Writing an office leave letter is a polite way of informing people in your office and the relevant authority that you are taking some time off from your normal office duties. Some companies have leave data forms that employees fill in addition to a leave application letter. Such a letter is written by an employee to the person in charge of the office or the department they are working in.
To avoid putting other people in the office in difficulty, an office leave letter ensures that there is a smooth transition of duties from the leaver to the replacement. This letter also helps the employer keep track of your leave days. It also helps in planning and sharing of duties in an office. The leave application also enables the office to understand your need for the leave and make arrangements for the office working in your absence.
Tips for writing an office leave letter
- Read the company’s leave policy before writing the leave letter
- Submit your application early enough to allow time for arrangements
- Mention the purpose of the application
- You may mention the work plan in your absence
- Recommend a person who will be your back up
- Give the particular dates of leaving and resumption
- Include a signature
- Keep it short and precise
Office Leave Letter Templates
It is crucial to inform your employer early enough that you need time off. Check out our office leave letter template and sample letters that will guide you through writing a formal leave application.
Date (date on which letter is written)
I hereby present this letter as a formal application for ____________ days’ leave to attend to ____________. I have accumulated ____________ days since I have not taken an annual leave for the past ____________ and wish to utilize them all in this period. I would love to start my leave on ____________ and resume my duties ____________.
I wish to take my leave to take care of ____________ who has been ill for a while. The doctor has advised that ____________ bed rest and frequent therapy sessions to promote quick recovery.
In my absence, I recommend ____________ to assume my duties since ____________ is more knowledgeable about my office’s workings and is in a good position to handle the tasks. I do not oversee any delays with the project in my absence. In case my assistance is needed, please contact me through my email ____________.
When I return to the office on ____________, I will put in more effort to catch up with what I have missed while I am away. I hope that you will consider my leave request.
Date:__________ (Date on which letter is written)
Dear _______________(receiver’s name),
I am writing this letter to nptify you officially that I will not b coming to work from DD/MM/YYYY to DD/MM/YYYY as I am unwell and the doctor has asked me to take rest. I am unwell with ________ and the doctor has advised me to take complete rest for ___ days. Attached is the doctors medical certificate with this letter.
I will cope up with the work as soon as I join. Please understand my situation and grant me leaves from _______ to _________.
Office Leave Letter Samples
A leave letter should be written in a formal and professional language. Here is an office leave letter that will help you write a convincing leave application to your boss in a formal and polite way.
355 Sherman Ave.
Suitland, MD 20746
Date:____________ (Date on which letter is written)
7727 Sheffield Dr.
Saugus, MA 01906
Sub; Application for office leave
Dear Mr. Chapman,
I write this letter to notify you that I am in need of a thirty days’ leave to attend to family commitments. I wish to avail of my one-month annual leave as I have thirty days of leave pending. My mother is ill and I wish to take this time to take care of her as she recovers. I would like to avail of the leaves from 5th April 2020 to 4th May 2020.
I have delegated my project to Stuart Willis to ensure that there will be no delays in the project’s implementation phase. He has experience in doing this kind of work hence capable of carrying forward the duties on my behalf. I have also instructed him to address any questions to my email email@example.com for assistance. In case of any questions or clarifications, kindly reach me through my mobile 534-4344-7856.
I will assume my duties on 4th May 2020. Please grant me this leave.
UBC Constructions Pvt. Ltd.,
Senior Project Manager,
UBC Constructions Pvt. Ltd.
Sub: Requesting for leave
Dear Mr. Steven,
I am writing this letter to officially notify you of my annual leaves of one month according to the company policy. I have not taken any leave for the past eight months and would like to consume all from DD/MM/YYYY to DD/MM/YYYY.
The reason for my leave is that my father is undergoing bypass surgery next week, and I have to be with him pre, during, and post the operation. He is asked to take complete rest for the next two months after the surgery, so for the 1st one month, I want to ensure he is okay.
I will complete as much work as possible, but in case there is anything pending, I will assign it to my team member John, who will complete the job before the deadline.
I will resume work from DD/MM/YYYY, and in case you have any urgent work, you can contact me on ********* or even email on the company email address. I will get back to you at the soonest.
Waiting for the confirmation of leave.
Office Leave Letter Email Format
Writing an office leave letter will ensure that the notification reached the office in good time. Have a look at our free office leave letter in an email format that will earn you an approval instantly.
Dear Mr. Mitchell,
I hereby write to notify you that I would like to take three months leave. I have not taken any leave since I joined the company and is wish to utilize all these leave days. I have been diagnosed with eye problems and am scheduled to undergo surgery on 1st November 2019. Since it is company policy, I present this request with a month’s notice. I wish to start my leave on 30th October 2019 and resume my duties on 31st January 2019.
In my absence, I recommend Lakisha Owens to assume my duties. She has been working as my second in command hence she has a good understanding of the project and preparing the reports on the same. In the last month of recovery, I extend my assistance with the project reviews and reports. Please contact me through my mobile 638-439-9443 or email firstname.lastname@example.org.
When I return, I will put in more effort to catch up on what I have missed. I hereby enclose my doctor’s appointment letter with details on the procedure.
I hope that you will consider and grant my leave request.
Informing your employer and colleagues of your absence for a particular period is essential. The office leave letter enables the proper arrangements to be made to ensure normal working when an employee is on leave. In such a letter, ensure that the language is polite, the content is formal, mention the particular dates of leaving and returning. It is also important to be precise about the reason for requesting the leave.