Leave Request Letter Template

Taking time off from work due to personal reasons is a common occurrence in most companies across the world. Even the most dedicated and punctual employees may need to take extended days off from work due certain unavoidable and unforeseen situations in life. Whether to care for a sick loved one, a medical emergency, a personal matter, bereavement or a vacation request, asking for a leave is a basic right and necessity of all employees.

However, in order to take some time away from work, you need to formally apply for a leave to your HR department by submitting an application, commonly known as a Leave Request Letter. Also known as a leave of absence letter, It is a formal document and an official request from an employee to their manager or employer, requesting permission to be unavailable and absent from the workplace for a certain period of time. 

This leave application acts as a means of communication between the employee and the organization, providing details and clarity about the leave of absence. Typically, it includes specific details such as the start date and end date, duration, work plan, reason for the intended absence and any other additional information. However, an employer may ask for additional details and documents, like a doctor’s prescription, before approving the leave request email. This is why it is crucial that employees have a clear idea about their company policy and use a professionally created Leave Request Letter Template. 

When applied properly, the employer may formally excuse the employee from their stipulated duties and responsibilities for the stated duration. Based on the company’s leave policy, an employee can apply for a short or extended leave for a number of common reasons, such as  –

• Sickness, a chronic health condition or health issues
• Education
• Special occasions like a marriage or a birthday
• Pregnancy
• Childbirth or adoption
• Caregiving 
• Loss of a family member or loved one
• Relocating or changing residence
• Mental health issues
• Vacation 
• Family emergency or urgent matters

As the process can involve taking permission from multiple individuals, including your supervisor, the HR department and your employer, it is advisable that you note down everything and mention it in your Leave Request Letter, if necessary. Depending on the circumstances, nature of request and company policy, your employer may grant you paid sick days or unpaid leave. 

This is why understanding how to sincerely craft a leave of absence letter format is so important. The leave application letter should have a professional tone and should be written in a way so that your employer is convinced or persuaded to grant you a leave of absence without any hassles or conditions. In fact, your Leave Request Letter will determine whether your application is approved or rejected, and whether you are granted a paid or unpaid leave. When you submit an application beforehand, it allows your organization to distribute the workload properly and prepare for your leave of absence, maintaining productivity.

This is especially true as there are different types of leave, such as sick leave, maternity leave, vacation leave, personal leave and annual leave that an organization offers. So if you are planning to apply for a short-term or long-term leave or a sabbatical for an extended period at your workplace, then having a Leave Request Letter Template can be exceptionally beneficial as it will allow you to have the ideal work-life balance. 

4 Reasons You Need a Leave Request Letter Template

Although most professionals might believe that a Leave Request Letter Template is not essential or necessary, the truth is, it allows you to uphold your professional reputation, increases your chances of getting your paid leave approved, and also allows you to document your leaves for future reference. 

Whether you take a sick leave, maternity leave, personal leave or annual leave, using an excellently written leave of absence letter template offers a number of benefits, including –

1. Professionalism Reputation

A formal letter establishes that you are a dedicated professional who respects the company’s policies and values their work. It shows that you willingly follow workplace norms and you believe in open, professional communication. A formal leave of absence request can also help you to build a better impression on your supervisors and employer.

2. Transparent Communication

When you communicate your needs and requirements with your company through professionally written documents, it shows that you are a skilled communicator at the workplace. Moreover, as you clearly specify all the relevant details, including the reason for the leave, it reduces the probability of confusion or misunderstandings.

3. Workflow Management

By submitting a Leave Request Letter in advance, you empower your managers to properly plan how they can distribute the workload, get deliverables on time and have a smooth transition, even in your absence. This shows that you care about how to handover your work and your organization’s convenience. Early notification shows that you are accountable and are concerned about the workflow.

4. Legal Requirement

There are certain legal requirements in specific jurisdictions that require an employee to submit an official Leave Request Letter to their company when requesting a leave. When you draft a legally binding, official application that meets these legal requirements, it allows you to comply with your organization’s leave policy and avoid any potential disputes or lawsuits. 

