Some people have difficulty writing leave request letters because they aren’t sure how much information to share or how much leave is appropriate, or allowed, for their particular circumstance. In addition, If you aren’t comfortable sharing your personal life, you may neglect to include important information. Strong emotions can also affect your ability to clearly state your needs and may lead to denial of your request.Requesting a leave of absence from work can be scary, especially when you need it for unexpected reasons. However, even in times of great emotional strain, you must present yourself as composed and professional in your letter. Our leave of absence from work letter templates demonstrate how to write an effective request for time away from your job. We show you how to word and format your document to achieve the desired results. Take a look at our template below.
Leave of Absence From Work Letter Template
Lorraine Abbott is requesting a leave of absence to arrange care for her ailing mother. Lorraine has been under extreme stress recently and unable to give her job the attention it deserves. Her own health has begun to suffer, so she has decided the best course of action is to take time away from work to get her mother settled in nursing care. Though she is physically and emotionally exhausted, Lorraine gives a clear, concise account of her situation with great composure and professionalism in the template below.
Dear Ms. Stanton,
As you are aware, I have been caring for my elderly mother for the past several months. Unfortunately, her situation has worsened in recent weeks, so I find it necessary to request a leave of absence to make arrangements for her long-term care. I’m requesting two weeks of leave to begin on Monday, October 2, 2017, and end on Monday, October 16, 2017.
I am aware that this type of absence falls under family caregiver leave and, as such, will be unpaid. I am further aware that it requires a medical certificate verifying the state of my mother’s health. I’ve attached such a certificate, signed by our family physician, to this letter.
Should you approve my request, I will have three days to arrange for coverage of my duties during my absence. I have already brought my assistant up to speed and am confident she will keep my desk running smoothly during my time away.
I am available to discuss this matter in person at your convenience. Thank you for your continued patience and understanding during this difficult time.
Sincerely,
Lorraine Abbott
How To Write a Leave of Absence From Work Letter
As you write any letter, you must consider why you are writing this particular type of letter. The purpose of a leave of absence from work letter is to get permission from your employer to be away from your job for a specific time period. This type of letter should cover four basic elements: the reason for the request, the dates you expect to be gone, your understanding of the leave policy (including required documentation), and coverage of your job duties during your absence.
It’s best to begin by addressing the reason for your request at the outset of the letter. There is no need to go into specific detail, just state your reason as clearly and honestly as possible. Next, you should list the specific dates you wish to be gone. Be sure to include the start and the end dates of your leave to avoid any confusion. Then, add a sentence or two letting your employer know that you understand the leave policy and what it entails. This is also the point where you tell them about any required information that you have attached to the letter. Finally, let them know what provisions you plan to put in place to cover your workload during your absence.
It’s important that you suggest meeting in person to finalize the leave agreement. Understand that your audience is your employer, and as such, they are likely quite busy. Ending with a request to meet at their convenience shows that you respect their time and their position. Lastly, always thank them for being supportive of your need for time off. Reviewing a leave of absence from work letter template can help you achieve your goal.
What To Avoid in Your Leave of Absence From Work Letter
Employees request time away from work for a variety of reasons. When formulating your leave of absence from work letter, it is important that you avoid giving too much information about the circumstances surrounding your request. For instance, it is better to request leave for a “medical procedure” than it is to ask for leave to “have a tattoo of my ex’s name removed.”
You should also avoid dishonesty. It is not dishonest to refer to “long-term care” instead of listing the medical conditions that resulted in the need for that care. The key is to be honest without providing unnecessary details. Last, but not least, resist the urge to over-apologize for needing time off. In most situations, the events that require a leave of absence are out of your control. It’s perfectly acceptable to say “I apologize for any inconvenience,” but it isn’t necessary to apologize for needing the time off.
How To Follow Up After Sending Your Leave of Absence From Work Letter
There are several reasons why it is important to follow up in person after delivering a leave of absence request. First, you need to make sure your employer received your request. Second, you need to confirm approval of the leave. Third, you and your supervisor need to discuss how to cover your job while you are gone. Don’t be afraid to call and schedule an appointment to discuss the terms of your leave and ensure that both parties clearly understand the situation. If there is other necessary paperwork, be sure to take it to the meeting along with any additional information that may have become available since submitting your request.
Top 5 Leave of Absence From Work Letter Writing Takeaways
1. Start with the request
Notice how the template states the situation and the leave request in the first three sentences? Getting directly to the point shows your professionalism and your respect for your employer’s time.
2. Know the policy
Be sure you let your boss know that you understand what you are asking. Review the company leave policies and specify the type of leave you wish to take. Show that you understand the procedure for obtaining it by including necessary documentation and explaining your understanding of the terms involved.
3. Help prepare for your absence
Assisting in finding coverage for your duties while you’re gone lets your employer see that, even in a stressful situation, you are a consummate professional. Plus, your co-workers will appreciate your effort to make their jobs easier during your absence.
4. Show your gratitude
Always include a sincere “thank you” in your letter. Your absence will leave the company shorthanded, but your coworkers are willing to make that sacrifice so you can deal with a crisis.
5. Proofread your letter
A business letter with spelling and punctuation errors is unacceptable under any circumstances. In this particular instance, proper grammar, spelling, and punctuation speak to your composure and professionalism. Pay them the attention they deserve.
