leave application approval letter

How to Write a Leave Approval Letter

Like the name rightly implies, a leave approval letter is a letter written to confirm or approve the leave request of an employee for a stipulated period. 

As an employer, supervisor or HR personnel, it may be among your duties to approve leave for your employees or colleagues. In this article, we’re going to discuss everything you need to know about leaves, what they are, the different types, the policies associated with leaves and we’re going to round it up with some templates and samples on how to write effective leave approval letters. 

 What is Leave (Paid Time Off), Leave of Absence?

 Leave or paid time off is a period an employee can take off work while still getting paid. As an employer, your company should have guidelines and rules that dictate everything associated with employee leave. This includes how long they have to work till they’re eligible for leave, the number of days off they get, etc. 

Leave of Absence 

This is different from paid time off as it is specifically for employees dealing with unusual and often unplanned circumstances such as medical emergencies for them or families, military reasons, childbirth, etc. 

A leave of absence can be mandated on the employee by you, the employer, or can be voluntarily asked by the employee. Also, with leave and paid time off, the employee gets paid. But leave of absence can either be paid or unpaid. 

According to regulatory bodies such as Emergency Family and Medical Leave Act (EFMLA), the laws ensure that while your employee is on leave, their jobs are protected. 

While leaves and paid time off are required by law, voluntary unpaid leaves are solely up to you, the employer to decide, and these kinds of leaves do not guarantee job protection. 

An employee may request a voluntary unpaid leave on two occasions: 

• They are not eligible for full mandatory leave.
• Have used up all their available leave days. 

If an employee has exhausted their mandatory leave days, they can decide to request leave under FMLA or EFMLA . When an employee requests leave under these policies, they’re not using their sick days. Also, while you’re mandated by law to grant these leaves, you’re not mandated to pay your employees when they request these days off. 

For time off that the FMLA doesn’t cover, you have sole discretion on whether or not to grant those leaves. 

As an employer, before granting leaves, you need to consider the benefits of the employee to the company, as well as the cost of replacing them. To avoid taking drastic measures concerning leaves, make sure you have vacation days, or Paid time off and these days should be used by your employees to handle issues they would normally request leaves for. Unless in cases of emergencies. 

Email Asking for Sick Leave and Samples

How Long Should Leave Be?

As an employer, in most cases, you have sole discretion on how long an employee needs to work till they’re eligible for leave and how much leave they’re eligible to get. 

According to the FMLA, employees can take up to 12 weeks off in 12 months, but only if they’ve worked 1,250 hours. 

Under EFMLA, your employee is only mandated to have worked for 30 days before being eligible for leave. Also, under EFMLA, employees can take leave for personal or family emergencies such as recovering from Covid or taking care of recovering family members. 

If an employee requests leave outside FMLA or EFMLA, you as an employee have sole discretion on how long they’re allowed to take off work and whether or not they’re going to be paid.

How Should Employees Request Leave?

As an employer, it is important to have a policy that helps your employees request leave. To help your employees request leaves, your leave policies and guidelines should be in your employee handbook. 

For an employee to request leave, they should send a written leave request letter and the letter must contain the following:

• The date the employee intends to leave.
• The date they intend to return.
• A solution towards work in their absence.
• A thank you for your consideration.

The information above is a generally accepted leave request format. Once an employee requests leave, it should be filed in their file for record and compliance purposes. 

If employees intend to file for leave under FMLA, they will need to send a form from the department of labour or the pertaining official body to their employer to request a leave. 

If an employee is requesting leave either under FMLA or without, it is mandated that they send the notice in time, at least a minimum of 30 days before the stipulated time for leave. 

How to Write Emergency Leave Email (With Samples)

When writing a leave approval letter, there are general rules you must follow. In this section of the article, we’re going to list everything you need to know to write a leave approval letter and also include some templates to help you write a great leave approval letter. 

• You decide the friendliness or the level of formality: Depending on your relationship with the employee or colleague, a leave approval letter can be written with a friendly undertone and could also be written strictly formally. 
• Your decision on the request: When writing a leave approval letter, it is important to remember that you’re well in your right to decline the request. This is provided you have a valid reason such as the employee isn’t due for leave or they’ve exhausted their leave days. 
• State the date the leave starts and when it ends. Your leave approval request must include the date the leave begins and the day it ends. 
• If you like, you can decide to close the letter with warm wishes or keep it formal. 

Leave Approval Letter Template One

Sick leave approval letter template two, leave approval letter template three.

In this article, we’ve listed everything that’s associated with leaves, even going as far as covering it from a legal point of view. 

We’ve also included templates you can edit to write your leave approval letters. 

Check out more Leave Approval Letter Templates and Samples

About The Author

Jim Blessed

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Home » Letters » Permission Letters » Leave Approval Letter – Sample Permission Granted Letter for Leave from Employer

Leave Approval Letter – Sample Permission Granted Letter for Leave from Employer

Table of Contents:

• Sample Letter

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How to use live assistant, additional template options, download options, share via email, share via whatsapp, copy to clipboard, print letter, sample permission granted letter for leave from employer.

To, ____________ (Employee name), ____________ (Designation/ Department)

Date: __/__/____ (Date)

Subject: Leave approval

With reference to your application number___________ (Application Number), I/we recieved on __/__/____ (Date) seeking permission for a leave of ________ (Number of Days).

We would like to inform you that your leave request has been approved for ________ (Number of Days) from __/__/____ (Date) to __/__/____ (Date) and as per company norms, you are supposed to join on __/__/____ (Date).

Regards, __________ (Signature) __________ (Name) __________ (Designation)

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• A: It's advisable to discuss any changes to the approved leave duration with the relevant HR personnel or manager for proper documentation and adjustment.
• A: Request for leave extension should be submitted in writing to the HR department or your supervisor, providing reasons for the extension and proposed new dates.
• A: Including the application number helps in tracking and referencing the leave request for record-keeping purposes.
• A: While it's generally acceptable, providing a brief reason for the leave request can facilitate better understanding and processing by the employer.
• A: Company policies typically outline the maximum duration of leave that can be approved at once. It's recommended to consult the HR department or employee handbook for clarification on leave policies.

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Related post, application for half day leave – sample leave application to principal for half day leave.

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Leave Application Approval Letter

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Leave Letter Templates

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• Email Playbook

Leave approval email to employees’- How to write and Samples

The leave approval email is a vital link in organizational communication. It denotes the official procedure through which employees seek time off, and managers approve it. This succinct electronic communication guarantees clarity and documentation, which helps avoid misunderstandings. Its importance is ensuring workflow continuity, allowing managers to deploy resources more effectively. The email emphasizes a planned leave management system and an organization’s dedication to combining employee well-being with operational effectiveness.

What to Include in a Leave Approval Email

• Confirmation of Approval: Begin the correspondence by saying unequivocally that the desired leave has been authorized. This gives the employee rapid confirmation that their request has been granted, removing uncertainty.
• Justification for Approval: Explain briefly why the leave has been allowed. Sharing the reasoning behind the approval creates openness and understanding, whether due to a well-deserved vacation, a family event, or personal reasons.
• Reminder about the Leave Policy: Include a brief reminder of the company’s leave policy . This includes notice time, paperwork requirements, and any special processes that must be followed. This provides a reference point for employees to verify that they follow organizational norms.
• Responsibilities Before and During Leave: Provide a detailed list of duties or obligations the employee should complete before leaving. This might include finishing outstanding work, informing colleagues about current initiatives, and developing a clear handover plan. You can also include any responsibilities they should handle while away, such as checking emails or dealing with urgent concerns remotely.
• Contact Information: Please provide the contact information of a colleague or manager to whom the employee may reach out in an emergency during their absence. This demonstrates that the organization prioritizes continuous contact and assists staff even while they are on leave.
• Signature: Finish with your digital signature. A signature gives a personal touch and legitimacy to the communication and reassurance that the message comes from a reliable source inside the organization.

By adding these items, you give full information and direction to the employee. This method ensures that they are well-prepared for their absence and are aware of their obligations, resulting in a more seamless leave period and fewer interruptions for both the employee and the team.

How to Write a Leave Approval Email

Writing a leave approval email necessitates a careful balance of professionalism and sensitivity. 

This systematic approach guarantees the employee receives clear information and a thorough guide for a well-organized and effective vacation.

• Greeting and introduction: Begin your email with a polite greeting, calling the employee by their first Name. This establishes a warm and courteous tone. Introduce yourself with your complete Name and position within the organization. This establishes your authority and creates a professional environment for the dialogue.
• Approval Confirmation: Begin with a phrase that immediately verifies the approval of the employee’s desired leave. This should be unambiguous and leave no opportunity for misinterpretation. Mention the specific days for which the leave has been authorized.
• Reason for Approval: Mention the cause for the leave succinctly and sympathetically. This may be as basic as recognizing the employee’s need for relaxation, family activities, or any other relevant cause. This shows that the organization cares about the employee’s well-being.
• Leave Dates and Duration: Give detailed information about the authorized leave dates, including start and end dates. This allows the employee and their coworkers to comprehend the actual duration of the leave.
• Responsibilities Before and During Leave: Outline any duties or obligations that the employee must complete before the start of their absence. This might include completing outstanding work, informing colleagues about their responsibilities, and, if necessary, setting up an out-of-office message. This clarity guarantees that the workflow transitions smoothly during their absence.
• Contact Information: Provide the contact information for a colleague or manager who will be ready to handle any urgent issues while the employee is away. This guarantees the employee that there is a support structure in place to address crises and ensures that activities continue uninterrupted.
• Leave Policy Reminder: Include a brief reminder of the appropriate leave policies for the employee’s absence. This might include notice periods, needed documents, and other company-specific processes. This keeps the employee in line with the organization’s policies.
• Closing and Signature: Finish the email with a professional closure, such as “Best regards” or “Sincerely,” and sign it digitally. This gives a personal touch to the communication and authenticates it as originating from a responsible source inside the organization.
• Attachments (if necessary): Ensure they are included in the email as an attachment for the employee’s reference if there are any leave-related attachments, such as formal leave paperwork or documentation.
• Contact Information: At the end of the email, reiterate your contact details so the employee can contact you if they have any more queries or need clarifications.

