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 to request extra days to an already given leave.
It is essential to write a leave extension letter under circumstances where the leave days requested are not enough. Such a letter is a formal document to inform the employer that you will not be available to return to the office on the stipulated date. This letter is important for record-keeping and to help reduce inconvenience in the company’s workings. With this information, the employer can delegate your duties to other employees.
Tips for writing leave extension letter
- If possible, submit the letter early enough to allow time for adjustments
- Be concise about the reason for the extension
- Be thankful for the leave days you had been offered earlier
- Give date expecting to return
- Demonstrate professionalism and sincerity
- Use formal and polite language
- Apologize for the inconvenience
- Mention things you will do to reduce inconveniences in the workings
- Express your gratitude in advance
- Keep it short and direct to the point
Leave Extension Letter Templates
Were your leave days too few that you need an extension? Have a look at our free leave extension letter template for guidance. For more information consult the sample letters below.
Date (date on which letter is written)
I hereby write this letter to inform you of my sick leave status. I have been on leave for ____________ after having a ____________ which resulted to ____________. I underwent a procedure which was successful according to the doctors but I have not fully covered despite the good medication. I have difficulties with ____________ hence the doctors have recommended a bed rest for ____________ weeks according to the doctor’s appointment letter enclosed here.
I will be working remotely in this period with flexible working hours. Additionally, I will teleconference for the project meetings taking place to catch up with what I have missed. I will also liaise with ____________ who has been covering for me to send project reports for my review.
Thank you for offering me a leave to seek medical help. I am so sorry for the delay and inconvenience that may occur from my absence. I will do my best to catch up on what I have missed when I resume my duties on ____________
Thank you in advance. I hope for your consideration of my request.
Date (Date on which letter is written)
This is to bring to your kind attention that my ______________ has worsened and doctors have advised me to be in their supervision for ____________ days. I would like to extend my leaves for _____________ days till I recover completely.
I have spoken to ___________, and he will submit you the weekly project report. I hope you will understand my situation and grant me a leave extension for _________ days.
Leave Extension Letter Samples
If you need more time away from work to attend a personal or family matter, here is a leave extension letter that you can customize to write a professional and convincing letter to your employer.
9021 Boston Ave.
Menasha, WI 54952
Date:____________ (Date on which letter is written)
8299 Brandywine St.
New Haven, CT 06511
Sub; Requesting for a leave extension
Dear Mrs. Bright,
I wish to bring to your attention that I am on a three-month leave owing to a road accident that left me with a spinal injury. I underwent surgery but recovery is very slow. I am still using a wheelchair to move around hence unable to report back on 17th February 2020 as stipulated. I wish to request a two months’ leave extension to continue recovering. I hope to report back to work on 19th April 2020.
My doctor has recommended bed rest as indicated in the documents attached herewith. I am in position work at home with fewer working hours. Kindly email me the reports on the current projects to avoid any delays to the clients. I will collaborate with Glenna Summers who is covering for me to address issues that I can’t handle remotely.
I apologize for any inconvenience that might have resulted. Thank you in advance.
Date (Date on which letter is written)
Mr. George Winston
Senior HR Manager
Sub: Requesting for a leave extension
Dear Mr. Winston,
I would like to bring to your kind attention that I am on leave for the past one week due to a recent back injury. I have recently gone for the tests, and my doctor has advised me to take bed rest for one more week for complete recovery. I am attaching my current medical reports for your reference.
I really regret the inconvenience from my end, but I am in a position to work from home. I would be grateful if you could mail me my project file so that I can complete the same from my home itself to prevent any delay.
I hope you will understand my situation and extend my leave s for one more week i.e., from 5th September to 12th September.
Leave Extension Letter Email Formats
For convenience, you may prefer to write an email to your employer to request more days off. Our leave extension letter in an email format will guide you through writing a formal and concise letter.
Dear Mrs. Bright,
I take this opportunity to thank you for the three weeks leave that you gave me to attend the Climate Change and Renewable Energy Convention in Manila from 1st to 21st January 2020. I request for four days’ leave extension following the change of flight plans after an earthquake and tsunami occurred on 19th January 2020 in Manila.
I was supposed to return to the USA on 21st January 2020 but the flights were pushed to 24th January 2020. All the airlines canceled all the flights in and out of Manila since the day of the disaster. I have booked a flight for the 24th evening to arrive in the USA on the morning of 25th January 2020.
In these three days, I will work remotely. I will telecommunicate and hold work meetings online. Kindly send me the work documents that need to be reviewed to avoid any inconveniences or delays. I hope to resume my normal office duties on 25th January 2020. I am deeply sorry for the inconvenience that may result from my absence.
Thank you for your consideration in this matter. I hope you will grant my request and do the needful.
Dear Deepa Reddy,
I am writing this letter to inform you that I am in need to extend my leave because of another stone found in my kidney. Earlier this month, I requested you to grant leave for one week to remove stones from my kidney. The surgery was successful, and I am in rest for the last four days. But, yesterday I suddenly had pain once again in my abdomen, and doctors confirmed that I still have trials of small stones in my kidney.
I will be undergoing another small surgery this coming weekend [ dates not yet finalized]. I kindly request you to extend my leave for an additional two weeks and help me to recover soon. I will inform you if there are any changes to the schedule.
Unforeseen circumstances may need you to request your employer for a leave extension. Informing your employer of these circumstances is important to reduce the inconvenience. Ensure to submit such a request early enough to allow for the proper arrangements to be made. Professional and polite language should be used to demonstrate formal content. It is also essential to give a valid and genuine reason.