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Leave Letter

What is a Leave Letter?

The leave letter can be of two types:

  • Temporary leave letter
  • Permanent leave letter

Now whether you want to leave a company or a school on a permanent or temporary basis., but it is important to draft a leave letter in a professional manner. Understand one thing that, drafting a wrong leave letter or a false leave letter can create bridges of misunderstanding. First, analyse the reason behind your leave and then draft a letter accordingly.

It is important for you to draft such a letter in a respectful way. You should be clear with the point that you want to specify in your leave letter. Note down rough points, before you begin drafting such a letter. It is important to add details related to the dates and facts, in a leave letter. Don’t accidently skip any kind of an important detail in your leave letter.

If you are planning to leave a job, then it is essential for you to mention the reason behind taking such a decision. Focus on a core information, while drafting such a letter. Be gracious, while drafting a leave letter. Understand one thing, that it never hurts to say thank you, so show some kindness while drafting such a letter. Double check your letter because it is important to enter right dates and other details.

How to Format a Leave Letter?

  • First will be the introductory paragraph, where you will introduce yourself and in a polite way you should get to your point. Your introductory paragraph should give a basic idea to a reader about your leave application.
  • Next, will be the body of a letter in which you can include the reason for leave and other facts related to dates. Ensure that in the body of a letter, you include all the required critical details without exaggerating.
  • Last will be the concluding paragraph, in which you should successfully sign-off in a respectful and a polite way.

How to Write a Letter of Leave?

For a leave of absence, you can write a leave letter. Do you know what is a leave of absence? It is the time that you spent while being away from your workplace or university. There can be a variety of reasons, behind drafting such a letter. These reasons can be personal or health related issues or any family related issues. It is important to make use of simple and straightforward words while drafting a leave letter for absence.

  • Keep your letter short as well as clear and don’t forget to state the purpose of taking leave.
  • Mention the time frame for which you need a leave.
  • You can address such a letter to your employer, supervisor or a manager. It is essential to address the letter by adding the name of a concerned person. You can write “Dear Mr. X” instead of writing “Dear Sir or Madam”.
  • What is the main purpose of writing a leave letter? If the leave was discussed previous with an employer, then mention it in your letter. Request for a leave of absence from a work, in an ethical way.
  • Include leave dates appropriately, in order to avoid any kind of misunderstanding in the future. Adding precise date is important.
  • What is the primary reason behind asking for a leave? Describe your reason in such a way that employer does not find it to be fake.
  • You can recommend someone, who can work on your behalf in your absence if required. Before adding such a recommendation, it is advisable for you to discuss the matter with the concerned person.
  • While stating expected return date, you should mention that you will resume work from….so and so date.
  • Before signing off, you should be thankful to your employer for agreeing to the leave. You can add salutation like “sincerely”, followed by your name.
  • It is advisable to send such a letter well in advance if it is a planned leave.
  • Show some transparency while mentioning the reason, but that does not mean you will give all the minor details.
  • Are you legally entitled to take a leave? If yes, then do mention it in your letter.
  • Provide some ideas about the way to delegate a work in your absence.
  • Always make use of respectful tone, while writing a leave letter.

Reasons to write a Leave Letter

It is known fact to all that leave letter can be used for academic settings as well as at the workplace. In such a letter, you provide a reason for the periodic or permanent leave. Here are the few reasons for which a leave letter is written:

First is, holiday leave

Do you want to celebrate a religious or national holiday with your family for few days? If yes, then you can write a leave letter stating the correct reason. You can also make use of your paid leaves, to enjoy such a holiday. If your reason is holidaying somewhere, then it is advisable to write such a leave letter well in advance.

Second is, court leave

Are you trapped in some legal matter? Do you want to help your friend who is trapped in a legal matter? If yes, then you should state the correct reason to your company and ask for a leave. Domestic relation issues, a criminal case, civil suits etc. can be the reason to ask for a leave. If an employee or a student has to be there in a court, then he or she should inform this in a leave letter as soon as possible.

