Leave Of Absence Letter: How To Craft A Well-Written Absence Letter

Leave of Absence Letter

Do you need to take a leave of absence from work? If so, it’s important to file your request and make it simpler for your manager to comprehend what you’re asking for.

A leave of absence letter is typically submitted when requesting an extended period away from a job or institute because of unexpected circumstances. You may provide one during life changes such as the birth of a new child or caring for a family member following a medical procedure. Knowing what to include in an absence letter can help ensure that you include all of the information required for your permission to be approved.

In this article, we will learn about leave of absence letters, explain how to write an effective one and provide examples to help you craft your own. 

What Is A Leave Of Absence Letter?

A leave of absence letter is a formal written request submitted to supervisor or school personnel when asking a specific amount of time away. Maternity, medical, and personal reasons are some of the most common reasons for requesting a leave of absence. 

Just like employers in other countries, they generally give their employees up to 14 days of vacation per year, but employees may need to take time off beyond their allotted days on occasion. A leave of absence letter, while similar to a resignation letter, is written with the intention of returning after a specified period of time.

Why Is This Letter Important? 

  • A leave of absence letter is necessary because it provides written proof and a record of a person’s leaving.
  • It may assist people in following the proper guidelines for their company or university to ensure they still have a job or can continue their education where they left off when they come back.
  • Writing a leave of absence letter may also aid your company in preparing for the time you will be away from the office.

How To Write This Letter

Given that a well-written leave of absence letter may improve your chances of having your request approved, it’s important to know what should be included in your letter. Follow these steps to start writing your own leave of absence letter effectively:

  1. Analyze your leave of absence policy

Explore your company’s or university’s leave of absence policies before drafting your leave of absence letter. To submit your request to a university, you may be required to fill out an online form. 

  1. Consider alternatives

Consider your alternatives to taking a leave of absence from work or school. You could work part-time or offsite to have more flexibility in your schedule. This may allow you to continue earning money while preventing your company from having to redistribute your job duties to someone else.

  1. Specify your leave of absence time 

Decide when you want to start your leave of absence and, if possible, set a return date. If you are taking a leave of absence to care for a loved one, it may be difficult to figure out a return date, but you can make an estimate and keep your supervisor updated if anything changes. 

  1. Talk with your manager

Before writing a formal letter, consult with your supervisor about your leave of absence. You can address and discuss how to handle your workload while you are away during this meeting and come up with a plan. This could include instructing someone how to do your job.

  1. Format your letter 

Start by outlining your main points for your leave of absence letter. When explaining your leave of absence, try to be as professional and specific as possible. The following is a general format for your letter:

  • Opening paragraph: The first paragraph of your letter explains why you’re writing and gives the dates you’ll be away.
  • Body paragraph: Explain how you intend to handle your work while you are away, such as training others, in your body paragraph, and include your emergency contact information in case the company needs to reach you.
  • Conclusion paragraph: Finish your letter of absence by thanking your supervisor for taking the time to read your letter.
  1. Proofread your letter

After you’ve finished writing your leave of absence letter, go over it again to make sure it’s free of grammatical errors. Have someone else read it over to ensure that your writing is straightforward and simple to comprehend. Make sure to include all relevant information, such as your departure and return dates, during the review process.

  1. Inform your colleagues 

Consider notifying the rest of your team about your departure. But first, talk to your boss about how they want to handle your situation. They may ask you to inform your entire team or just those with whom you work most closely.

Elements of a Leave of Absence Letter

Here are some elements that you should put in your leave of absence letter:

  • The date of your letter submission 
  • Your job title and contact information 
  • Your manager’s job title and contact information 
  • A formal request for a leave of absence 
  • An explanation for your request 
  • The dates you expect to be away 
  • The date you plan to return 
  • An action plan for how to handle your job responsibilities while you’re away 
  • A statement of gratitude 

Tips On How To Write This Letter 

When drafting your leave of absence letter, keep the following in mind:

  • Notify in advance: Give your manager as much notice as possible before you leave so that they can start preparing for your absence and make any required arrangements while you’re away.
  • Consider obtaining a reference letter: Consider obtaining a medical letter or another supporting document to include with your leave of absence letter.
  • Tell your supervisor first: If you intend to take a leave of absence, notify your supervisor before notifying your work colleagues or clients.

Leave of Absence Letter in Various Situations

If you’re an employee, there are numerous reasons why you might want to write a Leave of Absence Letter. Let us now look at this letter in accordance with situations.

A leave of absence letter is a formal letter that you can send to your employer to request a leave of absence. This letter will almost certainly be kept in your file or employment records. It is essentially a written record of the notice you are giving your employer, the reasons for the notice, and the time off you require.

A vacation leave letter is a written request from an employee to their employer for permission to take time off. It outlines the employee’s planned days off as well as their coverage plan at work. Vacation leave letters can be acknowledged to your direct supervisor or your company’s human resources department.

It is a formal letter written by an employee explaining why he or she must miss work for a set period of time due to a family matter.

A leave of absence for health reasons is an unpaid absence of more than 15 calendar days but no more than 12 months granted by an appointing authority to an employee who requires time off to recover from his or her own personal illness or injury. 

Bereavement leaves are paid time off taken by employees following the death of a close friend or family member.

A maternity leave letter is a formal way for a new birthing parent to inform their employer that they will be taking time off to care for a newborn or newly adopted child.

Sample and Template 

Here are some examples and template of leave of absence letter: 

Letter #1: Personal Leave of Absence 

October 27, 2021 

Kaye Cheng

Calls Direct Center 

123 Anystreet 

Kowloon, Hong Kong 

Dear Ms. Cheng 

Following our meeting yesterday, I’m writing to request a leave of absence from my position as a call center representative. I have some personal matters to attend to, and if possible, I would like to take some time off from November 6th to December 10th.

If my request is approved, I intend to assist in training other call center representatives to handle my department. I’m also willing to contribute to the development of a strategy for informing my clients about my absence. If you have any questions, please contact me at 012-345-6789 or elizabeth.lui@email.com.


Elizabeth Lui 

Letter #2: Medical Leave of Absence 

March 17, 2020 

Leonardo Chan 

Yung Incorporation 

123 Wicker Street 


Dear Mr. Chan, 

As you may know, I’ve been dealing with medical issues for the past year. I’ve tried numerous treatments and am now getting ready for surgery on May 12. The recovery period for this surgical procedure is eight weeks. If everything goes as planned, I’ll be back at work on July 12.

I’d be happy to assist with any preparations needed to help the company adjust to my absence prior to my surgery date. I intend to make a list of tasks that may need to be completed while I am away.

Thank you for your consideration. 

Kind regards, 

Amie Tseng 

Letter #3: Leave of Absence Letter Template 


[Employer’s Name]



[City, State Zip Code] 

Dear [Employer’s Last Name],

This leave of absence letter is a formal request from my position as [Employee’s Title] at [Organization]. I will be away from my work from [begin date] and return on [return date]. 

Please be informed that the reason for my request is [Explain the reason to justify your time off from work. For example, family members’ sick medical emergencies, etc.]. 

I am happy to assist in handling essential preparations before the date of my leave. Please let me know if you require further information or have any questions. 

Thank you so much for your consideration and I look forward to receiving your response soonest. 

Best regards, 

[Employee’s name] 

Key Takeaways

  • A leave of absence letter is necessary because it provides documented proof and a record of a person’s departure.
  • Before writing a formal letter, consult with your supervisor about your leave of absence.
  • Analyze your company’s or university’s leave of absence policies before drafting your leave of absence letter.
  • Finish your letter of absence by thanking your supervisor for taking the time to read your letter.