In need of some time off work that exceeds your regular holiday allowance? There are many reasons why someone might need to take an extended period of leave from work – such as to further their education/studies, for personal reasons, or for illness.

Asking for this leave can be a nerve-wracking situation. No matter the explanation, putting in the request is a crucial step; procrastinating will only make the situation more complicated. However, it’s important not to put it off and to request leave as soon as possible.
If you’re thinking of taking a leave of absence from work, it’s important to know how to properly format your request letter. This guide will provide tips and tricks to do so, as well as how to increase the chances of getting a positive response. With the right approach, you can ensure that your leave of absence is approved and that you can take the time you need without jeopardizing your job.
Let’s Get Started
When asking for a leave of absence, it is important to be respectful and understanding of your employer’s position. After all, they will not want to lose a valued team member for an extended period of time. Adhere to these tips to make the situation simpler for all parties involved:
Tell your Employer in Advance
If you have a family member who is seriously ill, it is important to tell your employer as soon as possible. This way, they will be aware that you may need to take some time off in the event of a death. Similarly, if you’re aware you will need to have some type of surgery, it is best to inform your manager so that they can accommodate your schedule.
Don’t Submit Your Application Without Prior Notice
It is always best to speak with your manager in person before sending a formal request for vacation or medical leave. This can help avoid any misunderstandings and ensure that your request is approved. Try to arrange a time when you can talk privately, away from colleagues. You can send your manager an email or IM to set up a meeting.
If you work remotely, make sure to call your manager prior to sending any written requests. Good communication is key to maintaining a positive relationship with your boss.
Be More Specific
If you’re taking time off for any reason, it’s important to be as clear as possible with your employer. If your leave of absence is for something that will be beneficial to the firm in the long run (like furthering your education), make sure you explain how it will do so.
However, if your leave is for something personal (like an illness or taking care of a sick family member), you need not go into great detail unless you’re comfortable doing so. In any case, being honest and open with your employer is key.
Outline How Your Work Will Be Managed in Your Absence
Before leaving for your vacation, it is important to touch base with your supervisor and go over how work will be managed in your absence. Delegate tasks to other colleagues and put together a plan of action so that the workflow is not interrupted. This way, you can relax and enjoy your time off, knowing that everything is taken care of back at the office.
Consider All Possibilities
If you feel that you can continue working remotely during your off time, it is best to communicate this with your employer. This way, both you and your company will benefit – you’ll be able to earn money as well as get your work done, and your company won’t have to spend time and money on hiring a temporary replacement. By working together, we can make sure that everyone’s needs are met in the best way possible.
Knowing Your Rights
The Family and Medical Leave Act (FMLA) in the United States provides some employees with an unpaid leave of up to twelve weeks each year. This leave is job-protected, meaning that the employee’s position will still be available when they return from leave. Additionally, the FMLA requires that the group health benefits of those employees be maintained during this time off.
There are a number of reasons why an employee might choose to take FMLA leave. These include:
- giving birth and caring for a new-born child;
- placing a child for foster care or adoption;
- caring for an immediate family member who has a serious health problem;
- and taking medical leave when the worker themselves is too ill to work due to serious health conditions.
All of these reasons underscore the importance of the FMLA in providing employees with the time they need to address important health and family matters.
Remember that the FMLA says you must give your employer 30 days’ written notice if you know your leave of absence ahead of time. If something comes up unexpectedly, you don’t have to give 30 days’ notice.
If you’ve been with your company for a few years, you may be permitted a sabbatical – an extended period of unpaid leave. This allows you to take some time off to pursue other interests or recharge your batteries. Company policies on sabbaticals vary, so it’s essential to check the details of your contract before making a formal request. Employees in the UK have the same entitlement and benefits to sabbaticals.
Formatting Your Letter
There are some specific formatting rules that you need to follow when making an official letter in a professional setting. This will help to ensure that the letter is clear and easy to read.
These useful tips will assist you in creating a suitable structure:
Address of the Sender: Include the sender’s address on the page’s top right-hand corner. If in the US, the sender’s address can go on the top left corner.
Date: If you’re sending your request through email, feel free to skip this step. Otherwise, add the date below the letterhead.
Subject: If you’re submitting your request via email, make sure you use a relevant subject line – depending on the situation, you might change it or just put something along the lines of: “Requesting Leave of Absence.”
On-arrival notifications (optional): You may also include a note indicating that the letter has confidential or sensitive information. Enter your note by making use of uppercase, for example, ‘CONFIDENTIAL’ or ‘PERSONAL.’
Inside address: Again, if you’re sending it through email, you can skip the step of including your company’s address. If not, add a few lines below it.