Third is, compensatory leave

What is compensatory leave? This leave can be asked, if the company policy permits to do so. You work overtime to finish your weekly or monthly working hours and then ask for a leave.

Fourth is, medical leave

Are you not feeling well? If yes, then you can ask for a medical leave. Even if anyone from your family is not keeping well, then it is advisable to ask for a medical leave. The reasons for such a leave can be maternity problems, paternity issues, serious illness etc. When you decide to take such a leave, it is advisable for you to send a leave letter as soon as possible.

Fifth is, funeral leave

Do you want to attend any funeral? If yes, then you can ask for a funeral leave. Such leave is basically a written request to attend the funeral.

Sample Annual Leave Letter

Last Updated On June 10, 2021 By Letter Writing Leave a Comment

Annual leave letter is written either by an employee to ask for leave or by a company asking its employee to take annual leave. The employer usually guarantees annual leave to the employee as a part of the employment contract. Therefore, the letter must include details regarding the dates of absences, the purpose of lack, […]

Filed Under: Leave Letter

Leave Extension Letter

Last Updated On October 26, 2020 By Letter Writing Leave a Comment

Leave extension is written by someone who is already on leave but needs an extension for a certain period because of unforeseen circumstances. You can extend your leave because of sickness, emergency, personal or family commitments. Leave extension letter is written by an employee to the employer or a student to the relevant school administration […]

Filed Under: Leave Letter

Approve a Vacation or Leave of Absence

Last Updated On March 24, 2020 By Letter Writing Leave a Comment

If you are working as a HR or as a higher official in your organisation you may require to write the letter of approval for employees vacation request. This letter is written by the employer or concerned person of the organization. Through this letter, he is approving the leaves which an employee has applied for. […]

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Leave Letter Format

Last Updated On March 24, 2020 By Letter Writing Leave a Comment

Leave letters are considered to be a part of formal communication among two people in which one is informing the other about his absence in an organization for a particular period. Through this letter, it becomes easier for us to explain the reason behind our leave and can appeal to the same. In Corporate World, […]

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School Leave Letter

Last Updated On March 4, 2020 By Letter Writing Leave a Comment

School leave letters are written to inform about a student’s absence in school for a limited period. This letter is either addressed to the principal or class teacher of the student. Through this letter, you are informing the school that your kid will not attend the school due to some personal reasons.  It is generally […]

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Casual Leave Letter

Last Updated On March 18, 2020 By Letter Writing Leave a Comment

A casual leave letter is written when one wants to request a temporary break from the normal schedule. This kind of leave is usually unplanned and short when somebody needs time to handle personal issues.  A casual leave letter is written in an educational setting by a student or an employee at the workplace. This […]

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Sick Leave Letter

Last Updated On March 26, 2020 By Letter Writing Leave a Comment

A sick leave letter is written when someone falls sick and would like to take a leave to recover from the illness or seek further medical attention. This letter is written by a student or employee who wants to be absent from work due to illness. It is addressed to the relevant authority in an […]

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Marriage Leave Letter

Last Updated On March 26, 2020 By Letter Writing Leave a Comment

A marriage leave letter is written when an employee is planning for marriage and needs to take some time away from normal work duties to make preparations. There are many things do be done when one is getting married and an employee may take time off. It is written by the person getting married either […]

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Maternity Leave Letter

Last Updated On March 26, 2020 By Letter Writing Leave a Comment

A maternity leave letter is written when a female employee wants to request her employer for time off to prepare for the coming of the baby or she needs some rest. Most employers have policies that allow female employees maternity leave. This letter is written by an expectant woman who needs time off from work. […]

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Leave Application Email

Last Updated On March 18, 2020 By Letter Writing Leave a Comment

An employee can request leave to rest, rejuvenate, address personal or family matters to optimally perform in his/her work. A leave application email is written when one is not in a position to submit a hard copy leave application letter or it is the most convenient means to inform the employer of their absence.  This […]

Filed Under: Leave Letter

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