By carefully following these instructions, you may create a clear, expert, and thorough leave approval letter. This ensures that the worker is informed, ready for their leave, and aware of their duties, all of which contribute to a more pleasant leave experience for the worker and the company.

Leave approval email samples

1. leave request approved: your time off is confirmed.

Subject: Approved Leave Request: Your Time Off is Confirmed!

Dear [Name of Employee],

I’m happy to inform you that your leave request has been accepted. Your vacation from [Start Date] to [End Date] has been approved. We recognize the significance of taking breaks to refresh and wish you a relaxing and enjoyable vacation.

Please finish any outstanding duties and explain your handover plan to your team before departing. If any urgent concerns need to be addressed while you are away, please contact [Colleague’s Name] at [Colleague’s Email/Phone].

Thank you for your dedication to [Company Name]. We eagerly await your return, rejuvenated and ready to contribute.

Best wishes,

[Your Surname]

[Your Name]

[Your Contact Details]

2. Vacation Leave Granted: Enjoy Your Well-Deserved Break

Subject: Vacation Leave Granted: Have a Relaxing Break!

Hello, [Name of Employee],

Your desired vacation time has been approved! You’re ready to enjoy your vacation from [Start Date] to [End Date]. We believe in the value of work-life balance and wish you a restful vacation.

Please complete any outstanding work and submit essential information to your colleagues before departing. Please notify [Backup notify Name] at [Backup Contact Email/Phone] if any work-related crises develop while you are away.

Remember to enjoy your trip and return refreshed. We eagerly await your return on [Return Date].

3. Leave Application Successful: Your Time Off is Approved

Subject: Successful Leave Application: Your Time Off Has Been Approved

Hello, [Employee Name],

Wonderful news! Your leave application was approved. You have been given leave from [Start Date] to [End Date]. We appreciate your efforts and hope this time off allows you to rest and recharge.

Please facilitate a seamless transition before departure by finishing outstanding duties and alerting your colleagues of your absence. If any work issues arise while you are on leave, please contact [Backup Contact Name] at [Backup Contact Email/Phone].

Remember to relax during this period to return with fresh vigor. Our records have registered your absence, and we are here to assist you with your leave experience.

We eagerly await your return on [Return Date]. Have a lovely vacation!

[Your Contact Information]

4. Time-Off Request Accepted: Your Leave is Approved

Subject: Vacation Your leave request has been approved.

Your request for time off has been granted. You have been given leave from [Start Date] until [End Date]. This break will let you refresh and return with fresh eyes.

Before you go, ensure that any current projects have been turned over or are on pace for a smooth transition. Please call [Backup call Name] at [Backup Contact Email/Phone] if an emergency arises.

Enjoy your vacation and return rejuvenated. We’re looking forward to seeing you on [Return Date].

5. Leave Authorization: Your Requested Time Off is Approved

Subject: Leave Authorization: Your Requested Time Off Has Been Approved

Dear [Employee’s Name],

I’m writing to advise you that your requested time off has been approved. You have been approved for leave from [Start Date] to [End Date]. We recognize the need for a break and hope this time benefits you.

Before you go, ensure any loose ends are tied up and that your coworkers know of your absence. In an emergency, please call [Backup call Name] at [Backup Contact Email/Phone].

I wish you a pleasant trip. We look forward to seeing you on [Return Date].

Best regards,

[Your Title]

6. Approved: Your Leave Request has been Processed

Subject: Your Leave Request Has Been Approved

I’m happy to inform you that your leave request has been reviewed and accepted. Your vacation will last from [Start Date] to [End Date]. We are certain that this vacation will give you the relaxation you require.

Ensure that your tasks are managed or assigned and that your staff is aware of your absence. Contact [Backup Contact Name] for urgent concerns at [Backup Contact Email/Phone].

Enjoy your vacation and return refreshed. We expect you to return on [Return Date].

A leave sanction letter to employees is a structured communication that confirms the approval of an employee’s requested time off. Email is essential in organizational communication, ensuring clarity and professionalism in leave management. 

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Approve a Vacation or Leave of Absence

We are happy to grant your leave request for October 16 through 22. Just be sure to discuss the Doe account with Jane before you go, so we can avoid any complications during your absence.

Have a good time.

I am happy to approve your request for vacation leave from July 1 to July 12. You deserve a good break. Rest up and have a lot of fun. We will all benefit from your renewed energy.

Please do take the leave you requested from November 13 to December 9. I certainly understand your desire for a break after the exhausting Doe project. Please see Jane if you have any paperwork concerns. And enjoy your vacation!

Your paternity leave is approved. Thank you for warning us well in advance. We will be happy to leave the dates open--whoever heard of a baby arriving on its due date--but be sure to call us as soon as he arrives.

You can start planning that vacation for May 5 to May 15. Before you leave, however, make sure that you have the Doe account up to date, so I can handle it if necessary. Have a great time and use plenty of sunscreen.

How to Write this Approval Letter: Expert Tips and Guidelines

This letter may be formal or friendly. Lengthy explanations are not needed, but it should mention the dates of the approved leave and any special considerations that are being granted.

• Tell the reader his or her leave request has been approved. Mention the date(s) and any other pertinent information.
• If desired, add a friendly comment.

Write Your approval in Minutes: Easy Step-by-Step Guide with Sample Sentences and Phrases

1 tell the reader his or her leave request has been approved. mention the date(s) and any other pertinent information., sample sentences for step 1.

• Your request for one week's leave, starting Monday, August 15, has been approved.
• Your leave request for the period of August 15 through August 19 has been approved.
• Your request for a two-month leave of absence has been approved. This unpaid leave will begin on August 1 and end on September 30. Be sure to speak to Jane Doe about your medical coverage. You will need to pay the premiums if you wish to maintain coverage. She will also help with any other arrangements that need to be made.
• We have received your request for vacation leave from July 15 to July 24, and also for September 16. The July leave is fine, but we have a site meeting for the Doe project on September 16. You will probably want to attend that meeting, so you may wish to reconsider that particular date.
• Your request for three months' leave beginning September 8 has been approved on one condition: that you send us a photograph of the twins as soon as possible after they arrive! Please get together with John sometime this week to discuss the details, and fill out the appropriate forms.

Key Phrases for Step 1

• a leave of absence
• am pleased to inform you that
• as soon as possible
• be sure to speak to
• because of your exemplary service record
• before we decide on the date
• discuss the details with
• fill out the appropriate forms
• happy that you have this opportunity
• has been approved
• have a meeting on
• help with any other arrangements
• may not wish to miss the
• need the finalize the dates
• to maintain your benefits
• unpaid leave will begin on
• will be happy to grant
• will need to cover the costs of
• will fill in for you
• would appreciate your
• your training your replacement
• your request for

2 If desired, add a friendly comment.

Sample sentences for step 2.

• This is a well-earned opportunity.
• Jane says she doesn't know how her section will survive without you, but we all wish you a pleasant break.
• You mentioned you are planning to travel to the coast. We wish you the best of good weather.
• We were sorry to hear of your father's illness. This is a difficult time for your family and our best wishes go with you.
• We wish you and Eric a happy time at home with the new additions to your family, but we also look forward to your return.

Key Phrases for Step 2

• already looking forward to
• best wishes go with you
• enjoy this well-deserved
• enjoy your hard-earned
• hope all goes well
• hope you encounter good weather
• hope things work out well
• is a difficult time for you
• is a once-in-a-lifetime-opportunity
• is in the nature of a celebration
• look forward to
• thoughts will be with you
• to your return
• understand that this is
• were sorry to hear about
• will certainly miss you
• wish you much success
• wish you a happy time

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• How to Write a Leave Application Letter [+5 Letter Samples]

The need to write a leave application letter could arise for a number of reasons . So your son is ill and you need to stay home to take care of him. Would management even let you go? How do you get this drafted? It’s not like anybody is allowed to just travel right? 

The truth is, at some point during your employment, you may need to request a leave of absence. This could be for a variety of reasons ranging from personal or family health problems, the birth and/or adoption of a child, to rest from excessive job stress. It could also be the loss of a loved one or the pursuit of a hobby or a desire to travel. A leave of absence in your case is not a luxury, but a necessity.

What is a Leave Application Letter? 

A leave application letter is a letter written to apply for a leave of absence from the office for a certain period.

The concept of a leave application centers around a formal way of asking for a break/leave of absence from work for a specified time period.

A person writes leave application letter they’re unable to perform their duties for a stipulated period of time.

Types of Leave Applications 

• Sick Leave  

Sick leave is basically a leave of absence due to an illness. Sick leave is granted under a number of scenarios; for personal physical or mental illness, the care of a sick child, spouse, parent, or parent of a spouse, regular health checks, and/or to address the physical, psychological, and legal effects of domestic abuse. 

At the moment, there are no federal legal requirements for paid sick leave. For companies subject to the Family and Medical Leave Act (FMLA), the Act does require unpaid sick leave. The U.S. government ensures that federal employees get 13 paid sick days a year.

• Study Leave 

Study leave is basically a leave of absence from work granted in order to allow a person time to study or carry out research. In the case of a school pupil, it allows them to study at home, usually in order to prepare for examinations.

According to the labor laws in the US, Study Leave with or without pay is a matter for arrangement entirely between the employer and the employee. By law, the maximum length of study leave granted in the same employer’s service is two years. 

• Sabbatical 

By definition, a Sabbatical leave is a period in which a person does not report to his regular job but who remains employed with that company. Also commonly referred to as ‘career break’ or ‘adult gap year’, It is a period away from work, agreed with your employer.

The truth is, there are no laws that cover taking a career break or sabbatical; as such employees have no statutory right to take leave. A sabbatical will in most cases be an authorized, unpaid leave of absence.

