Life happens, and sometimes you need to take an extended break from work. But requesting time off can be a sensitive topic, especially if you're unsure of how your boss will react. Whether you’re doing it for personal reasons, medical issues, or family obligations, knowing how to request a leave of absence from work will help you maintain your professional relationship and manage a smooth transition.
A leave of absence request letter is a formal way to communicate your need for time off, so that your employer understands the situation and the duration of your absence. Preparing a well-written letter shows professionalism and also sets a respectful tone for your request.
In this article, we’ll cover everything you need to know about writing a leave of absence request letter, including tips, examples, and what to include in your letter or email.
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What is a formal leave of absence?
A leave of absence is an extended period away from work, often longer than standard vacation or sick leave and typically granted under special circumstances. Unlike regular paid time off (PTO), a leave of absence may or may not be paid, depending on your company’s policies and the reason for your request.
There are generally two main situations regarding leaves of absence:
- Voluntary leave: This type occurs when the employee requests a leave, often for reasons such as medical recovery, family emergencies, further education, or personal matters like stress management or mental health care.
- Involuntary leave: In this case, the employer mandates a leave of absence, typically during circumstances like company restructuring, legal issues, or health-related concerns that necessitate the employee's absence from work.
While some leaves of absence are protected under laws like the Family and Medical Leave Act (FMLA) in the U.S., others may be subject to the company’s discretion. We’ll talk more about this in the next section.
Common reasons for requesting a leave of absence
There are many valid reasons an employee might need to request leave of absence from work, ranging from medical issues to personal development. When applicable, take advantage of legal protections like the FMLA when making your request. For non-protected reasons, align your request with the company's policies and make sure your absence won't significantly disrupt work.
Here are some common reasons for requesting a leave of absence from work:
- Medical leave: If you’re dealing with a serious medical condition that prevents you from performing your job duties, you may need to request a medical leave of absence. Under the FMLA, eligible employees are entitled to up to 12 weeks of unpaid, job-protected leave for certain medical reasons. This could include surgery, chronic health conditions, pregnancy complications, or recovery from illness.
- Family emergencies: Caring for a sick family member or dealing with urgent family matters, such as the birth or adoption of a child or the serious illness of a loved one, are also valid reasons for a leave of absence. Like medical leave, these situations may be covered under the FMLA, which includes provisions for family care.
- Personal reasons: Sometimes, employees need time away from work for personal reasons such as mental health issues, stress, burnout, or other significant life events. While personal leave of absence requests may be legitimate, they may not be protected under the FMLA if they’re unrelated to medical reasons. In these cases, approval is typically at the employer’s discretion.
- Educational purposes: Employees might request leave to pursue further education or specialized training that aligns with their career goals. While some companies are open to supporting professional development, this type of leave is generally considered a voluntary leave of absence, and approval depends on company policies.
- Travel or sabbatical: Taking a sabbatical to travel, reflect, or pursue personal projects is another valid reason for requesting leave. However, like educational leave, this is usually considered a voluntary leave of absence and is not covered by federal laws such as the FMLA. Some companies have sabbatical policies for long-serving employees, but this is not universal.
How to request a leave of absence
When you're preparing to request a leave of absence from work, approach the situation thoughtfully. A well-planned request increases your chances of receiving approval and keeping a positive relationship with your employer.
Familiarize yourself with company policy
Before requesting a leave of absence, research your company’s policies regarding time off. Most organizations have specific procedures for different types of leave, including medical, family, or personal reasons. If your leave qualifies under the FMLA, make sure you understand your rights. Knowing what your employer offers will allow you to request leave confidently and ensure you're within the policy’s guidelines.
Determine the length of leave
Be clear about how long you need to be away from work. Specify your start and end dates, and try to be as accurate as possible, while acknowledging that some situations (like health concerns) may change.
If a full leave isn’t necessary, consider proposing flexible arrangements, such as remote work or reduced hours. This could be a more viable option for both you and your employer. (Here's the best way to ask for remote work.)
Pick the right time
Timing is crucial when it comes to asking for a leave of absence. Ideally, make your request during a less busy time for your team or organization. Additionally, give your employer plenty of notice, especially if you're planning a non-emergency leave. Adequate notice allows your employer to plan for your absence, ensuring minimal disruption to the workflow.
Have a conversation with your boss or HR
Schedule a one-on-one meeting with your supervisor or HR representative before submitting your formal leave of absence request letter. This conversation is your chance to explain your situation, clarify any questions, and show your commitment to a smooth transition.
Be prepared to discuss how your responsibilities can be managed in your absence and offer suggestions if possible. For instance, you can offer to create a detailed document with instructions for your replacement or designate key team members to oversee specific projects.
Follow up with a formal letter or email
While a one-on-one conversation is a great way to introduce the topic and clarify details, a written letter or an email serves as an official record of your request.
In some cases, especially for medical or family leave protected by the FMLA, your employer may require formal documentation. But generally, it’s a good idea to provide one, even if not required. It shows professionalism and ensures everyone is on the same page regarding the terms of your leave. Plus, having the dates and reasons in writing helps prevent any misunderstandings later on.
