How to write a leave of absence letter (with examples).

Learn what to include in a formal leave of absence letter for work and the easy steps you can take to collect necessary signatures.

At some point in your career, you may need to request a leave of absence. Some common reasons include family or medical commitments, military leave, short- or long-term disability, or an extended vacation or sabbatical. Whatever the reason, it’s important to submit a formal request in writing. With your decision to take a leave of absence, it’s good to have a solid list of references who will support your leave in your time away. Let’s dive into how that request should look.

What is a leave of absence?

A leave of absence is a period during which someone is officially excused from their duties, usually due to personal, medical, family, or educational reasons. It can be paid or unpaid, depending on the specific circumstances and company policies. Paid leave might be granted for situations like medical or parental leave, while unpaid leave may require using accrued vacation time or going without pay. The duration of leave can vary widely from a few days to several months, depending on the reason and organizational policies. While it may feel like resigning, unlike a two weeks’ notice letter, this document states that you fully plan on returning to work.

Determine your company’s leave of absence letter policy.

Before drafting your leave of absence letter, take the time to familiarize yourself with your company’s policy regarding these requests. This knowledge includes the amount of advance notice required, the types of leave that are covered, and any necessary documentation. Review any other conditions that may apply and make sure that your request follows your company’s expectations and procedures.

How to write a leave of absence letter for work.

In most cases, speak to your supervisor first before submitting the written leave of absence request. After the conversation, provide the written details in a letter to help your supervisor better understand your request and how to manage your absence. Here’s where to start:

1. Begin with the stated request, i.e., “This letter is a formal request for a leave of absence.”
2. Include your departure and return dates.
3. Offer any assistance — such as training other team members — if applicable.
4. Close the letter with a line of thanks or consideration.
5. Finish with your signature.

When writing, keep in mind that most leave of absence request letters will require multiple signatures, including you as the requester, the supervisor, and in some cases, the HR department. To accommodate these signatures, avoid writing your request in the body of an email. Instead, create a shareable document that the involved parties can sign digitally with an electronic signature to keep your document moving.

Leave of absence letter example and template.

Now that you have a better understanding of how to write a leave of absence letter, let’s go over an example. Below is an example of a leave of absence letter template that demonstrates a typically followed structure:

[Month Day, Year]

Dear [Supervisor’s Name],

I am writing to formally request a leave of absence from my position as [Your Job Title] at [Company Name] from [Start Date] to [End Date]. The reason for my leave is [Explain Reason for Leave].

I understand that my absence may impact my responsibilities, and I am committed to finishing any outstanding tasks before my departure. I am willing to help with the transition and provide any necessary documentation or training to ensure minimal disruption to the team.

Please let me know if there are any specific forms or procedures I need to follow to formalize this request. I have attached all necessary documentation, including [List of Documents].

Thank you for considering my request. I appreciate your understanding and assistance during this time. Please contact me if you have any further questions or need clarification.

Sincerely,

[Your Name]

Do’s and don’ts for letter of leave of absence.

Here are some essential do’s and don’ts to keep in mind when composing your leave of absence request letter:

Do

• Clearly state the purpose of your leave and the dates you’ll be absent.
• Be straightforward and professional in your tone and language.
• Follow your company’s guidelines and include any required information or documentation.
• Express your willingness to help with the transition and offer support to your team during your absence.
• Proofread your letter carefully to provide clarity and accuracy.

Don’t

• Provide unnecessary personal details or reasons for your leave.
• Be vague about the dates of your absence or the reason for your leave.
• Forget to address your letter to the appropriate person or department.
• Use informal language or a casual tone in your letter.
• Wait until the last minute to submit your request, especially if your company follows specific notice requirements.

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