• Maternity/Paternity Leave

Maternity leave is basically a period of absence from work that is granted to a mother before and after the birth of her child. The US government doesn’t guarantee for paid maternity leave, employers may, however, provide paid leave if they choose. If you have worked at a company for at least a year, you are entitled by federal law to take up to 12 weeks of unpaid maternity leave.

Paternity leave is a period of time that the father of a new baby is allowed away from work. Usually, a company provides up to eight weeks of paid paternity leave. When a man takes time off because his partner is having a baby, adopting a child or having a baby through a surrogacy arrangement he might be eligible for: 1 or 2 weeks’ paid paternity leave, paternity pay and/or shared parental leave and pay.

• Vacation/Holiday Request Letter 

Vacation leave is ideally available to all eligible employees for the purpose of rest, relaxation, and to attend to personal affairs. It is strikingly similar to annual leave which is paid time off work granted by employers to employees. Although not stipulated by law, many employers nonetheless offer paid vacation, typically around 10 workdays, to attract employees.

• Emergency Leave Application 

Emergency leave is necessary to cater to unforeseen circumstances such as the death of a loved one/family member. A funeral leave, which is leave of absence with pay, must not exceed three days and can be granted for absence from work. You qualify for an emergency leave if; there is a verified death, a life-threatening condition due to an accident, illness, or major surgery, or to visit a terminally ill person in the immediate family.

5 Top Leave Letter Format

Sick leave letter format.

The Manager,

(Insert company name)

Subject: Leave Application due (Insert illness)

Dear Sir/ma’am,

Respectfully, it is to inform you that I am suffering from (Xyz’s illness). I am an employee of your firm for the past (x years). I recently have been diagnosed with a (insert illness). Due to this sudden illness, it would not be possible for me to make an appearance at the office for a month. 

This critical condition has deteriorated my health a lot. I cannot eat properly and have a really bad body rash. It is impossible for me to concentrate on anything. I can attest to have been a dedicated employee and did not take any additional leave from work ever. 

The employee regularity record would serve as evidence of this claim. I would be able to come back after my complete recovery and serve your firm again with the same vigilant and attentive inclination. I hope you take my plea into consideration and allow me a leave of absence for a month. I shall remain indebted to you for this kindness.

Yours Truly,

(Insert name),

(Insert date)

Study Leave Letter Sample

The Manager (Authority name),

Institute Name…

Institute Address…

Sub: Leave Application for Further Study

Dear Sir/Ma’am,

The Higher Education Commission, (Country name) has recently offered a free six-month study program (Another country name) for the candidates fulfilling the criteria. For government and private servants, it is a prerequisite to get approval from the relevant authority. 

Sir/Ma’am, I fulfill the criteria of this study program. I believe it is a once in a lifetime opportunity for me to fulfill my dream of studying abroad.

I am committed to continuing my services to the department after receiving higher education in (Country name). I shall be indebted to you for approving my leave application for the study program.

Thanking you in anticipation.

Yours faithfully,

Job Designation…

Contact no…

Sabbatical Leave Letter Sample

Dear [Recipient Name],

My name is [insert name] and I have been working in the ICT department for the past decade. I have recently found myself stuck in a loop, doing the same things over and over again. My learning process stopped and I haven’t improved for a while now.

Feeling the need for self-development, I would like to request for an extended leave, sabbatical, in order to continue my studies and earn another degree. 

I am committed to [company name] and I am happy to work here. I am planning to resume my work at [company name] once I earn my degree, by then, I will be more knowledgeable, motivated, experienced, and more committed.

I do believe that this move is beneficial for both me and the organization. I plan to enroll in late September. The program will take no longer than nine months, so I should be back by May. I have briefed the head of the department and he assured me that coverage is available and that workflow will not be affected much.

I kindly ask you to consider my request and I am hopeful that will approve it. Attached to this letter are the program acceptance letter and other related documents for your reference.

Thank you very much.

Best Regards

(Insert name)

Maternity Leave Application Letter

Subject: Application for Maternity Leave

Dear Mr./Mrs. {Recipient’s Name},

I write to inform you of my intention to take the allotted {Number of weeks} of maternity leave available to me. I hope to start my maternity leave on {Starting date} and return to the office by {Tentative joining date}, barring any unforeseen issues regarding my pregnancy and delivery arise.

If my plans change for any reason, I will let you know as soon as possible. A letter from my doctor confirming the relevant details have been attached to this letter.

Please do well to contact me if you need any additional information.

Yours Sincerely,

{Your Name}

Annual Vacation Request Letter  

Subject: Annual Leave Application

Dear Mr./Ms. {Recipient’s Name},

I write to inform you that I will be traveling with my family for a period of one month, between {start date} and {end date}. Due to the fact that my entire quota of annual leave sanctioned by the company is pending, I request you to adjust my leaves accordingly.

Following my earlier discussion with my team lead, I have requested my colleague, Mr./ Ms. {enter name} to take over my project while I am on leave. I have already handed over all material regarding the project to him/ her, and expect there to be no exigencies in my absence.

Due to the nature of my travel plans, I may not be available to take phone calls. I request you to address any urgent work-related matters to my email address {enter email ID}.

I will be grateful for a positive reply to my leave request.

Thanks and regards,

How Employers & HRs Can Receive Leave Application Requests

With online forms, Formplus provides a flexible way to store your received data in the cloud storage of choice. You also have the option to opt-out of storing your data on our servers

With unlimited file uploads , users can submit online forms without any restriction to the size or number of files that can be uploaded, Formplus is a great tool to manage employee data. 

Form analytics and reports also give you an insight into an overview of the data submitted to your form.

 Top Leave Application Template for HR and Employers

• Maternity Leave Application Form 

This online maternity leave application form is for a pregnant employee intending to apply for maternity leave as the delivery period nears. This request will help you plan ahead and help solve challenges that may arrive as a result of an employee leave which might be up to 6 months, depending on the labor laws in your country. 

• Paternity Leave Application 

Form Formplus’ online paternity leave application form allows your employees to apply for paternity leave when expecting a baby. That is if the labor laws grant prospective Fathers paternity leave when expecting a child with their partners.

• Sick Leave Form

This sickness notification form template allows your employees to formally notify you of their illness and unavailability to work. With this form, you can track all sick notifications from employees.

• Travel Request Form 

With the online travel request form template, you can let your prospective customers, employees or ward request for a travel package for business trips, holidays, honeymoons, pilgrimage, etc. This travel request template is perfect for travel agencies, employers and tour consultants.

On the whole, a leave application letter should contain a valid reason for your leave application, which should convince the employer and make him grant you leave. 

If you are having a reasonable enough claim for leave application then your request will not be declined without any justification, particularly, when it is due to some personal reasons, could be an illness, urgent piece of work or for visiting sick parents, etc

Most importantly, the leave application should not sound friendly or casual; rather it must be formal and professionally-written.

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• Career Planning
• Leaving a Job

Formal Leave of Absence Letter Example

• How to Request a Leave From Work
• Dos and Don’ts for Requesting a Leave

What to Include in Your Formal Letter

Leave of absence request template, leave of absence request email example, frequently asked questions (faqs).

Do you need to take a leave of absence from work? If so, it’s important to put your request in writing, both for documentation purposes and to make it easier for your manager to understand what you're requesting.

How to request a leave of absence depends on your position and company policy. Some companies have formal policies in place for employees to request a leave of absence from their jobs. Others accept informal requests. Your employer may have a form you need to complete to request a leave of absence, or you may be required to write a letter documenting your request.

Here's information on how to request a leave of absence, examples of written and email requests for a leave of absence, and tips on what to include when you ask for a leave from work.

Key Takeaways

• Employers are obligated to provide leave for family, medical, or religious reasons, as required by law.
• Other leave benefits are voluntary; they must be agreed upon by an employee and an employer.
• Before you apply for leave, check your employer's policies and procedures for requesting leave.
• It can be helpful to outline your request in writing for your manager to review, as well as to schedule a meeting to clarify policies regarding leave from work.

How to Request a Leave of Absence From Work

Many companies offer leave benefits to employees. However, not all leave benefits are mandated by law. Employers are required to provide some leave. Others are voluntary incentives provided by an employer. Voluntary leave benefits are typically an agreement between an employee and an employer or between an employer and an employee's representative, such as a labor union.

The typical process for requesting a formal  leave of absence  from work is to discuss your situation with your manager or human resources department and learn the process for requesting leave. Your employer will explain what leave is available, the eligibility requirements for leave, and the procedures for requesting leave. You may be required to meet with a manager to review your request and the information you'll need to provide.

It can be helpful to write a letter (or, more typically, an email) to your direct supervisor requesting a meeting to discuss whether, and how, you should apply for a leave of absence.

In this letter, you should include the following:

• Your  reason for needing a leave of absence  (such as the birth or adoption of a child, personal or family health issues, loss of a loved one, or relief from excessive job stress)
• The things you are willing to do to help prepare for your absence (examples: training your replacement, writing a detailed handbook of your daily work processes, or offering to remain available to answer any questions during your absence)
• The anticipated dates of departure and return to work
• A request for your supervisor’s assistance in helping you negotiate the leave of absence process with senior management or your human resources department

Once you have attended this meeting with your supervisor, follow up on the conversation with a written request for a leave of absence. This will be added to your personnel file to initiate the formal leave-of-absence process and provide documentation, if required, prior to the approval of your leave.

The Balance

Dos and Don’ts for Requesting a Leave of Absence

It’s important to ask for your leave in the best possible way. The following guidelines will help you write a request that’s effective, professional, and considerate.

Give as much notice as possible.  It takes time to arrange cover for your role. The more notice you can provide, the easier it will be for the company to accommodate your request.

Speak to your direct supervisor first. Outline your request in writing after the conversation, and make sure to complete the leave request paperwork. 