Salutation: No matter if you’re on good terms with your boss, you should still address them with proper respect in a formal letter. Start with lines like “Dear Mrs. Gray” or “Dear Nicole.”
Opening paragraph: Get straight to the point by stating the purpose of your request and the dates you will be absent from work.
Body: Be as clear and concise as possible while explaining why you require the specified leave from work. This will help to avoid any potential disagreement with your employer and better understand your reasoning for the request.
Final Paragraph: Outline how you plan to make your absence as smooth as possible, including how you will prepare detailed notes or instructions for projects you are working on. Also, let them know how they can contact you in case of an emergency.
Closing: Thank your boss for their time and consideration, and express your appreciation for the opportunity to work at the company.
Your name and signature: If hand-delivering the letter, include a handwritten signature. If sending via email, simply add your full name.
Things To Keep In Mind
Provide a Copy of Your Leave to the HR Department
Don’t forget to provide the HR department with a copy of your leave request – they’ll need it for your employee file. Further, they may be able to help with your leave application, depending on the situation. This is because they may need to find a temporary replacement for your role while you’re gone.
Double-Check Before Sending
Before sending your leave request to your boss, be sure to double-check it for accuracy and clarity. Make sure the information and dates are correct and that your points are clear and valid. Doing so will help ensure that your request is received and processed smoothly.
Be Patient
If you don’t receive an immediate response, don’t worry or bother your employer for an answer. The decision-makers need time to consider all applications before getting back to their employee.
Making a Checklist
To make sure you don’t forget anything, make a checklist of everything you need to include in your leave of absence letter – this will help you stay organized and make the process go more smoothly. As we’ve said, be sure to include your contact information, the dates you’ll be gone, the reason for your leave, and how long you expect to be gone.
You should also include any other relevant information, such as whether you’ll be available by email or phone while you’re away. If you have any questions, don’t hesitate to reach out to your HR department for guidance!
The Bottom Line
When you need to take extended time off work, it can be nerve-racking trying to figure out the best way to ask your boss. However, you should keep in mind that you have the legal right to take time off if your reason is valid. Follow this guide, and you can make sure you request time off in the most respectful and professional way possible.
FAQs
Can I fax or email my leave of absence letter?
Yes, you can fax or email your leave of absence letter. You can also hand-deliver it if you’d like. Keep in mind that your leave of absence letter is a formal document, so you’ll want to choose a method of delivery that is professional and respectful. In most cases, faxing or emailing the letter is perfectly acceptable.
What is the turnaround time for a leave of absence letter?
The turnaround time for a leave of absence letter can vary depending on the workplace and how busy the HR department is. In general, it shouldn’t take more than a few days to hear back from HR after submitting a leave of absence letter.
My employer won’t let me take time off; what should I do?
If your employer doesn’t let you take time off, you should speak with them to see if there is a way they can accommodate your needs. You may be able to work remotely or take vacation days. However, make sure you give prior notice so your employer can plan accordingly.
Can I take unpaid leave from work?
In most cases, you can take unpaid leave from work if you meet certain conditions. Check with your employer to see if they have a policy on unpaid leave, and find out what the requirements are. You may need to provide proof of eligibility, such as an illness or injury. If you don’t meet the eligibility requirements, your employer may be able to give you unpaid leave under the FMLA.
What are my rights under the Family and Medical Leave Act (FMLA)?
The FMLA of 1993 is a federal law that requires employers with 50 or more employees to offer eligible workers up to twelve weeks of job-protected/unpaid leave per year for specified family/medical reasons. It covers several reasons for taking leave, including the birth or adoption of a child, the care of a seriously ill family member, and the worker’s own serious illness.
If I’m on FMLA, can my employer fire me?
No, your employer can’t fire you if you’re on FMLA. During this time, your employer cannot fire you, reduce your hours, or change your job position to one that’s lower paying. It is against the law for employers to do this. Once your leave of absence is up, your employer must give you your job back. If they don’t, you can sue them for wrongful termination.
Why is it important to write a leave of absence letter?
It’s important to write a leave of absence letter because it formalizes the request and sets expectations for both the employee and employer. It also documents the leave, which can be helpful if there are any disputes later on.
What are the consequences of not writing a leave of absence letter?
If an employee does not provide notice of leave, their absence may be unexcused, and they may not be able to receive workers’ compensation benefits. Additionally, if the employer suffers any economic harm as a result of the unannounced absence (e.g., loss in productivity, use of replacement workers), the employee may be held liable. Finally, if the employee is terminated or quits their job while still on unauthorized leave, they may have difficulty receiving unemployment benefits.