In most cases, sending an email instead of a letter is quicker and more convenient, especially in organizations that rely on digital communication. However, in certain situations—such as if your company has a more formal culture or if you’re requesting a long-term leave—sending a printed letter may be more appropriate.
How do I write a leave of absence request?
A well-crafted letter can help ensure your request is clear and sets the right tone for your absence. Follow these steps:
1. State your intention
Begin your leave of absence request letter by clearly stating your intention. Include essential details like the dates you plan to begin and end your leave, as well as a brief explanation for the request.
Example: I am writing to formally request for a leave of absence from work from November 1, 2024, to January 15, 2025, due to medical reasons.
2. Explain the reason for your leave
Clearly explain why you need the time off while keeping personal information limited, especially if it's sensitive. If your leave is protected under laws like the FMLA, you should state that too.
Example: I am requesting this time under the Family and Medical Leave Act (FMLA) to care for my immediate family member.
3. Outline how your work will be managed
Show your commitment to the company by outlining how your workload will be managed during your absence. Whether you propose a handover plan, suggest temporary coverage by a colleague, or provide a clear timeline for catching up upon your return.
Example: I have prepared a handover plan and will work with Sarah Johnson to ensure a smooth transition.
4. Specify your availability during leave
Let your employer know if and how you can be reached during your time off. If you'll be completely unavailable, mention that as well to manage expectations.
Example: I will be available via email at alex.smith@example.com for any urgent matters but will have limited access to my phone.
5. Close with gratitude
End the letter on a positive and professional note. Thank your employer for their consideration and understanding, and express your willingness to help with the transition.
Example: Thank you for your understanding and support. I look forward to returning and contributing fully after my leave.
Leave of absence request letter: Examples
Check out these three simple leave of absence request letter examples—that can also be sent via email. They cover different situations, showing how you can tailor your request depending on the reason for your leave.
Example #1: Sick leave of absence request letter
Subject: Request for Medical Leave of Absence
Dear Ms. Harrison,
I am writing to formally request a medical leave of absence from my position as Senior Marketing Analyst. I have a scheduled surgery and will need time to recover. I would like to request leave starting from December 1, 2024, with an expected return date of January 20, 2025.
Before my absence, I will work with my colleague James Turner to ensure a smooth handover of my responsibilities and projects. I am happy to provide any additional medical documentation if required.
I will be available via email at susan.reed@example.com during my recovery, though my response time may be delayed.
Thank you for your understanding and support during this time. Please let me know if you need any further information.
Sincerely,
Susan Reed
Senior Marketing Analyst
Example #2: Leave of absence letter for personal reasons
Subject: Request for Personal Leave of Absence
Dear Mr. O’Connor,
I am writing to request a personal leave of absence from November 15, 2024, through January 10, 2025. Due to family circumstances, I will need to be away from work to care for an immediate family member.
I have discussed interim coverage for my duties with Amy Cole, who has kindly agreed to manage my workload during my absence, if that works for the team. I will ensure that everything is in order before I leave to minimize any disruptions to our department. If needed, I can be reached via email at michael.davis@example.com.
Thank you for considering my request. I appreciate your understanding and support during this time.
Best regards,
Michael Davis
HR Manager
Example #3: Travel or sabbatical leave request letter sample
Subject: Request for Sabbatical Leave
Dear Ms. Patel,
I hope you are doing well. I am writing to request a sabbatical leave from March 1, 2025, to September 1, 2025. After nearly ten years in the company, I would like to take this time off to travel and recharge professionally.
Before my leave, I will ensure that all outstanding tasks are completed, and I will provide detailed instructions for John Carter, who will be stepping in to cover my responsibilities as Product Manager as already agreed.
I believe this time off will allow me to return with fresh ideas and renewed energy to continue contributing effectively to our team. Please let me know if any further information is required.
Thank you for considering my request.
Sincerely,
Emily Parker
Product Manager
Leave of absence request letter template
Using a structured template can help ensure all the essential details are covered while maintaining professionalism. Below is a simple, adaptable leave of absence request letter template, which can be used for both email and printed letters.
Subject Line: Request for Leave of Absence
[Your Name]
[Your Job Title]
[Your Department]
[Date]
Dear [Supervisor’s Name],
I am writing to formally request a leave of absence from my role as [your job title] due to [reason for leave—personal, medical, family, etc.]. I would like to request leave starting from [start date] to [end date], during which I will be unavailable for work.
To ensure a smooth transition during my absence, I am working with [colleague name] to manage my responsibilities and projects. Should you require any further details regarding my leave or its impact on my tasks, I am happy to discuss and provide additional information.
While I am away, I can be reached at [your email address or phone number] if necessary. [Add a phrase here if you believe you’ll be slower to respond.]
Thank you for your understanding and consideration of my request. Please let me know if you need any further information.
Sincerely,
[Your Name]
[Your Job Title]