Know your rights. The Family and Medical Leave Act entitles many employees to unpaid leave to deal with medical conditions and family needs, such as the birth or adoption of a child or emergencies related to a family member’s active military service. Eligible employees who work for companies comprising 50 or more employees are entitled to 12 working weeks of unpaid leave during a 12-month period. Find out whether you’re covered before requesting leave.

Your state may also have family and medical leave laws that provide for employee absences from work. Check with your state labor department for information on programs in your location.

When requesting a formal leave of absence, your letter should include the following:

• Request for a leave of absence
• The dates you expect to be away from work
• The date you plan to return to work
• An offer to provide assistance, if feasible
• Thanks for considering your request

This leave of absence example template is for a formal request for a leave of absence from work, following a discussion with the employee’s supervisor.

Your Name Your Address Your City, State Zip Code Your Phone Number

Supervisor’s Name Title Organization Address City, State Zip Code

Dear Mr./Ms. [Last Name],

This letter is a formal request for a leave of absence, to follow up on our meeting yesterday. As we discussed, I would like to request a leave of absence from [Date] through [Date].

I will return to work on [Date].

Please let me know whether you require any further information or have any questions.

Thank you very much for your consideration in affording me this opportunity for personal leave.

Your Signature (hard copy letter)

Your Typed Name

Here's an example of an email message requesting a leave of absence.

Subject: Leave of Absence - John Dooley

Dear Jennifer,

As we discussed yesterday, I would like to request a formal leave of absence from my job for family reasons. I plan to be away from November 2, 2024, to December 30, 2024, returning to work on January 3, 2025.

If approved, I would be glad to help with a plan to cover my workload in my absence. I would also be available to answer questions and provide assistance while I am on leave.

Please let me know whether you require any additional information. Thank you very much for your consideration of my request.

Are employers required to give employees paid leave from work?

Federal law does not require employers to pay employees for time not worked, such as personal leave, vacations, sick leave, or holidays. Some states mandate paid family, sick, parental, and school leave. Check with your state department of labor for details.

What is the best way to request a leave from work?

Your company may have a policy in place for requesting leave from work that specifies circumstances where leave may be granted and how much time employees are entitled to take as leave. Check your employee handbook or talk to your manager for details. If a policy is in place, be sure to adhere to those guidelines for requesting a leave of absence.

National Conference of State Legislatures. " State Family and Medical Leave Laws ."

U.S. Equal Employment Opportunity Commission. " Leave Policy Tips ."

Department of Labor. " Leave Benefits ."

Department of Labor. " Family and Medical Leave (FMLA) ."

National Conference of State Legislatures. " Paid Family Leave Resources ."

U.S. Department of Labor. " Personal Leave ."

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Leave of Absence Approval Letter (Non-FMLA and Non-Military)

[Employee name]

[Street address]

[City, State, Zip Code]

Dear [Employee name]:

On [date], you notified us of your need to take a leave of absence beginning on [beginning date] until [ending date] due to:

• The birth of a child, or the placement of a child with you for adoption or foster care.
• A serious health condition that makes you unable to perform the essential functions of your job.
• A serious health condition affecting your (spouse/child/parent), for which you are needed to provide care.
• Other ___________________________________________________________

At this time, you are not eligible for leave under federal or state leave laws. However, you have met eligibility requirements for an unpaid personal leave of absence.  

Your request for a personal leave of absence from [beginning date] until [ending date] has been approved.

You [will/will not] be required to use any accrued paid leave prior to taking unpaid leave.

[Company Name] will continue to pay its portion of the cost of your benefits, including health, dental, life and disability insurance benefits, while you are on this leave of absence. You must continue to pay your portion of the benefits, which may be made by payroll deductions (when applicable) or by check or money order submitted to the HR department each pay period. [Set forth dates, e.g., the 10th of each month or the pay periods that specifically cover the agreement with the employee.] If you fail to pay your portion of the benefits for more than 30 days, you and your beneficiaries' coverage(s) will be terminated, and you will be offered COBRA to continue benefits, excluding life and disability insurance.

Benefits such as vacation, sick, personal days and holidays will not accrue while you are on a leave of absence.

While on leave, you [will/will not] be required to furnish us with periodic reports every [indicate interval of periodic reports, as appropriate for the particular leave situation] of your status and intent to return to work. If the circumstances of your leave change and you are able to return to work earlier than the date indicated, you [will/will not] be required to notify us at least three work days prior to the date you intend to report to work. 

If you are unable to return by the end of your leave, you must request an extension of the leave, in writing, five days prior to the leave expiration date. If [Company Name] does not extend the leave, you must return to work on the originally scheduled return date or be considered to have voluntarily resigned from your position. Extensions of leave will only be considered on a case-by-case basis.

If you are on a leave of absence due to medical reasons, you must submit a physician's statement releasing you back to work on or prior to your date of return. 

Upon the expiration of the leave, you may be returned to your former position, if available. If the position is not available, you may be offered another available position for which you are qualified. If no position is available when you are able to return to work, you will be terminated and may apply for the next available position. 

Failure to return to work upon the expiration of the leave of absence or refusing an offer of reinstatement for which you are qualified will be considered a voluntary resignation of employment.

If you have any questions, please contact me at [phone number].

[HR Representative's name and signature]

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Leave Application Letter for Office: Format, Samples, Templates

Home Blog others Leave Application Letter for Office: Format, Samples, Templates

A leave application is something everyone has been taught to write since school days. But what I have seen is that many individuals have several doubts swirling around when they actually sit down to write one. Being an employee of a private firm for many years, I have witnessed the same issue in the work scenario, too. Moreover, I feel that the leave application for office must be written in a convincing, engaging, yet formal manner.

For me, the application of leave in office acts as an official statement to let the manager know that I am planning to take a leave from work. Now, do you know the leave application format for office? If not, let me help you learn the process of drafting such a document. I also recommend taking the KnowledgeHut Professional training for further help with such workplace communication.

Why Should You Submit an Office Leave Application?

Submitting a leave application for office informs your manager or team lead about your absence from the workplace. Remaining off work without the knowledge of the management may reflect an unprofessional attitude on your side. I think it also creates a difficult situation for your respective team and may hamper the progress of some of your ongoing projects.

Hence, I think it’s a good idea to draft a leave application letter for the office beforehand. You can even send the application on the day when you won’t be able to attend the office because of a personal matter or other unavoidable circumstances.

Types of Leave Application

A leave application for office can be of various types depending on how they accommodate different situations. I have curated the common leave application types for your reference below:

• Maternity Leave Application:  A time off given to new mothers to care for their newborn or newly adopted child.
• Annual Leave Application:  A planned time off that can be accrued over a particular year.
• Sick Leave Application:  An application granted for medical appointments or health-related issues.
• Vacation Leave Application:  This time off is similar to the annual leave application and can be used for relaxation and travel purposes.
• Casual Leave Application:  A short or unplanned leave granted to employees for unforeseen or incidental reasons.
• Emergency Leave Application:  A compassionate or urgent time off granted to address sudden or unforeseen family and personal emergencies.
• Half-day Leave Application:  A type of   leave application for an office that grants the employee permission to be absent from work for half of the usual working hours in a day.

What to Include in an Office Leave Application Letter/Email?

Learning how to write a leave application begins with knowing the content that you must include in your letter or email. Therefore, what follows is my list of points that should definitely be included in your leave application for office.

• Salutation:  Such an approach will usually include the name of an addressee whose name is written in your notice of leave.
• Subject:  This section of the leave application should include the cause behind your request for leave and the date you filed for it.
• Reason for Leave: I advise that you put across the necessary details so that your application for a leave grant while transiting from office receives the attention it deserves.
• Work Plan: To assure peace of mind to customers, talk about your colleague who will look after all responsibilities when you are not there.
• Closing Sentence: Give thanks to the said individual.
• Name:  State your correct name.
• Designation:  Tell about your exact job function in the company.
• Date:  Cite the present date.

Leave Application Format for Employee

Let me show you a leave letter format for the office that will help you draft future applications with ease.

To: [Manager’s Name]

From: [Your Name]

Date: [Current Date]

Subject: Leave application for [your reason and date]

Dear [Manager’s Name],

I am writing to request a leave of absence for (number of days) from (start date) to (end-date). The reason for my leave is (your valid reason for leave).

I have completed all the urgent tasks and delegated the remaining tasks to (your colleague’s name). I am confident that my absence will not have any negative impact on our team’s work.

I will be available by email or phone during my leave if needed. I will also make sure to check my work email regularly.

I appreciate your consideration.

[Your name and designation]

How to Write a Leave Application Letter for Office

Following the correct leave application format for employees is important for you to be granted leave from your workplace. That is why I have curated a step-by-step guide for you to learn how to draft a leave application for office.

1. Use the Company Letterhead:  Use an official letterhead for your leave application if your company has one. It will help add a professional touch to your leave application for office for personal reasons or any other reason. Include your company name, address, and contact information as given on the letterhead.

2. Include the Date:  Write the current date you submitted the leave application at the top left or right corner. I advise you to use the DD/MM/YYYY format.

3. Add Your Name, Designation, and Employee ID:  Mention your full name along with your position or designation in the company and employee ID, if applicable.

4. Address the Recipient:  Your leave application for office should be addressed directly to your HR department head or reporting manager as specified by company policy. Try to use formal titles like Sir or Ma’am.

5. Subject Line:  Include a subject line that briefly states your leave request.

6. Content:  I suggest you clarify the reason and time period for the leave in the paragraph. Along with that, make sure you clearly explain the reason for your absence. According to the company policy, you will need to give enough time for your planned leave to the concerned authority.

7. Polite and Formal Tone:  Maintain a formal and courteous communication style at all times throughout the leave application. Strictly avoid making unreasonable demands.

8. Express Gratitude:  Finally, end by thanking the approval authority for taking the time to review your leave application.

9. Signature:  Wrap up the leave application with your full name and signature.

10. Proofread:  Double-check the leave application for any grammatical, factual, or spelling errors before submission.

Sample Leave Applications For Office

A sample leave letter format for office can help you draft your future applications without making any errors. Let me walk you through some of these sample leave applications for the office.

