Formal Leave of Absence Letter Request Example – Everyone occasionally skips work due to illness, appointments, or other personal reasons. Some firms require employees to provide a written letter stating when and why they were absent from work.
How Does a Leave of Absence Work?
When you ask for a leave of absence, give your employer as much notice as you can, because they will have to make sure that your essential job duties are covered by other employees while you are gone. Notify your employer as soon as you discover that you might need or want to take leave.
Ask politely for an unpaid leave of absence and provide an explanation about why you need the leave and when you plan to return to work. Consult your employer face-to-face to ask for the leave, but follow up in writing to make sure you have the details confirmed.
You may offer to brainstorm with your manager or employer about how to cover your job while you are on leave of absence. This shows you are willing to provide solutions.
You’ll probably also want to let your colleagues and coworkers know when you are taking a leave of absence.
You don’t need to tell them the reason, but since they will be picking up the slack while you are off, it’s a courtesy to tell them when you expect to return.
You may also want to tell your customers or clients whom they can contact when you’re away.
Formal Leave of Absence Letter Request – Personal Reasons
What’s the best way to handle it when you need a leave of absence from work? There are many reasons why you may need to take a leave of absence from your job. You may have personal or family-related reasons for requiring extended time away from work.
If you have a job you’re happy with, it can make good sense to request a leave, if feasible, rather than resigning from your position.
Even if the organization isn’t legally required to grant you leave or company policy doesn’t provide for personal or family leave, you may still be able to work out an arrangement with your employer.
How to Ask for a Personal Leave
This is the type of conversation that’s better conducted in person than via email. The discussion with your supervisor or human resources department should be followed by a leave of absence letter citing your personal reasons.
Your request will be documented, and the terms of your leave will be put into writing, which will help ensure a smooth transition from, and back to, employment.
Here’s some information on types of work leave, how to request a leave of absence for personal reasons, and a sample letter to give you an idea of how to write your own request.
Ask Verbally and in Writing
Plan to request your time off both verbally and in writing. It is always advisable to have a face-to-face conversation with your supervisor about your need to take a leave of absence.
You do not have to provide every detail about what you are dealing with, but the more aware your employer is about what you are going through, the more understanding they are likely to be.
That will increase your chances of getting your leave approved. You should follow up your in-person meeting with a written document clearly requesting the terms of your leave.
You can either email your letter or give it to your supervisor in person. Also, if you have a team of coworkers, you should notify them after your leave is approved.
What to Include in Your Letter
When you write your letter, there is some essential information you should include:
‣ Begin by stating how much time you are planning on taking off and when you would like the leave of absence to begin and end.
‣ Include a brief explanation of why you are taking the leave and perhaps state where you will be while you are away.
‣ If it is possible, offer your assistance and provide the best way to contact you during your time off.
‣ Be sure to thank your employer for considering your request.
Letter Example Requesting a Leave of Absence for Personal Reasons
16 Crossberry Lane
Declan, MI 12210
November 15, 2021
Human Resources Manager
Sanders, MI 12346
Dear Mr. Green,
I would like to request a two-month leave of absence for personal reasons. If possible, I would like the leave from work to begin on December 20, 2023, with a return date of February 11, 2024.
If approved, I will be staying with family in Lansing during this time period, and I would be glad to assist with any questions via email or phone whenever possible.
Thank you very much for your consideration.
Signature (hard copy letter)
Leave of Absence Request Email Example
If you are sending your letter by email, you don’t need to include the contact information at the top of the message.
Your subject line should state something clear and concise, like: “Leave of Absence Request – [Firstname Lastname].” Begin your email with a salutation, and include your contact information with your signature.
Email Request for Personal Leave Example
Subject: Leave of Absence Request—Michaela Fox
As we discussed, I am requesting a personal leave of absence from work for family reasons from January 09, 2024, through February 20, 2024.
If approved, I will return to the office on February 21, 2024. I’d be glad to assist with planning to cover my responsibilities when I am away.
Thank you very much for your consideration.
Please keep in mind that the Family and Medical Leave Act has specific documentation you should use. For non-FMLA leave, here are two examples of leave of absence letters you can use to help you craft your leave request.
Please note that these are examples and should not be copied for use.
A Medical Leave of Absence
Aug. 8, 20XX
ABC Company, Inc.
1234 E. Main St.
San Diego, CA 92101
Dear Mr. Diaz,
I am writing to request a one-month medical leave of absence beginning Monday, Sept. 10, and ending Wednesday, Oct. 10. I will be having surgery—my surgeon has ordered a minimum three-week recovery period (see doctor’s signed recommendation attached.)
I am happy to assist in handling any necessary preparations before beginning my leave, including training colleagues on upcoming projects. Thank you so much for your understanding.
A Personal Leave of Absence
Feb. 1, 20XX
XYZ Company, Inc.
1234 E. Main St.
San Diego, CA 12141
Dear Ms. John,
I am submitting this request for a leave of absence to tend to important personal matters beginning next month. If possible, I would like to take my leave beginning January 15, 2024, and return to the office on February 13, 2024.
I can make myself available intermittently to answer questions via phone or email and am happy to do whatever is necessary to ensure a smooth transition before my leave begins.
Thank you for your consideration.
When submitting a leave of absence request, it’s important to be as professional and timely as possible. By using these tips, you can ensure your employer understands your need for extended leave and increase your chances of getting the time off you request.
When a Leave of Absence Letter is Needed
It’s a good policy to write a formal leave of absence letter in any case where you’re requesting time off from work that’s not covered by the sick days and personal days already granted by the company.
Prior to requesting a leave of absence, you should confirm whether that time off should be honored according to the employee handbook or state and federal laws.
The laws dictating reasonable requests for leaves of absence (such as the ADA and FMLA) have specific stipulations. For instance, the company must have 50 employees or more to be required to adhere to FMLA.
Your situation must also meet the criteria and you may need to provide documentation from a physician or other party.
In a case where you’re chosen for jury duty, the company must give you the time off without compromising your employment. Many companies have their own protocol for dealing with lengthy absences.
They may offer to use your existing vacation days and personal days to allow the maximum amount of paid time off for your situation.
If your situation is not covered under either the law or your company policies, it’s still worth your time to request the leave of absence formally.
While your company may not be legally bound to grant an extended leave of absence, it may still be to their benefit. A good employee with experience and a track record is a valuable asset.
Frequently Asked Questions
Below are answers to some frequently asked questions:
1. Do Employers have to take you back after a Leave of Absence?
If employees take a leave of absence that’s not protected by law, then you have no obligation to return them to their position.
2. What do I write in a letter to an Absent Father?
I simply want to say thank you for never being a part of my life. Yes, you have hurt me, but you have taught me many things from hurting me. So I guess I just want to say thank you for everything you have taught me that you didn’t even know you were capable of. First off, thank you for being gone.
3. How do you write an excuse letter due to a funeral?
Be straightforward. Write something like: “Please accept my apologies for being absent last week. My grandfather died.” Pretty much anything after that is gravy. leave of absence letter.
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