Not Using a Leave Request Letter Template? 4 Risks You Should Know About

If you are still wondering whether you really need a structured and detailed Leave Request Letter Template, then you should be aware of the risk associated with not using this formal document. In the professional sphere, the absence of a leave request application can result in a number of negative outcomes that can affect your career in the long run. Let’s take a look at some of the potential negative consequences –

1. Misunderstanding

Without a written leave of absence letter template, it may be difficult for an employee to officially seek time off from their duties. When that is not adhered to, it can cause unnecessary misunderstandings with supervisors and managers in human resources. This will affect the employees’ morale and reputation. 

2. Delayed Approval

In the absence of a Leave Request Letter, the reason for applying for the leave may not be clearly communicated, leading to confusion and frustration among employees and managers. As necessary and relevant information is not communicated clearly, it can result in a strong requirement for follow-up questions, which can further delay the approval process. 

3. Disciplinary Action

When an employee refuses to follow established protocols in the workplace and avoids submitting a formal request, it can lead to serious disciplinary actions. When a leave request email is not notified formally, it can be seen as unsanctioned and unapproved absence. Being absent without leave (AWOL) is considered unprofessional and may warrant strict disciplinary actions, such a verbal or written warning or even lead to termination.  

4. Lack of Clarity

Not using a professional Leave Request Letter Template can also make it challenging for both the employee and the organization to maintain track of leaves and sick days. Without proper documented and consistent records of employee absences, the organization may have difficulties with performance appraisal and effective administration. A Leave Request Letter allows all parties to keep accurate and updated records of employee leave, reducing conflicts regarding leave approvals and legal disputes.

Primary Elements of a Leave Request Letter Template

As a formal leave of absence request is vital for both the employee and the organization, it is crucial that both parties have a clear understanding about the basic components of a  Request Letter Template. This document must include all necessary information regarding the leave request, including:

• Employee Information: This section must include all necessary and relevant details about the employee applying for leave, including your name, designation, department, job role, company name and contact information.
• Date of Request: Here the date(s) of the leave request email must be clarified so that there is no miscommunication about the duration of the absence.
• Reason for Leave: The reason for applying for the leave, such as an emergency, vacation, medical reasons or personal reasons, should be detailed in this specific section, and any relevant documents to be submitted must also be mentioned. 
• Leave Duration: In this section, the employee must state the start date and end date or return date along with the total number of days of the applied leave. It should be clearly mentioned whether the leave is for one day, a few days or for an extended period.
• Work Coverage Plan: This section of the formal leave of absence request must specify the strategy for covering the job responsibilities of the employee requesting leave. They should mention the potential names of team members who may take over their projects and ensure that deliverables are submitted on time.
• Contact Information During Leave: Here, the employee needs to provide their contact details, including phone number and mailing address, where they will be available during their absence, if needed.
• Signatures: This section of the document must include fields for signature of both the employee, their supervisor and the HR manager, along with the date and supervisor’s name, to record official approval of the requested leave.

Applying For A Leave? FreshDox’s Leave Request Letter Template Has You Covered 

Irrespective of how dedicated an employee may be, they will need to apply for a leave at certain points in the career, due to some unavoidable circumstances. Regardless of the reason, submitting a formal written request is crucial for getting an official approval. Using an expertly created Leave Request Letter Template allows employees to follow accepted organizational norms, establish their professionalism and avoid unwarranted disciplinary actions. However, writing an effective leave request letter that guarantees approval can be tricky and a complicated procedure. 

So if you are worried about writing the most appropriate Leave Request Letter, then FreshDox.com has the perfect solution for you, whether you are an employee, an HR manager or a business owner. With our extensive assortment of professionally crafted business and legal documents, like the Leave Request Letter Template, you can meet all your professional document requirements with ease. 

By signing up for FreshDox.com Membership plans, you can get instant access to quality-assured and expertly designed document templates in both PDF and Word file formats, for hassle-free editing and sharing. In fact, you can even enjoy the distinctive perks of our Basic or Premium Plans with our 14-day trial period that anyone can avail. 

As a Basic Member, you can download up to 3 document templates every month; while as a Premium Member, you will get access to unlimited downloads, which is perfect for CEOs, HR professionals or frequent users.

If you want to avoid legal disputes and unnecessary conflicts, practice clear communication, boost your efficiency and save time, then make sure to subscribe to FreshDox.com today! Our highly effective and user-friendly leave request letter template will ensure your paid leave is approved in no time. 

Register today to access and download an array of official document templates and give your career the right push.