1. Sample Leave Application for Office for Personal Reason

The following sample leave application will help you learn how to cite personal reasons for your absence.

Subject: Application for Personal Leave

Dear {Recipient’s Name},

I have an important personal matter to attend to due to which I will not be able to come to the office from {start date} to {end date}.

I have transferred all my tasks to {person’s name} and have asked them to call me for any help during my absence.

Kindly consider my leave application for approval and oblige.

Yours Sincerely,  {Your Name}

2. Sample Leave Application for Marriage

The leave application for marriage is different from other leave applications for office, as shown below.

Subject: Leave for Marriage Ceremony

Dear Sir/Ma’am,

I am pleased to announce that I will be getting married on {Date}. So, I request you to grant me leave from {Date} to {Date} for my marriage function.

I have already started to work towards completing my task before the date.

Looking forward to receiving a positive response from you soon.

{Signature}

3. Maternity Leave Application Sample

Here is a leave letter for office samples for those who want maternity leave.

Subject: Application for Maternity Leave

I am writing to inform you about my decision to take the allotted {Number of weeks} of maternity leave available to me. I plan to start my leave on {Starting date} and return to the office by {joining date}.

I will let you know as soon as possible if my plans change for any reason. I have attached the physician’s letter to confirm the relevant details.

4. Annual Leave Application

Here is a sample of an annual leave mail in the office   for your reference.

Subject: Annual Leave Application

I will be traveling with my family for one month between {start date} and {end date}.

As per my prior discussion with my team lead, I have requested my colleague {enter name} to take over my project while I am on leave.

I may not be available to take calls because of the nature of my travel plans. Please address any urgent work matters to my email address {email ID}.

I await a positive reply to my leave request.

Thank you and regards,  {Your Name}

5. Sick Leave Application

Here is a sample sick leave application for the office for your reference.

Subject: Sick Leave Request for One Day

Dear [Supervisor/Manager’s Name],

I regret to inform you that I will not be able to visit the office tomorrow, [date], due to my health condition. I have visited the doctor and therefore will have to take the day to relax and recover. Therefore, I would like to request one day of sick leave.

I will be available via email for all urgent work matters.

Wishing you and the team a productive day in my absence.

Kind regards,

[Your Name]

6. Vacation Leave Application

Here is a vacation leave letter example for office.

Subject: Vacation Leave Application

Dear Mr./Ms. {Recipient’s Name},

I am writing this application to request a leave of absence from {start date} to {end date}. My family and I are taking a vacation to Manali as this period marks the summer vacation for my children. I want to take part of my allotted paid leave in this regard.

In the meanwhile, my teammate, {enter name}, has been authorized to take up any pressing matters in terms of my job duties.

I look forward to your approval.

Sincerely,  {Your Name}

7. Casual Leave Application

Subject: Casual Leave Application

Dear Mr./Mrs. {Recipient’s Name},

I request a leave of {X days} from {start date} to {end date} since I have to attend to a medical emergency of a close relative. As the relative is situated in Uttrakhand, I must be away for {X days}.

I shall be reachable during the period mentioned in my email. My person in charge, {person’s name}, will be handling my tasks in my absence.

I will be thankful if you consider my application at the earliest.

8. Emergency Leave Application

Here is how you can write a leave letter for an emergency.

Sub: Emergency Leave Letter

I have to tend to a personal matter in my hometown because of which I will not be able to come to the office until {date}.

I have informed my colleagues about my leave and have briefed everyone on the project we are working on. You may contact me on (Your mobile number) if you need me with any urgent information.

Please grant me a leave for three days and oblige.

{Your Name}

9. Leave Application for Half-day Sample

Here is a sample leave application for the office for a half day.

Subject: Request for Half-Day Leave on [Date]

Dear [Supervisor Name],

This is to inform you that I am applying for a half-day leave on [Date], [Morning/Afternoon]. I need to [briefly state the reason for leave].

I have completed all urgent tasks and informed [colleague name] about my absence. They have agreed to cover the pending tasks for me.

I will be available via email or phone throughout the day for urgent matters.

Thank you for your understanding and consideration.

Leave Application for Office: Template

I have attached a sample   leave application for the office template for your reference. You can also download it instantly.

Tips for Writing Office Leave Application Letters

I have also curated some tips that you can use while drafting an application for medical leave in the office or for other reasons.

• Use a formal tone and professional format to write the leave application for the office.
• Provide all relevant details, including the purpose of your leave and the duration of absence.
• Send your leave application in time.
• Let the management know about your work status, too.
• Attach supporting documents if needed.
• Follow up with the manager or supervisor if they have not responded to your application yet.

Writing a leave application for the office will be an easy task for you once you have read this guide. I have included the formats for all application types, including a one-day leave application for the office, for your reference. Moreover, you must also follow all the tips and guidelines to ensure your application is in the correct format and tone.

You can learn more about such leave applications and how to draft them through free online courses from KnowledgeHut. These courses will enable you to learn more about effective communication in the workplace and enhance your skills for career advancement.

Frequently Asked Questions (FAQs)

You can apply for a casual leave application for the office if you want to attend a function. Make sure to follow the correct format and inform your manager about your planned absence. This will enable you to get approval instantly.

Several leave types are available for employees, including maternity, annual, half-day, casual, vacation, and sick leave. Familiarizing yourself with their respective formats is essential to ensure you submit the correct application.

Your application should encompass several required elements. The three simple ones are the subject line, the date, the reason for your leave, and the name of the person to whom you have transferred your work.

List down the factors that your manager can incorporate in canceling your absence request for the office. If your manager’s explanations are not convincing enough and you need a leave, you can discuss the matter with your HR department, which may be escalated to the seniors if required.

Yes, your leave remains cancelable even after it is approved. All you have to do is prepare a new document stating the new dates or your reasons for changing your leave. You may also want to bring the matter to your HR and proceed with the application without any problem.

Abhresh Sugandhi

Abhresh is specialized as a corporate trainer, He has a decade of experience in technical training blended with virtual webinars and instructor-led session created courses, tutorials, and articles for organizations. He is also the founder of Nikasio.com, which offers multiple services in technical training, project consulting, content development, etc.

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12 Leave Letters For Work (With Examples)

When you need time away from work for any reason, you will need to provide your employer with a formal leave letter. A leave letter informs your employer of your absence from work and provides details of your expected return. Depending on your particular situation, you may need to write an annual leave letter, a maternity leave letter, a paternity leave letter, a sick leave letter, or a study leave letter. Whatever your reasons for needing time away from work, it is important to know how to write a leave letter that is professional, clear, and concise. In this article, we will provide you with templates and examples of different kinds of leave letters to help you get started.

Leave letter for being unwell

Dear [Name of manager],

I am writing to inform you that I am unwell and will need to take a day off from work. I am feeling very weak and have been experiencing mild fever and body ache. I am not in a position to come to work today, and I apologize for the inconvenience this may cause.

I am taking the necessary precautions as suggested by my doctor and will be back to work in full health as soon as possible.

[Optional] I have also requested my doctor to provide a sick note for the same, which I will submit to you as soon as I receive it.

Thank you for your understanding.

Sincerely, [Your Name]

Leave letter for a family event

I am writing to request a day off from work on [date]. I am planning to use this day to attend a family event that has been planned for some time. It is very important to me to take part in this event and I am confident that I am able to make up the hours missed by working additional hours over the next week.

I am aware of the workload that needs to be completed and I am confident that my absence will not negatively affect the progress of our projects.

[Optional] I am also aware that I must provide proof of the event, and so I am including a copy of the invitation.

Thank you for considering my request. I am looking forward to hearing from you.

Leave letter for a doctor’s appointment

I am writing to request a day off from work on [date]. I have scheduled a doctor’s appointment for a medical issue that I have been having for some time. It’s necessary that I now visit the doctor to have it looked at.

I am confident that I can make up the hours missed by working additional hours over the next week. I am also aware of the workload that needs to be completed and I am confident that my absence will not negatively affect the progress of our projects.

Letter Letter for attending a volunteer event

I am writing to request a day off from work on [date]. I am planning to use this day to take part in a [volunteer event]. I feel it is important to give back to the community and I believe that this event will be a great opportunity to do so.

Leave letter for a surgery

Dear [Name of Manager],

I am writing to inform you that I am requesting a leave of absence from work for the next two weeks. I am having surgery for a medical condition and need to take the necessary time to recover.

I am hoping to return to work by [date]. Thank you for your understanding, and I apologize for any inconvenience this may cause. Sincerely, [Your Name]

Leave letter for a family trip

Dear [Name of Manager], I am writing to inform you that I am requesting a leave of absence from work for the next two weeks. I am going on a family trip to [location] and need to attend. I will to return to work by [date].

Thank you for your understanding, and I apologize for any inconvenience this may cause.

Leave letter to complete a professional course

I am writing to inform you that I am requesting a leave of absence from work for the next two weeks. I am taking a course to further my professional development and need to attend the classes. I am hoping to return to work by [date].

Thank you for your understanding, and I apologize for any inconvenience this may cause. I am confident that the course will help me do better at my role once I’m back.

Leave letter for a vacation

I am writing to inform you that I am requesting a leave of absence from work for the next two weeks. I am taking a much needed vacation and need to take the time to relax and rejuvenate.

I will return to work by [date]. Thank you for your understanding, and I apologize for any inconvenience this may cause. Sincerely, [Your Name]

Leave letter for the death of a relative

I am writing to inform you that I am requesting a leave of absence from work for the next two weeks. I am attending a funeral for a relative and need to travel out of town to attend.

I am hoping to return to work by [date]. Thank you for your understanding, and I apologize for any inconvenience this may cause.

Leave letter for visiting a government office

I am writing to inform you that I will need to take a day off from work on [date] in order to visit a government office. The purpose of my visit is to [explain details of why you need to visit the government office]. I understand that this leave is short notice and apologize for any inconvenience.

I will try to be available on phone while I’m away.

Thank you for your understanding and support.

Leave letter for maternity leave

I am writing to inform you that I will be taking maternity leave from [start date] to [end date].

I have been with the company for [length of time] and I am excited to start this new chapter of my life as a mother. I am grateful to be able to take this time off to spend with my new baby and family. I am confident that I will be able to return to work on [end date] and I am committed to providing the same high quality of work that I always have.

My team will be in good hands while I am away and I will be available to answer any questions via email or telephone. I am looking forward to coming back to work and continuing to contribute to the success of the company.

Sincerely, [Your name]

Leave letter for paternity leave

I am writing to inform you of my intention to take paternity leave from [start date] to [end date].

I am expecting a child and am looking forward to welcoming my new addition to the family. I am grateful for the paternity leave policy that the company offers, and I am taking advantage of it to spend time with my family.

I am confident that all of my work will be completed before I leave, and I will remain available to answer any questions that may arise. I am happy to provide more information or provide assistance with any tasks that may be needed while I’m away.

Leave letter for the death of a pet

I am writing to inform you that I will be taking a few days of leave from work to grieve the death of my pet, [name of pet]. I was very attached to [name of pet], and I need some time to process and come to terms with her passing.

I hope you can understand the importance of this time for me and that you can grant me this leave.

Leave letter to take care of a sick family member

Dear [name of manager],

I am writing to inform you that I need to take a leave of absence from work in order to take care of my [relation]. My [relation] has recently been diagnosed with [illness], and I need to take some time away from work to provide them with care and support.

I understand that this may cause some disruption for the team, and I apologize for any inconvenience this may cause. I am hoping to return to work by [date].

However, this may be subject to change depending on the situation. I will keep you updated on any changes and provide any information that you may need. Thank you for your understanding.

• Personal Letters /
• Leave of Absence

Leave of Absence Letter Samples

Email Delivery

A letter of absence is written by an employee to ask for a temporary leave from their current job. Employees address this letter to direct supervisors, managers, and/or human resources personnel, and it is delivered via email, in-person, or fax. This letter provides documentation to the employee and the company about the time off, and it communicates all necessary information to the involved parties. Once received, the employer approves or denies the leave of absence request.

How to Write a Leave of Absence Letter

Although there is no single correct way to write a leave of absence letter, the letter must be professional, informative, and timely. It should include the current date, the request for leave, the beginning and end dates of the leave period, and any plans for preparation or coverage during the employee’s absence.

Employers or corporations can require the employee to provide a reason for the leave of absence. For instance, if the worker applies for the Family Medical Leave Act, they must include a statement determining their eligibility.

However, in general, the employee does not need to go into full detail about their situation. Instead, they can use discretion when writing the letter. In this case, statements such as “attending to family issues” or “having a medical procedure” provide sufficient reasoning.

Simple Leave of Absence Letters

Understanding the Family Medical Leave Act

The Family Medical Leave Act (FMLA) is a law created by the federal government to allow employees to take temporary, unpaid time off. It enables the worker to take temporary leave (up to twelve (12) months). The law’s primary purpose is to guarantee that the employee can resume their position in the company after they take time off. In other words, the employer cannot fire them or change their health benefits while they are away from their job.

An employee is eligible for FMLA if they:

• Give birth or care for a newborn child; or
• Adopt or receive a foster care child;
• Care for an immediate family member (i.e., spouse, parent, child) with a serious health condition; or
• Are unable to work due to a severe medical illness or condition; AND
• Have worked for a covered employer for at least 12 months, with at least 1,250 hours of work before leaving.

An employer has coverage (and thereby can offer FMLA to its employees) if they:

• Are in the private sector and employ 50 or more employees for 20 or more workweeks in the preceding calendar year; or
• Are a public agency (i.e., local, state, or federal government), regardless of the number of employees; or
• Are a public or private elementary or secondary school, regardless of the number of employees.

Leave of Absence Letter Examples

How to Request a Leave from Work

When requesting a leave of absence from work, refer to the company’s policy. Understand if the employer has FMLA coverage and/or the criteria that the employee needs to meet to take time off. If the company has a human resources department, discuss the leave with staff and ask relevant questions.

As soon as the employee takes the initial steps, they should submit a formal leave of absence. Once the worker sends the official document, the company accepts or rejects the request. Each letter remains on file with the employee, even if the employer does not approve the application. It serves as a record and, if accepted, provides guidelines and/or information about the agreement between both parties.

Employees should request leave as soon they can to notify the company properly. However, an individual cannot always predict significant life events. If sudden changes arise that require short- or long-term leave, the worker should give the employer as much notice as possible.

Leave of Absence Approval Letters

Key Takeaways

Sometimes life events can interfere with an individual’s job – that is normal and often expected. Requesting a formal leave of absence demonstrates self-responsibility, professionalism, and consideration for colleagues. In addition, it communicates necessary information and plans for leaving to the relevant staff.

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Leave Approval Letter

• Published by Jobzilla

A leave approval letter is one that is written by a company or employer to an employee who has requested for leave. The letter informs the employee about the approval of his/her leave. This is usually considered to be an act of empathy on the employer’s part as he has understood the situation that his employee is facing and therefore has accepted his leave of absence from office for a stipulated period of time. Find below, sample leave of absence approval letters:  

Leave Approval Letter (Sample #1)

Leave approval letter (sample #2), similar templates, popular templates.

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Study Leave Application Letter

Dear [Manager/Supervisor],

I am writing to request study leave to enable me to attend a [insert course name] course that will run from [insert start date] to [insert end date]. I believe this course will greatly benefit me in my current role, and the knowledge and skills gained will be invaluable to both myself and the company.

I have already spoken to my colleagues about the course, and they have agreed to cover my duties while I am away. I have also spoken to the course provider and confirmed my place on the course. I will ensure that all my work is up to date before I leave, and I will be available to answer any queries that may arise while I am away.

I understand that my absence may cause some inconvenience, but I hope you will see the value in allowing me to attend this course. I am happy to discuss any concerns you may have and can be reached at [insert contact details].

Thank you for your consideration.

[Your Name]

Sample Study Leave Application Letter for Educational Purposes

Dear [Employer's Name],

I am writing to formally request a study leave for educational purposes. I am seeking the opportunity to [briefly explain the educational pursuit you plan to undertake, e.g., pursue a Master's degree in [Field of Study] at [University Name]]. This program aligns with my long-term career goals and would greatly enhance my contributions to the [Company Name] upon my return.

I have carefully reviewed the company's policies and believe that I meet the eligibility criteria for study leave as outlined in the employee handbook. I understand the responsibilities associated with this leave and am committed to fulfilling them to the best of my ability.

The anticipated start date of my educational program is [start date], and it is expected to conclude on [end date]. I plan to resume work on [date of return]. During my absence, I am committed to ensuring a smooth transition of my responsibilities. I will [briefly explain your plan for handing over your responsibilities, e.g., complete any pending projects, document processes, and provide necessary training to my colleagues].

I am also open to staying in touch with the team and making myself available for any urgent matters that may arise during my absence. I am confident that my temporary absence will be well-managed and will not unduly disrupt the operations of the company.

Furthermore, I am willing to discuss any additional conditions or requirements that the company may have in relation to this study leave. I am committed to maintaining open lines of communication and ensuring that this leave benefits both my personal development and the continued success of [Company Name].

I sincerely hope you will consider my request favorably. I am grateful for the support and opportunities that [Company Name] has provided me, and I am confident that the knowledge and skills I acquire during this educational pursuit will be of great benefit to the organization in the long run.

Thank you for considering my request. I look forward to discussing this further and addressing any questions or concerns you may have.

Yours sincerely,

This type of leave is granted to employees to pursue formal education, such as obtaining a degree, diploma, or certification. It may be full-time or part-time, depending on the employer's policies.

Study Leave Application Letter for Professional Development Purposes Template

I am writing to formally request a study leave for the purpose of professional development. I have identified an opportunity to attend [name of the workshop, seminar, or training program] hosted by [host organization] on [dates]. This program is directly related to my current role at [Company Name] and will provide valuable insights and skills that will enhance my contributions to the company.

Having reviewed the company's policies, I believe that I meet the eligibility criteria for study leave as outlined in the employee handbook. I understand the responsibilities associated with this leave and am committed to fulfilling them to the best of my ability.

I anticipate that my participation in this program will commence on [start date] and conclude on [end date]. I plan to return to work on [date of return]. During my absence, I am dedicated to ensuring a seamless transfer of my responsibilities. I will [briefly explain your plan for handing over your responsibilities, e.g., delegate tasks, provide documentation, and offer support to my colleagues].

I am also willing to remain accessible to the team and make myself available for any urgent matters that may arise during my absence. I am confident that my temporary leave will be well-managed and will not unduly disrupt the operations of the company.

Furthermore, I am open to discussing any additional conditions or requirements that the company may have in relation to this study leave. I am committed to maintaining open lines of communication and ensuring that this leave benefits both my professional growth and the continued success of [Company Name].

I sincerely hope you will consider my request favorably. I am grateful for the support and opportunities that [Company Name] has provided me, and I am confident that the knowledge and skills I acquire during this professional development opportunity will be of great benefit to the organization in the long run.

Professional development leaves are provided to employees to attend workshops, conferences, seminars, or training programs to enhance their skills and knowledge in their current role.

Example Study Leave Application Letter for Research Purposes

I am writing to formally request a study leave for the purpose of conducting research. I have been offered the opportunity to engage in a research project titled [Title of the Research Project] at [Research Institution/University] under the guidance of [Supervisor's Name]. This project aligns with both my professional interests and the strategic goals of [Company Name].

Having carefully reviewed the company's policies, I believe that I meet the eligibility criteria for study leave as outlined in the employee handbook. I understand the responsibilities associated with this leave and am committed to fulfilling them to the best of my ability.

