One of the most common reasons why people take their time off work is due to medical reasons like serious illness and a chronic disease that may require a leave.
If you need to take an extended period of time off work for medical reasons, you should submit a formal letter of request to your employer. Before you write your letter, make sure you are aware of the company’s medical leave policies.
In this article, we’ll go over what a medical leave of absence letter is, how to gather the necessary information, and a step-by-step guide to help you write your own.
What is a Leave of Absence Letter due to Medical Reasons?
A medical leave of absence letter is a written document that informs your employer that you will be absent from work for medical reasons.
As with any letter to an employer, ensure that it is professional and concise, while clearly stating the reason for the medical leave. Make sure to research company policy before writing a medical leave letter. Then, write a brief and concise letter explaining why you require medical leave.
How to Gather Necessary Information
Here are some ways to gather necessary information in your leave of absence letter due to medical reasons:
- Learn your company’s medical leave policy
Make sure you understand your company’s policy before writing your letter. When requesting leave, ensure that you request an appropriate number of days .
- Get a doctor’s note, if required
If you are requesting sick leave, you may be required to provide a doctor’s note. This is not always a requirement, and it is dependent on your company’s policy. If you require a doctor’s note, request one from your doctor. Do so at least a few weeks ahead of time (if possible) so you have time to gather all of your materials before you have to take sick leave.
- Confirm your absence dates
A medical leave letter must be detailed. Before submitting your medical leave letter, make sure you know the exact dates you’ll be absent.
How to Write a Medical Leave of Absence Letter
Here are some ways of how to write a medical leave of absence letter to help you:
- Format the letter properly: Business letters have a set format. A medical leave letter is no exception. Make sure your letter is properly formatted before you begin writing it.
- Begin by explaining why you are taking time off and how long it will last: Your introductory paragraph does not have to be lengthy. Simply write the purpose for writing the letter, why you need a leave of absence, and the dates you’ll be absent from work. Because your employer is probably busy, keep this letter concise and to the point.
- If necessary, describe your medical condition: It may be necessary to explain if you have an unusual medical condition. Maternity leave, for example, is self-explanatory, but more unusual reasons for medical leave may necessitate some explanation. This can help your employer understand why your leave is necessary. You do not need to provide a lot of information, but even a little can help.
- Inform your employer about how you intend to handle work responsibilities while on leave: Your boss must be aware that you intend to keep up with your responsibilities during your absence. Your boss will be curious about the status of your work and how it will be completed while you are away.
- Include contact information: Inform your employer of how to reach you if you are needed during your absence. Include your best phone number and email address so that your employer can reach you.
- Before adding a closing line, thank your employer: Thank your employer for taking the time to read your letter. For example, “Thank you so much for taking the time to consider my medical leave,” followed by a formal sign off, such as “sincerely,” before signing your name at the bottom of the letter.
Submitting the Letter
Before submitting your leave of absence letter for medical reasons, consider the following:
- Proofread the letter carefully: Proofread your letter before sending it to ensure it is free of obvious errors. Before sending your letter to your employer, have a friend or colleague and quickly proofread it.
- Make sure you comply with any formal letter writing guidelines established by your office: Check the company policy once more. They might have different policies for business letters. Your office, for example, may need certain formatting or that you use the company letterhead.
- Send out the letter in accordance with company policy: When you’re finished, send the letter. Make sure you follow company policy when it comes to sending letters and memos. For instance, do not email the letter as an attachment if your employer prefers letters to be delivered in person.
Sample and Template
To help you, we have provided samples and templates that you can use as a guide when writing your letter:
Letter #1: Medical Leave of Absence Letter
Paul Jake
1416 Action Street
Berkeley, CA 34902
paul.jake@email.com
(143) 345 6789
May 15, 2022
Harry Smith
HR Manager
Big Company
3420 Any Street
Berkeley, CA 28903
RE: Requesting Medical Leave of Absence
Dear Mr. Smith,
This letter is to formally request a medical leave of absence. I will be unable to work for 90 days following my hysterectomy on January 6, 2020. If my recovery goes well, I hope to return to work on [date].
I’ve included a letter from my surgeon stating the need for surgery as well as the date of the procedure. I will gladly provide any additional medical records that are required.
James Brown in my department will be in charge of my clients, and I will be available by phone to assist them. I can be reached at brownjamesemail.com or 023-897-3456.
Sincerely,
Paul Jake
Letter #2: Medical Leave of Absence Letter Template
[Your name]
[Address]
[City, Zip Code]
[Email Address]
[Phone number]
[Date]
[Employer’s name]
[Title]
[Organization]
[Address]
[City, Zip Code]
Dear [Recipient],
This letter is to formally request a leave of absence for medical reasons. I will be out of work for 45 days after having an appendix operation on [date]. If the healing goes well, I intend to return to work on [date].
I’ve included a letter from my doctor stating the need for surgery and the date of the procedure. I will gladly provide any additional medical records that are required. Mrs. Wayne in my department will be responsible for my clients, and I will be available by phone to assist them. I can be reached at [email address] or [phone number].
I appreciate your thoughtful consideration in granting me this leave.
Best regards,
[Your name]
Leave of Absence Letter For Different Scenarios
Key Takeaways
- Before you write your letter, make sure you understand your company’s policy.
- A doctor’s note may be required if you request sick leave.
- Before sending your letter, make sure it is free of obvious errors.
- If your employer prefers letters to be delivered in person, do not email the letter as an attachment.
- Thank your employer for reading your letter.