Leave of absence Emails & Letters – Sample Templates

Leave of absence is a time that you want to spend away from your workplace. You can take leave for illness to yourself or family members, or for any personal reasons.

Before applying for leave of absence you should know the company’s policy and your eligibility. Then, talk to your boss, tell him the reason and time period of leave.

Below in this article, we have given a few sample formats of leave of absence. You can use these sample templates to draft your own letter and/or emails to ask for leave.

Your leave of absence letter and/or emails should have the followings;

• Date of asking for leave;
• Your request for leave of absence;
• the period of absence;
• the exact date from which you are expected to be away from work;
• the date on which you plan to come back to work;
• the purpose of taking leave or cause of absence;
• thanks for considering your request

Most of the companies have made it online to apply for leave. In addition to submitting your request online, we suggest you drop an email to your boss with cc to HR and other important personnel.

Here are sample leave of absence letters and emails for you;

Leave of absence letter sample – 1

Date:

To,

Concerned person’s name, Designation
Unit Name, Organization Name,
Address:

Subject: Applying for leave.

Dear Sir/Madam,

I am Mr. ABC, assistant manager, finance, in charge of the XYZ unit. I am writing this letter to apply for the leave starting from ______ to _______, which I can avail of as per the company policy.

The main reason for this leave is that I have to be with my wife for her open-heart surgery. I remember informing you that the operation is to be conducted on __________, the dates I have applied for leave. I want to be with my wife for the whole period as this operation requires rest and care.

I will make sure that I hand over all my responsibilities to another employee within our team and explain everything to him.

I will be able to resume with work from __________, and I hope that there is no emergency or need for extension else I will inform about the same.

I have given my contact details; please contact me for any information and in case of urgency.

I kindly request you to grant me leave on the above mentioned days. I am waiting for your confirmation of leave.

Many thanks for your cooperation.

Yours sincerely,

—sd—

Your Name Here
Employee ID:
Address:
Mobile No:

Leave of absence letter sample – 2

Date:

To,

Concerned person’s name, Designation
Unit Name, Organisation Name,
Address:

Subject: Applying for leave.

Dear Sir/Madam,

I am Mr. ABC, assistant manager, finance, in charge of the XYZ unit.

This letter is a formal request for a leave of absence. As we discussed yesterday, I would like to request a formal leave of absence starting from _______ to _________.

I will return to work on _________. I hope that there is no emergency or need for extension else I will inform you about the same.

I will make sure that I hand over all my responsibilities to another employee within our team and explain everything to him.

Please let me know whether you require any further information or have any questions. I have given my contact details; please contact me for any information and in case of urgency.

I am waiting for your confirmation of leave.

Thank you very much for your consideration of my request.

Your Name Here
Employee ID:
Address:
Mobile No:

Leave of absence email sample – 1

Subject: Leave of Absence – Mr. ABC, Assistance Manager, Finance, in charge of the XYZ unit.

Dear Sir/Madam,

I am Mr. ABC, assistant manager, finance, in charge of the XYZ unit. I would like to formally request two months leave of absence starting from _________ to _______ for personal reasons.

I will make sure that I hand over all my responsibilities to another employee within our team and explain everything to him.

I will be able to resume with work from __________, and I hope that there is no emergency or need for extension else I will inform about the same.

I have given my contact details; please contact me for any information and in case of urgency.

I am waiting for your confirmation of leave.

Thank you very much for your consideration.

Your Name Here
Employee ID:
Address:

Leave of absence email sample – 2

Subject: Leave of absence – Your Name Here

Dear Sir/Madam (or Manager’s Name here),

As discussed yesterday, i would like to apply for formal leave of absence for a period of two months starting from __________ to __________. 

The reason for this request is for having serious health issues. As suggested by doctors, I need surgery. As you know this is a very tough time for me and my family, I would like to request the full period of sick leave available to me.

Thank you for your understanding and consideration of my request.

Your Name Here
Employee ID:
Address:

Leave of absence email sample – 3

Dear Sir,

I am writing this email to inform you that my wife has to undergo a small surgery this 12th July 2020, to remove stones formed in her kidney. The doctor also advised her to take complete bed rest for a month after surgery.

So, I kindly request you to understand my situation and grant me leave for a month starting from 12th July 2020.

My tentative date of joining back will be 11th August 2020, which is exactly one month from 12th July 2020. If I want to extend my leave, I will inform you of the same earlier.

I have also attached the relevant medical documents of my wife with this email for your reference.

Thank you very much for your consideration.

Your Name
Address:
Mobile No:

Maternity Leave application sample – 4

Subject: Maternity Leave application

Dear Mr. XYZ / Mrs. XYZ,

As we discussed yesterday, I am writing this formal letter to inform you about my pregnancy and regarding maternity leave starting from ________ to ________.

My expected date as informed by doctor is _______. I will joint soon after this period of maternity leave.

I will let you know in case of any unforeseen issues with delivery and pregnancy that can cause a delay in the joining date.

I have attached a letter from my doctor confirming my delivery date and other details, required to avail of the leave.

In my absence, Mr. ABC will take responsibility for my work.

I have given my contact details below, you can contact me in case of any information required.

Your Name 
Employee ID: 
Address: 
Mobile No:

Email for Paternity leave application – Sample 5

Subject: Paternity leave application

Dear Mr. XYZ/Mrs. XYZ,

As discussed yesterday, I am writing this letter to inform you that my wife Mrs.______________ is in the final stage of her pregnancy and the expected date is _______.

I would like to request you to grant me leave of 30 days beginning from ________ to _______.

I have assigned the important duties to Mr./Mrs._____________, and he/she will look after the tasks until I get back to work.

I hope you understand my situation and authorize my paternity leave as soon as possible.

Thank you very much for your consideration.

Your Name
Employee ID:
Address:
Mobile No: