Employees or students request for leave when personal or family issues affect their performance at work such that they are not able to handle their duties. A leave request can be used to ask for a short or a long period away from work.
Such a letter is written by a student or an employee to the highest authority of the institution they are affiliated with. This letter can be used to request time off because of sickness, maternity or paternal leave, for personal or family reasons.
This letter is important to inform the concerned party of your absence in a proper way. It is also a formal document that keeps a record of your leave days. Through the letter, the employee can propose to the employer how their work will be handled when they are away and what they will do to avoid inconveniences in the workings.
Tips for writing a leave request letter
- Read through any leave policies and guidelines that the institution provides
- Describe the reason for the leave precisely
- Specify the dates of leaving and returning
- Use professional and polite language
- Keep the content of the letter formal
- Mention someone to back you up in your absence
- Include a signature at the end
- Keep it brief and precise
Leave Request Letter Templates
Personal or family commitments can require more of your time. Here is a leave request letter template that you can use to draft a leave request. For more information see the sample letters below.
Date (date on which letter is written)
My name is ____________, a student in the faculty of ____________. I hereby write to request for a leave because I have not been feeling well for some time now. After visiting the hospital I was diagnosed with ____________ and the doctor has recommended that I take a ____________ weeks’ rest. I hope to start my leave on ____________. Kindly find the attached medical report for your reference.
Since it is the end of the semester and the exams are coming up, kindly make arrangements for me to take the exams at a later date when I return. I hope to be back in class on ____________ when I get better. I have discussed my situation with the faculty head and he has agreed to ask the lecturers to send me notes and assignments on my email.
I assure you that I will work hard to catch up with what I have missed when I return. I hope that you will grant me the leave days mentioned above. I look forward to your approval.
Date (Date on which letter is written)
I would like to bring to your kind attention that my doctor has advised me complete bed rest for ___________ days due to __________. I have gone for a blood check up and has been detected with ______________. I am enclosing my medical reports for your reference.
I am handling my responsibilities to __________ who can handle my responsibilities in an efficient way in my absence. I hope you will consider my request and grant me leave w.e.f ____________ to ___________. I will resume my duties on _______________.
Leave Request Letter Samples
Do you need some time off and you have no idea how to write a leave application? Our free leave request letter will guide you through writing a professional and quality letter to your employer.
3 Cypress Court
Eastlake, OH 44095
Date:____________ (Date on which letter is written)
68 Sugar St.
Ashtabula, OH 44004
Sub; Request for leave
Dear Mr. Browning,
Kindly accept this letter as a formal request for one week leave to attend a personal matter. I have received sad news that my father has fallen ill and is now hospitalized at Lakewood Hospital back home in Texas. I wish to take this leave to visit my father and support my family in this difficult time.
I plan to leave the office tomorrow 7th November 2019 and resume work on 14th November 2019. I apologize for the short notice since this was an emergency. I have explained my situation to my team leader and we are in agreement that Darius Ware will assume all my duties until I return. In my absence from office, I will be reachable through my email firstname.lastname@example.org since I will not be in a position to take phone calls.
I will be assuming my duties on 14th November 2019. Kindly grant me this leave.
Thank you in advance.
Robert D Costa
Date (Date on which letter is written)
Mr. Samuel Thomson
Sub: leave application
Dear Mr. Thompson,
I, hereby, would like to inform you that my doctor has advised me to take complete bed rest because of high fever and chronic headache. I am writing this application to serve as an official document supporting my leaves. I would be very grateful to you if you consider my use and grant me leave for one week starting from 20th August. I am enclosing my medical reports for your reference.
I have explained everything to my team member regarding the current project and I am confident that he can handle the project well in my absence. I will be resuming my duties on 28th August. I hope that will grant my leave for the above mentioned days.
Robert D Costa
Leave Request Letter Email Formats
Leave request letters can also be a challenge to someone who has never written one. Have a look at the sample email of a leave request letter that you can customize to craft a convincing leave application.
Dear Mr. Griffith,
My name is Monty Velasquez, a peer lecturer in the faculty of Mathematics. I hereby write this letter to request for a leave for two months. I have been diagnosed with a chest problem and I am scheduled to have surgery on 15th May 2020. I present this leave application with a month’s notice of my departure. I hope to start my leave on 10th May 2020 and return to work on 16th July 2020 if the procedure is successful.
While I am away, I recommend my colleague Elinor Cruz to carry on with my pure mathematics class until I return. Before I leave, I will update her on the progress with the curriculum and research projects. Therefore I don’t oversee any delays with the student’s curriculum. I apologize for any inconvenience that may result from my absence.
If the procedure is a success, I will work from home in the last month. I hope that you can make arrangements for me to have flexible working hours when I return so that I can ease back to my duties. Thank you for your consideration and I hope for a positive response from you.
I am writing this letter to officially inform you that I will not be able to attend the office for two days, as I need to be in person for selling my land to a buyer on the outskirts of the city.
All the procedures for selling the land has been done, and I must be present in-person to sign the documents related to selling the property. So, I kindly request you to consider my application and grant me officially informed leave on 17th April and 18th April 2005.
Donald T. Proctor
Different institutions and organizations have leave policies and guidelines that employees must adhere to. When writing a leave request letter, it is important to be knowledgeable about these guidelines.
To write a quality request, use polite and professional language and be precise about the reason for leaving. Indicate the dates of departure and resumption and what you will do to ensure smooth working while you are away.