Leave of absence letter for a meeting (+5 Samples)

In this article, we will be laying out a number of samples of “Leave of absence letters for a meeting”.

Writing a “Leave of absence letter for a meeting”

When you are writing a leave of absence letter for a meeting, you will need to keep a few points in mind.

  • You will first need to mention the date or dates on which you need to take leave
  • You can then indicate the actual reason for your leave, in this case due to a meeting
  • Finally, you can give your personal contact details in order to be used for an emergency situation

Sample 1:


Joe Smith

Marketing Manager

Zenith Technologies


Date: June 4th, 2022


Mr. Anthony Brown


Diva Hardware

New York

Dear Mr. Anthony,

I am writing this letter to express my apology for failure on my part in attending the meeting that was scheduled for yesterday, June 3rd, 2022. I was unable to make it for the meeting because of the road accident that happened on National Highway-32 and caused a big traffic jam that took over eight hours to get cleared and I reached the day way beyond the expected time.

I am hopeful that you are going to understand my situation. I reiterate my wish to have a meeting with you on June 10th, 2022 at your office in New York. Once you have confirmed the meeting, I’ll make sure that I reach New York one evening in advance to avoid any kind of problems like these.

Looking forward to your response!


Joe Smith

Marketing Manager

Zenith Technologies


Sample 2:


The HR Manager,

__________ (Company’s Name)

__________ (Company’s Address)

Date: __/__/____ (Date)

Subject: Explanation for attending the meeting

Respected Sir/ Madam,

This is to most humbly inform you that I am ________ (name) and I am working in ________ (department) of your company. My employee ID is _______ (mention your employee ID).

I write this letter in reference to the meeting which was held on __/__/____ (date) in the _________ (mention location – conference room/ meeting hall) with motive _________ (mention motive of the meeting). Most apologetically, I would inform you that I have been absent for the above-mentioned meeting and the reason behind the same is _________ (mention reason for being absent – not well/ was absent from job/ busy with job work/ any other).

I believe you would consider this as a genuine reason for not being available in the meeting. I ensure that I will be joining all the coming meetings.

Yours Sincerely,

________ (Signature),

________ (Name),

________ (Contact Number)

Sample 3:


June 24th, 2022

Juan Carlos Diaz Soto

Department of Finance

530 El Bosque Avenue


HR Department

700 La Marina Street

Phone 494 – 0372

Dear Sirs:

Through this I, Juan Carlos Diaz Soto, Director of the Finance Department of the Company INSURA SAC, with internal identification,  i1948274, want to communicate that I cannot be present at the special meeting to be held on June 27th, 2022.

The reason for my absence from the labor board is due to illness. Today I did some check-ups because I have trouble breathing. The doctor ordered me four days of medical rest since it resulted in a lung problem which if not treated could get worse. To prove my justification I attach my medical certificate along with the order of rest, and the prescription of drugs that will be used during this period.

I wish you to understand me and understand that this is a fortuitous circumstance. If you decide to schedule such meeting to a new date I would thank you to notify me


Juan Carlos Diaz Soto

Department of Finance


Sample 4:

June 21, 2022

Reina Taylor

Marketing Coordinator, Simpsons Marketing Inc.

20 Homewood St.

Orlando, Florida 32827

Brittany Fox

Human Resources, Simpsons Marketing Inc.

3205 Bloom St.

Suite C

Orlando, Florida 32827

Dear Brittany,

Please allow me to apologize for not being able to attend the marketing meeting being held this June 23. I have jury duty, but I have asked Charles to please send me the minutes of the meeting so I can catch up upon my return. I’ve attached a copy of my jury summons to this letter.

Thank you for your understanding,


Reina Taylor

Sample 5:


The Managing Director,

Institute Name…

Institute Address…

Sub: Leave from Meeting due to Pregnancy


It is a great honor to shake hands with you through this application. I am an employee in your prestigious organization. I have been in the human resource department (Department name with job designation) for the last 02 years. I have a pregnancy and have been advised to get admitted to the hospital (Show your situation). I don’t find myself in a position to attend my job and activities like meetings.

You are requested to show a sympathetic consideration in this context and bless me with a leave of 04 months (as your requirement). I shall be thankful to you with my head and heart.

Yours sincerely,


Job Designation…

Contact no…

Frequently asked questions:

How do you ask for absence from a meeting?

You can ask for absence from a meeting through a leave of absence letter. In this letter you can explain why you will not be able to take part in the meeting in a polite and professional manner. You can also set another date for the meeting if you wish to do so.

What do you say to leave a Zoom meeting?

If you want to leave a Zoom meeting, you can easily raise your hand and say that you need to leave. As an alternative, you can also just mention that you need to leave in the chat section and then click on ‘Leave Meeting’.

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