The anticipated start date of my research project is [start date], and it is expected to conclude on [end date]. I plan to resume work on [date of return]. During my absence, I am dedicated to ensuring a seamless transfer of my responsibilities. I will [briefly explain your plan for handing over your responsibilities, e.g., delegate tasks, provide documentation, and offer support to my colleagues].

I sincerely hope you will consider my request favorably. I am grateful for the support and opportunities that [Company Name] has provided me, and I am confident that the knowledge and insights I gain from this research project will be of great benefit to the organization in the long run.

Research leave allows employees to focus on a specific research project, often related to their field of expertise or the organization's interests.

Sample Sabbatical Study Leave Application Letter

I am writing to formally request a sabbatical study leave to pursue a special project and further my professional development. After careful consideration, I have identified an opportunity to engage in a research project titled [Title of the Project] at [Research Institution/University] under the guidance of [Supervisor's Name]. This project holds significant promise for both my personal and professional growth, and I believe it will ultimately benefit the strategic objectives of [Company Name].

I have reviewed the company's policies regarding sabbatical leave and believe that I meet the eligibility criteria outlined in the employee handbook. I fully understand the responsibilities associated with this leave and am committed to fulfilling them to the best of my ability.

The anticipated start date of my sabbatical is [start date], and it is expected to conclude on [end date]. I plan to return to work on [date of return]. During my absence, I am dedicated to ensuring a smooth transition of my responsibilities. I will [briefly explain your plan for handing over your responsibilities, e.g., delegate tasks, provide documentation, and offer support to my colleagues].

Furthermore, I am open to discussing any additional conditions or requirements that the company may have in relation to this sabbatical leave. I am committed to maintaining open lines of communication and ensuring that this leave benefits both my personal development and the continued success of [Company Name].

I sincerely hope you will consider my request favorably. I am grateful for the support and opportunities that [Company Name] has provided me, and I am confident that the knowledge and experience I gain during this sabbatical will be of great benefit to the organization in the long run.

A sabbatical leave is an extended period of time (usually several months to a year) granted to employees for a specific purpose, such as conducting research, writing a book, or pursuing a special project.

Template for Parental Study Leave Application Letter

I am writing to formally request a parental study leave to balance my family responsibilities with my educational pursuits. After careful consideration, I have identified an opportunity to [briefly explain the educational pursuit you plan to undertake, e.g., pursue a [Degree/Diploma/Certification] in [Field of Study] at [Institution Name]]. This program aligns with my long-term career goals and would greatly enhance my contributions to the [Company Name] upon my return.

I have reviewed the company's policies regarding parental study leave and believe that I meet the eligibility criteria outlined in the employee handbook. I fully understand the responsibilities associated with this leave and am committed to fulfilling them to the best of my ability.

The anticipated start date of my educational program is [start date], and it is expected to conclude on [end date]. I plan to return to work on [date of return]. During my absence, I am dedicated to ensuring a smooth transition of my responsibilities. I will [briefly explain your plan for handing over your responsibilities, e.g., complete any pending projects, document processes, and provide necessary training to my colleagues].

Furthermore, I am open to discussing any additional conditions or requirements that the company may have in relation to this parental study leave. I am committed to maintaining open lines of communication and ensuring that this leave benefits both my personal development and the continued success of [Company Name].

Some employers offer special leave options for parents who want to pursue further education while balancing their family responsibilities.

Unpaid Study Leave Application Sample Letter

I am writing to request an unpaid study leave to pursue further education in [Field of Study]. After careful consideration, I believe that this educational opportunity will greatly enhance my skills and knowledge, ultimately benefiting both myself and [Company Name] in the long term.

I understand that [Company Name] may not offer paid study leave for this purpose. Therefore, I am willing to take an unpaid leave of absence for the duration of my studies. I am committed to returning to work on [date of return] and resuming my responsibilities promptly.

During my absence, I will ensure that all my pending tasks and responsibilities are completed or handed over to a designated colleague. I will also remain available for any urgent matters that may arise.

I am fully aware of the company's policies regarding unpaid leave, and I assure you that I will comply with all the necessary procedures, including providing advance notice and adhering to any requirements for requesting unpaid leave.

I believe that the knowledge and skills I gain during this period will ultimately contribute to my effectiveness and productivity upon my return to [Company Name]. I am grateful for your consideration of this request and value the support that [Company Name] has always provided for professional development opportunities.

In some cases, an employer may not provide paid leave for studying, but they may allow employees to take an extended period of unpaid leave to pursue their educational goals.

Study Leave Application Letter for Specialized Training Template

I am writing to formally request a study leave for the purpose of participating in specialized training that is directly relevant to my role at [Company Name]. After careful consideration, I have identified an opportunity to attend the [Name of Training Program] hosted by [Training Provider/Organization] on [dates]. This program focuses on [briefly explain the key areas or skills covered by the training] and will significantly enhance my effectiveness in my current position.

I have reviewed the company's policies regarding study leave and believe that I meet the eligibility criteria outlined in the employee handbook. I understand the responsibilities associated with this leave and am committed to fulfilling them to the best of my ability.

The anticipated start date of the training program is [start date], and it is expected to conclude on [end date]. I plan to return to work on [date of return]. During my absence, I am dedicated to ensuring a seamless transfer of my responsibilities. I will [briefly explain your plan for handing over your responsibilities, e.g., delegate tasks, provide documentation, and offer support to my colleagues].

I sincerely hope you will consider my request favorably. I am grateful for the support and opportunities that [Company Name] has provided me, and I am confident that the knowledge and skills I acquire during this specialized training will be of great benefit to the organization in the long run.

This type of leave is provided for employees to undertake specialized training programs or certifications that are directly relevant to their job roles.

Response to Study Leave Application Template

Dear [Employee's Name],

Subject: Response to Study Leave Application

I hope this message finds you well.

I am writing to acknowledge receipt of your study leave application dated [Date]. We appreciate your initiative in seeking opportunities for further education and professional development.

After careful consideration of your request, I am pleased to inform you that your study leave has been [approved / conditionally approved] for the duration mentioned in your application, starting from [Start Date] to [End Date]. We believe that this educational pursuit aligns with your current role and will contribute to your continued growth within the company.

Please be aware of the following conditions and expectations during your study leave:

[Any specific conditions or expectations outlined by the employer.]

[Instructions regarding responsibilities during your absence.]

[Any other relevant details or conditions.]

We trust that you will manage your responsibilities and commitments in a manner that reflects your dedication to both your education and your role within the company.

We look forward to your return on [Date of Return], and we are confident that the knowledge and skills gained during your study leave will greatly benefit the organization.

Once again, we commend your commitment to personal and professional growth. We wish you every success in your educational pursuits.

Should you have any questions or require further clarification, please do not hesitate to reach out.

Thank you for your understanding and cooperation.

Warm regards,

Study Leave Request Email Followup Template

I hope this message finds you well. I am writing to follow up on the study leave request I submitted on [Date]. I understand that you may have a busy schedule, and I wanted to ensure that you received and had an opportunity to review my request.

I am eager to plan accordingly and make any necessary preparations for my educational pursuits. If there are any additional details or documentation required from my end, please do not hesitate to let me know.

I greatly appreciate your consideration and support in this matter. Your guidance and approval will be instrumental in my pursuit of further education.

Thank you for your time, and I look forward to hearing from you at your earliest convenience.

Sample Leave Email for Exam

Dear [Supervisor's Name],

I hope this email finds you well. I am writing to request a leave of absence on [Date] to allow me to sit for an important exam related to my academic pursuits. The exam is scheduled for [Date and Time].

I have made all necessary arrangements to ensure that my responsibilities are covered during my absence. [You may include details about how you plan to delegate tasks or provide coverage.]

I understand the importance of my responsibilities at work and assure you that I will return promptly after the exam to resume my duties. I am committed to ensuring a smooth transition during my absence.

I would be grateful if you could consider and approve this leave request. I believe that this exam is a significant milestone in my academic journey, and your support in this matter would be greatly appreciated.

If you require any further information or have any questions, please feel free to reach out to me. I am happy to provide any additional details that may be needed.

Thank you for your understanding and consideration.

Sample Educational Leave of Absence Letter

I am writing to formally request a leave of absence for educational purposes. I have been given the opportunity to pursue further education in the field of [Field of Study] at [Institution Name]. The program is scheduled to commence on [Start Date] and will conclude on [End Date]. I plan to return to work on [Date of Return].

I am committed to ensuring a smooth transition of my responsibilities during my absence. I will [briefly explain your plan for handing over your responsibilities, e.g., delegate tasks, provide documentation, and offer support to my colleagues].

I understand and appreciate the responsibilities associated with this leave and am dedicated to fulfilling them to the best of my ability. I am also willing to remain accessible for any urgent matters that may arise during my absence.

I am confident that the knowledge and skills I gain during this educational pursuit will greatly benefit both myself and [Company Name] in the long run. I am open to discussing any additional conditions or requirements that the company may have in relation to this leave.

I appreciate your consideration of this request. I value the support and opportunities that [Company Name] has provided me, and I am committed to contributing even more effectively to the organization upon my return.

Thank you for your understanding and support.

What is study leave application?

A study leave application is a formal written request submitted by an employee to their employer, seeking permission to take time off from work for the purpose of pursuing further education, professional development, research, or specialized training. This type of leave allows employees to temporarily step away from their regular duties to focus on educational or career advancement opportunities.

In the study leave application, the employee typically provides details about the educational or training program they plan to undertake, including the start and end dates, the institution or organization offering the program, and the expected benefits to both the employee and the employer.

The application may also include a plan for how the employee intends to ensure a smooth transition of their responsibilities during their absence, as well as an assurance of their commitment to return to work after completing the study leave

What is the maximum time allowed for a study leave?

In some cases, study leave may be limited to a few days or weeks, especially for specialized training or short-term courses. For more extensive educational programs, such as pursuing a degree or participating in a research project, study leave may extend to several months or even a year.

