.
How do I write a day leave application in office?
Dear Mr./Mrs. [Recipient’s Name], I am writing to humbly request a day’s leave on [date]. I have a doctor’s appointment scheduled for my son. I understand how important my role is, so I have delegated all my pending tasks to my colleagues. They understand the job requirements and the workflow will flow smoothly even in my absence. In case of urgent matters, I will be available through email or phone. I assure you that I will resume my job post promptly the following day. Thank you for your attention to this request. Kindly contact me for any further questions or information.
How do I inform my planned leave?
Follow these general steps to inform your planned leave. Although, you should follow the appropriate procedures while communicating with the relevant parties: Get familiar with your company’s leave policy, decide on the date you want to take your leave, check the required notice period for requesting leave, prepare and submit a formal leave request, then follow up with the relevant person or department.
How do I leave work early professionally?
When you need to leave work early, it must be for a legitimate reason, and it should be handled respectfully and professionally. First, review your company policy regarding early departure, inform your immediate supervisor or manager respectfully, offer alternatives that will minimize your early departure, if it’s not unforeseen, communicate in advance, and follow the additional company protocols.
How to professionally ask to leave work early?
If you want to ask to leave work earlier, respectfully approach your supervisor or manager to discuss your request. This should not be when they are engaged in critical tasks or meetings. Offer suggestions on how your duties will be accomplished and delegate the appropriate colleagues for the job.
Conclusion
Finally, writing a leave letter is a required knowledge for coworkers. When writing it, ensure your tone is polite and professional. Most importantly, remember that it is unethical to write a leave letter for false reasons.
