Leave of absence letter sample

In this guide, we will provide examples of “leave of absence letter sample” and some considerations when writing a leave of absence letter (e.g. what should include, reasons why, etc.)

Leave of absence letter sample: What is it?

Leave of absence letter samples are all over the internet but it is important first to ask yourself if you do need to take a leave of absence from work, for how long and what are the reasons. If you answered “Yes, one day or more or due to personal/school/illness/emergency (reasons)”, then, it is important to put it in writing for documentation purposes and also to make it official (why you are requesting it?).

Providing explanation and asking for permission for leave in writing can increase the possibilities of your supervisor/manager/boss accepting your request letter and minimizing any impact it can have in relation to your career without having to resign form your position.

This letter should provide the reason for needing a leave of absence such as the birth of a child, family health issues or if you need a relief from job related stress. In addition, it is recommended to include the things you are willing to do “to help prepare for your absence (examples: training your replacement, writing a detailed handbook of your daily work processes, or offering to remain available to answer any questions during your absence).”

Also, remember to include the dates of departure and when you are planning to return to your job duties. In general terms the leave of absence letter should include (format):

• Your contact information
• The dates
• Recipient’s contact information
• Reference line
• The greeting
• Body text
• The closing
• Enclosures

Be aware that your company may refuse to grant your requested leave of absence, so consider in advance how could you best handle the situation in the case of not being approved.

Note: your company may have specific policies on how to request leave of absence from work that specifies the circumstances where it may be granted and the amount of time employees may be entitled to take (paid or unpaid).

Consequences of Not handing a Leave of Absence Letter

If you decide to remain absent without notifying your employer or if there is no record of a written letter that you have actually requested the leave of absence and you only had a conversation with your manager about it then, you are at risk of getting a termination of your contract or being dismissed.

Some companies are very strict in their policies and rules that fall under “no call/no show”. This means that if you are absent without permission or notice, it could carry disciplinary actions. 

Sample 1:  

“Your Name

Your Address

Your City, State Zip Code

Your Phone Number

Date

Supervisor’s Name

Title

Organization

Address

City, State Zip Code

Dear Mr./Ms. [Last Name]:

This letter is a formal request for a leave of absence, to follow up on our meeting yesterday. As we discussed, I would like to request a leave of absence from April 1, 2019, through June 30, 2019.

I will return to work on July 1, 2019.

Please let me know whether you require any further information or have any questions.

Thank you very much for your consideration in affording me this opportunity for personal leave.

Sincerely,

Your Signature (hard copy letter)

Your Typed Name”

Sample 2:

It is always best to give out a written letter informing about the reasons and dates of leave absence you are requesting. However, sometimes email messages may be useful when you can’t deliver it physically due to certain circumstances. 

“Subject: Leave of Absence – John Dooley

Dear Jennifer,

As we discussed yesterday, I would like to request a formal leave of absence from my job. I plan to be away from July 1, 2019, to December 31, 2019, returning to work on January 1, 2020.

If approved, I would be glad to help with a plan to cover my workload in my absence. I would also be available to answer questions and provide assistance while I am away.

Please let me know whether you require any additional information. Thank you very much for your consideration of my request.

Best,

John”

Sample 3: (Personal Reasons)

“Your Name

Your Address

Your City, State Zip Code

Your Phone Number

Date

Name

Title

Organization

Address

City, State Zip Code

Dear Mr./Ms. [Lastname]:

I would like to formally request a two-month leave of absence for personal reasons. If possible, I would like the leave from work to begin on August 1, 2019, with a return date of October 1, 2019.

If approved, I will be staying with family in [Any city] 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.

Sincerely,

Your Signature (hard copy letter)

Your Typed Name”

Sample 4: (Personal Reasons)

“Subject: Leave of Absence Request—Michaela Fox

Dear John,

As we discussed, I am requesting a personal leave of absence from work for family reasons from January 15, 2020, through February 28, 2020.

If approved, I will return to the office on March 1, 2020. I’d be glad to assist with planning for covering my responsibilities when I am away.

Thank you very much for your consideration.

Best,

Michaela”

Sample 5:

“Frieda Finely

1234 W. Whipple

Calhoun, CA 99999

March 8, 2018

Jason Livingston

ACME Packaging

555 E. Renaud

Calhoun, CA 99999

Re: Request for Leave of Absence

Dear Mr. Livingston:

I am writing this to request a leave of absence for March 8 and 9, 2018. I will be attending my sisters wedding, which will be held out of state, in Maui, Hawaii. I plan on returning March 12, 2018 to resume my regularly scheduled hours.

I will make certain that all work is up to date, and all clients notified of my absence for those particular days.

Sincerely,

Frieda Finley”

Sample 6: (Medical Leave of Absence)

“Aug. 8, 20XX

Roberto Diaz

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.

Sincerely,

Dave Smith”

Frequently Asked Questions (FAQs)