A leave of absence (LOA) is a period of time during which an employee is allowed to be away from work temporarily without losing their job. This can be for various reasons, such as personal, medical, or family-related matters. A leave of absence may be paid or unpaid, depending on the company's policies and the specific circumstances of the request.
In the following lines, we expand on the tips and best practices for writing leave of absence letters with samples that you can use on different occasions.
To request a leave of absence from work, follow these steps:
A leave of absence letter should be clear, concise, and professional. Here are the steps to follow when writing a leave of absence letter:
Begin by providing your contact information, which should include your name, address, phone number, and email address.
Mention the date when the letter was written.
Example
November 14, 2024
At this stage, include the recipient's name and address.
Example
[Supervisor's Name]
[Company Name]
[Company Address]
[City, State, Zip Code]
Address the letter to your supervisor or the HR representative handling leave requests.
Example
Dear Mr. Voss,
In the opening paragraph, state your request for a leave of absence, including the reason, the start date, and the duration of the leave.
Example
I am writing this letter to request a leave of absence from November 25 to October 2 for five days. The reason for my request is that I will join a family reunion in Italy.
Provide additional details to support your request and offer to discuss the matter further or provide additional information if needed.
Example
During my absence, I propose that Mary Trudy and Ester Lizeth will cover my responsibilities. I will ensure a smooth handover before my leave and remain available for any questions or concerns that may arise. Additionally, for any emergencies, during my leave, I am available at (301) 474-1725.
I am happy to provide additional information or discuss my request further if needed.
Close the letter by expressing gratitude for their consideration and sign your name.
Example:
Thank you for your attention to this matter and your understanding.
Sincerely,
Hugo Marklein
If you need to identify some reasons for your leave of absence request, please find below some of the most used causes you can use at work:
Tip: In case you're interested what means leave of absence, we do have an in-detail guide covering the topic, with clear explanation of each reason to take leave.
Sample 1: Leave of absence for a personal health issue
[Your Name]
[Your Address]
[City, State, Zip Code]
[Phone Number]
[Email Address]
[Date]
[Supervisor's Name]
[Company Name]
[Company Address]
[City, State, Zip Code]
Dear [Supervisor's Name],
I am requesting a leave of absence due to a personal health issue. My doctor has advised me that I must undergo [specific medical treatment or procedure] and will require time to recover. My anticipated start date for this leave is [start date], and I expect to return to work on [return date] for a total duration of [number of days/weeks] of leave.
During my absence, I propose that [colleague's name or a temporary replacement] can cover my responsibilities. I will ensure a smooth handover before my leave and remain available for any questions or concerns.
Please let me know if you require additional information or documentation to process this request. I appreciate your understanding and support during this time.
Thank you for your attention to this matter.
Sincerely,
[Your Name]
Sample 2: Leave of absence for family emergency
[Your Name]
[Your Address]
[City, State, Zip Code]
[Phone Number]
[Email Address]
[Date]
[Supervisor's Name]
[Company Name]
[Company Address]
[City, State, Zip Code]
Dear [Supervisor's Name],
I am requesting a leave of absence due to a family emergency. My [relationship], [family member's name], has experienced a serious health crisis, and I need to be with them during this difficult time. I am requesting a leave of absence from [start date] to [end date] for a total of [number of days/weeks].
I suggest [colleague's name or a temporary replacement] can handle my responsibilities during my absence. I will ensure a seamless handover of my duties before my departure and remain reachable for any questions or concerns.
Please let me know if you need additional information or documentation to support this request. I appreciate your understanding and support during this challenging time.
Thank you for your consideration.
Sincerely,
[Your Name]
Sample 3: Leave letter for work
[Your Name]
[Your Position]
[Company Name]
[Company Address]
[City, State, ZIP]
[Date]
[Manager's Name]
[Manager's Position]
[Company Name]
[Company Address]
[City, State, ZIP]
Dear [Manager's Name],
I am writing to formally request a leave of absence from work for [number of days] starting from [start date] to [end date]. I apologize for the short notice and any inconvenience caused by my absence.
The reason for my leave is [provide a brief explanation of the reason for your leave, such as personal/family matters, medical reasons, vacation or any other relevant circumstance]. During this time, I will ensure that all pending tasks are completed or delegated appropriately to minimize any team workflow disruption.
I have taken the necessary steps to ensure a smooth transition during my absence. [If applicable, mention any colleagues who will cover your responsibilities or provide a plan for how your work will be managed in your absence]. I will also be available via email or phone if any urgent matters arise that require my attention.
Thank you for your understanding and support.
Sincerely,
[Your Name]
[Your Contact Information]
[Your Name]
[Your Address]
[City, State, Zip Code]
[Phone Number]
[Email Address]
[Date]
[Supervisor's Name]
[Company Name]
[Company Address]
[City, State, Zip Code]
Dear [Supervisor's Name],
I am writing to formally request a leave of absence from [start date] to [end date] for a total of [number of days/weeks]. The reason for my request is [specific reason for the leave, such as personal illness, family emergency, maternity/paternity leave, etc.].
During my absence, I propose that [colleague's name or a temporary replacement] can cover my responsibilities. I will ensure a smooth handover before my leave and remain available for any questions or concerns that may arise.
Please find attached any relevant documentation to support my request, such as [medical records, military orders, etc.]. I am happy to provide additional information or discuss my request further if needed.
Thank you for your attention to this matter and for your understanding.
Sincerely,
[Your Name]
Taking a leave of absence is necessary when you require an extended period away from work due to personal, medical, or family-related reasons. Some common causes include personal illness, caring for a family member, maternity or paternity leave, military service, bereavement, or personal growth opportunities. A leave of absence allows you to address your needs and responsibilities without risking your job or career.
Automate your leave request with the easy to use online HR software.
Easy set-up ● No contracts required ● No credit cards