Study leave application requirements or prequistes

• Length of Service
• Performance and Conduct
• Relevance to Job Role
• Benefit to the Company
• Clear Plan for Absence
• Financial Considerations
• Legal and Regulatory Compliance
• Agreement on Terms

What to do if your study leave was accepted?

Thank Your Employer: Express your gratitude to your employer for approving your study leave. This shows professionalism and appreciation for the opportunity.

Confirm Details: Ensure you have all the details about your study leave in writing. This should include the start and end dates, any financial arrangements (such as paid or unpaid leave), and any specific conditions or expectations set by your employer.

Notify Relevant Parties: Inform any colleagues, clients, or team members who may be affected by your absence. Provide them with necessary information about how your responsibilities will be managed in your absence.

Plan for Handover: Prepare a comprehensive handover plan for your tasks and responsibilities. This may include documentation, training sessions, or delegating specific tasks to colleagues.

Stay in Touch: If appropriate, agree on a communication plan with your employer or team to stay updated on important matters during your absence. This could involve periodic check-ins or designated points of contact.

Prepare Financially (if unpaid): If your study leave is unpaid, make necessary financial arrangements to cover your living expenses during this period.

Adhere to Study Plan: Once your study leave begins, be diligent in attending classes, completing assignments, and actively participating in your educational program.

Stay Organized: Keep track of your study schedule, deadlines, and any required coursework. Stay organized to make the most of your educational opportunity.

Maintain Professionalism: Even though you're on study leave, remember that you are still representing your employer. Uphold a professional demeanor in all interactions related to your educational pursuits.

Plan for Return: As your study leave nears its end, begin preparing for your return to work. Review any updates or changes that may have occurred in your absence and ensure you're ready to re-engage in your role.

Follow Up: Once you return to work, follow up with your employer or supervisor to discuss your experiences and how the knowledge gained during your study leave can be applied to your role.

What to do if your study leave was rejected?

If your study leave request has been rejected, it can be disappointing, but there are several steps you can take to address the situation constructively:

Seek Feedback: Request feedback from your employer or supervisor about the reasons for the rejection. Understanding their concerns can help you address them in the future.

Clarify Policies: Make sure you understand the company's policies regarding study leave. There may be specific criteria or limitations that influenced the decision.

Consider Alternatives: Explore alternative options for pursuing your educational goals while continuing to work. This could include evening classes, online courses, or part-time study.

Discuss Flexibility: Have a conversation with your employer about the possibility of a flexible work arrangement that allows you to balance your job responsibilities with your educational pursuits.

Show Commitment: Demonstrate your commitment to your current role and the company's objectives. Highlight how your education can ultimately benefit the organization.

Reevaluate Timing: Consider if there is a more opportune time in the future to reapply for study leave. This could be after you've demonstrated strong performance or after the company's workload is less demanding.

Seek External Funding: Look into scholarships, grants, or financial assistance programs that could help support your educational pursuits without relying on study leave from your employer.

Maintain Professionalism: Regardless of the outcome, continue to perform your job duties diligently and maintain a professional demeanor. This shows your dedication to your current role.

Discuss Professional Development Opportunities: Inquire about other professional development opportunities or training programs that the company offers. This could be an alternative way to enhance your skills.

Evaluate Long-Term Goals: Reflect on your long-term career goals and consider if there are other avenues or educational paths that align with those aspirations.

Stay Positive and Persistent: Don't get discouraged. Use this as an opportunity to reassess your goals and explore different approaches to achieving them.

Remember that a rejection of a study leave request doesn't necessarily reflect on your value as an employee. It may be due to specific circumstances within the company at that time. Stay proactive, seek feedback, and continue to pursue your educational and professional development goals in a way that aligns with your current situation.

Steps for writing a study leave request

Start with a Formal Salutation:

• Begin your request with a formal greeting to your employer or supervisor. Use their proper title and name.

State Your Purpose Clearly:

• Clearly state the purpose of your study leave. Specify whether it's for educational purposes, professional development, research, or specialized training.

Provide Details about the Program:

• Include specific details about the educational program, training, or research project you plan to undertake. This may include the program name, institution or organization, start and end dates, and any relevant details about the curriculum or objectives.

Explain How It Relates to Your Role:

• Highlight how the study leave is directly relevant to your current job role and how it will enhance your skills and contributions to the company.

Express Your Commitment:

• Emphasize your commitment to fulfilling your responsibilities during the study leave period and your intention to return to work promptly upon its completion.

Outline a Plan for Absence:

• Provide a clear plan for how your responsibilities will be managed during your absence. This may involve delegating tasks, training colleagues, or designating a point of contact.

Address Any Concerns or Questions:

• If you anticipate any concerns or questions your employer may have, address them proactively in your request.

Offer to Stay Accessible:

• Express your willingness to remain accessible to the team and make yourself available for any urgent matters that may arise during your absence.

Acknowledge Company Policies:

• Confirm that you have reviewed and understand the company's policies regarding study leave, and assure compliance with any relevant procedures.

Request Approval:

• Politely request approval for the study leave, and thank your employer for considering your request.

Provide Contact Information:

• Include your contact information, such as your phone number and email address, so that you can be reached during your study leave if necessary.

Close with a Formal Closing:

• End your request with a formal closing, such as "Sincerely" or "Yours sincerely," followed by your name and signature.

Proofread and Edit:

• Before submitting your request, carefully proofread and edit it to ensure it is clear, concise, and free from errors.

How much employment time should I have before requesting a study leave?

The amount of employment time required before you can request a study leave can vary depending on company policies, industry norms, and local labor laws. There is no universal standard, so it's important to consult your specific employment contract, company handbook, or HR department for the exact requirements in your organization.

In many cases, companies may have a probationary period for new employees during which certain benefits, including study leaves, may not be available. This probationary period can range from a few months to a year

Leave Approval Letter for Visa Application

Essential Documents to Prove Your Intention to Return Home

“Employment Supported Documentation” when an individual is applying for a visa based on their employment. Let’s look at each document’s purpose and its role in the visa application process:

No Objection Certificate (NOC) : A No Objection Certificate is typically issued by an individual’s current employer, stating that the company has no objections to the employee traveling abroad for a specific period and purpose, usually for a job or project-related task. The NOC might outline the details of the trip, the employee’s position, and the duration of travel. It assures the immigration authorities that the employer is aware of the employee’s travel plans and has approved them.

Employment Verification Letter : This letter confirms the employment details of the individual, including their job title, hire date, current role, and possibly salary information. It’s often requested by immigration authorities to verify the individual’s employment status and to ensure that they have legitimate ties to their home country. The letter provides evidence that the individual has a stable job and is likely to return after their travel.

Leave Approval Letter : If the individual is planning to travel during a period when they should be working, a leave approval letter might be required. This letter, issued by the employer, states that the employee has been granted leave for the specific duration of their travel. It shows that the employee’s absence is approved and planned for, further validating the authenticity of the travel purpose.

These documents collectively serve to establish the individual’s ties to their home country, demonstrate the legitimacy of their travel plans, and assure immigration authorities that they have the support and approval of their employer for the intended trip. Visa applications often require evidence that the applicant intends to return to their home country after the trip and has genuine reasons for the visit.

It’s important to note that visa requirements can vary greatly depending on the country and type of visa being applied for. Always consult the specific guidelines provided by the embassy or consulate of the destination country to ensure that you provide the correct and complete documentation for the visa application .

Sample Leave Approval Letter designed to support visa applications. This letter serves as documentation of granted leave for the purpose of visa processing

[Your Company’s Letterhead] [Date]

To Whom It May Concern,

Re: Leave Approval for Visa Application

This letter is to confirm that [Employee’s Name], an employee of [Company Name], has been granted leave from [Start Date] to [End Date] for the purpose of applying for a visa to [Destination Country]. We fully support [Employee’s Name]’s visa application process and kindly request expedited processing, as their presence is essential for [Purpose of Travel].

For any inquiries, please contact us at [Company Contact Information].

[Your Name] [Your Title] [Company Name]

Employment Verification Letter

[Your Company Letterhead, if applicable]

[Date: [Current Date]]

With regards to the above-named employee, this certifies the following:

Employee: [Employee’s Name] Employer: [CompanyName]  Hire Date: [Employee’s Hire Date] Job Title: [Employee’s Job Title]

This is to confirm that [Employee’s Name] has been employed with [CompanyName] since the [Employee’s Hire Date]. [He/She] holds the position of [Employee’s Job Title] within our organization.

As of [Date: [Current Date]], [Employee’s Name] remains an active employee with our company.

Please feel free to contact the Human Resources department at [HR Email Address] if you have any additional questions or require further information.

[Your Name] [Your Title] [CompanyName] [Contact Information: Phone Number, Email, etc.]

[Employee’s Name] [Employee’s Address] [City, State, ZIP Code]

Subject: Leave Approval for Visa Application

Dear [Employee’s Name],

I am writing to inform you that your request for leave has been approved in order to facilitate your visa application process for [Destination Country]. We understand the importance of this opportunity and are pleased to support your application.

Your leave period will be from [Start Date] to [End Date]. During this time, you will be excused from your work responsibilities. We have made arrangements within the team to ensure a smooth workflow during your absence.

We believe that this travel experience will be beneficial to both your personal growth and professional development. Your contributions to the company have been valuable, and we are confident that you will represent us positively during your time abroad.

Please ensure that all necessary tasks are completed and that you provide adequate handover to your colleagues before your departure. If you need any assistance or have questions regarding your leave or responsibilities, feel free to reach out to [Supervisor’s Name] at [Supervisor’s Email].

We wish you a successful visa application process and a productive and enjoyable trip to [Destination Country]. We look forward to your return and the sharing of your experiences.

Best regards,

[Your Name] [Your Title] [Company Name] [Company Contact Information]

Invitation Letter from a Company For Visa Process

Invitation letter from a friend for visa process.

Sample Sponsorship Letter From Friend for Visa Process