If you need to request a leave of absence from your job, it’s best to put your request in writing. Sending a letter or email requesting a leave of absence to your boss is the most professional way to go about it. This will give them time to review your request and prepare for your absence. It will also allow you to document when you made the request and what kind of response you received.
What is a Letter Requesting a leave of Absence?
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A letter requesting a leave of absence is a formal letter that you can use to request time off from work. This could be for personal reasons, such as caring for a family member or traveling. If you need to request a leave of absence, it’s best to do so in writing. This will allow your employer to understand your request and plan accordingly.
Things to Follow when writing a Letter of Request for Absence
Step 1 – Review Your Employment Agreement or Contract
Before you write a letter requesting a leave of absence, review your employment agreement or contract. Your employer may have already outlined their procedure for requesting time off. They may also have guidelines for how much notice you need to give and what documentation to provide. Reviewing this information upfront will save you and your employer time and prevent misunderstandings later on.
Step 2 – Determine the Dates You Need Off
When you’re ready to request a leave of absence, first determine the dates you need off. If your leave is for medical reasons, include the date you expect to return to work. If your leave is for another reason, like vacation, provide your employer with several dates so they can choose the best time for you to take off. Once you’ve determined the dates, check the company calendar to ensure no conflicts.
For example, if everyone in your department is out of the office for a weeklong training, it wouldn’t make sense for you to take that week off too. You should also avoid taking time off around major holidays or other busy times of the year unless necessary.
If possible, give your employer at least 2 weeks’ notice before taking time off. This will give them plenty of time to find someone to cover for you and ensure that everything runs smoothly in your absence.
Step 3 – Draft Your Letter or Email Request
Once you know when you need to take off and have reviewed your employment agreement, you’re ready to draft your letter or email requesting a leave of absence. Start by addressing your letter or email to your direct supervisor or HR department (if applicable). Then state the dates you need off and explain why you’re requesting time off from work. If possible, include any documentation supporting your request, like a doctor’s note if you’re taking time off for medical reasons.
Close out by thanking them for their consideration and stating that you look forward to hearing from them soon.
Sample Letter Requesting a Leave of Absence
Here’s an example letter requesting a leave of absence:
Subject: Request for Leave of Absence
Dear [Supervisor’s Name],
I am writing this email/letter to request [a/an] [#] day(s) [type] leave of absence from work starting on [start date] through [end date]. The reason I am requesting this leave is [reason]. I have attached supporting documentation if applicable (e.g. doctor’s note).
Thank you very much for considering my request, and I look forward to hearing from you soon.
A leave of absence letter is a formal way to request time off from work. This could be for personal reasons, such as caring for a family member or traveling. If you need to request a leave of absence, it’s best to do so in writing. This will allow your employer to understand your request and plan accordingly.
Peyton Bagley is an English teacher and letter writer from the United States of America. She has been teaching for over 15 years and loves helping her students improve their writing skills. Peyton has also worked as a freelance writer and editor for several years. In her free time, she enjoys spending time with her family, reading, and hiking.