How to Draft a Formal Absence-of-Leave Letter?

write formal letter leave request

Do you want some time off from your job? Write a leave application to your manager. Follow the guidelines and create a self-explanatory leave letter, including your reasons concerning dates. It will help you maintain your on-record job and prevent fallout. But how to write a leave request mail to your manager?

Well, that’s not a big hustle, as this article is entirely dedicated to assisting you with the leave letter writing.

It is a norm and a general requirement to inform the management when you want to take leave in the first place with the letter, but only writing a leave letter will not work. There is a proper format to follow. You must draft the effective leave application whether you request a letter due to a fever or a short vacation.

How to Request a Leave of Absence?

You cannot directly write a leave application for the office and get your days off from your job, and it’s neither easy nor a proper procedure to follow. Instead, try to discuss with your manager one-on-one and ask them about the right steps ahead.

Note: Some policies and leave benefits include voluntary incentives and paid leaves. You must ask your human resource department or the concerned person about them while discussing the matter.

You can state the reason, but be professional and do not reveal too much of your private information.

Or choose to keep the reason private. It’s completely up to you!

For example, you can say, “It’s something personal but unavoidable,” and that will be fair enough.

Moreover, provide them with information like,

  • The dates: Both leaving and returning back.
  • Will you be contactable during the leave period?
  • How much time do you need to train your temporary replacement?
  • A detailed and thorough report of your daily activities at work.
  • All the required documents to process your leave letter.

The above-mentioned information will be more advantageous if you are going for a long-term period of leave. Over and above that, offering to train a new person in your position or being slightly available during your absence creates a lot of difference, and it describes whether you value your job to the core.

Tip: It’s principled to help them as much as possible. Inform them as soon as you wish to apply for leave. Complete the procedures followed.

Play smart!

A Few More Tips!

  • Know the government leave policies : Yes, I recommend checking the employee handbook and the leave policies implemented by the human resource department of your organization. It will help you to know your rights. In addition, the government of India has made some significant leave policies for the employees taking leaves for different situations, and you can avail those benefits.
  • Inform your reporting manager : I mean, it is obligatory for you to inform your reporting manager so they can arrange your replacement or cover during the leave period.

What to Include in Your Leave Application?

Writing a formal letter of absence cannot be a random task. It is essential to mention the relevant details in a suitable format to let your manager know the exact details of your absenteeism.

So, what exactly should you add to the leave letter? Let’s check!

  • Mention your reason
  • Request your manager to grant you leave
  • Dates you cannot be available on the workspace
  • Any kind of assistance you need from them
  • Any assistance you can offer while you are away from work

Tip: A leave is a right of every employee, but that doesn’t mean you are allowed to behave rudely. Be as polite and professional as possible.

Structure of a Formal Leave Letter

You can be asked to submit the formal letter for leave in any of the two formats, letter or email. Be ready! Whichever format you choose, ensure to follow the writing guidelines and convey your message clearly, and crisply.

Let’s see the structure!

1. Letter Format

  • Receiver’s Name
  • Designation
  • Organization
  • Address
  • Subject Line
  • Salutation
  • Letter Body
  • Thank You Note
  • Formal Closing
  • Your Name
  • Your Designation
  • Date

2. Email Format

  • Subject Line
  • Salutation
  • Letter Body
  • Thank You Note
  • Formal Closing
  • Your Name
  • Your Designation
  • Date

I have drafted a few examples so you won’t find any difficulty in your way to writing a leave letter of absence.

Check them below!

Sample 1: One Day Leave Application

Subject: Formal Leave of Absence for One Day

Dear (Receiver’s Name),

I am writing this letter to inform you that I need to take a leave from work for one day, that is, October 5, 2022. My mother has got a scheduled appointment with the doctor, and I need to take her to the place. I am ensuring my presence right after the day of my absence without any hassle.

You can contact me anytime during office hours in case of any issues at work. I will be available on phone calls for any sort of clarification. I have also emailed you my work plan for the day and hoping for my team to handle everything in place.

I hope you understand my situation and apologies for any inconvenience due by my absence. Kindly approve my leave letter for the proceedings ahead.
Best,

Your Name

Sample 2: Annual Leave application

Subject: Annual Leave Request

Dear (Receiver’s Name),

I would like to write this formal leave application to apply for vacation leave with reference to my annual leave quota. Following our yesterday’s meeting discussion, I will be unavailable from November 3, 2022, to November 17, 2022. I want to avail my complete annual leave allotment and redeem them for a vacation. I will return on November 18, 2022, to continue my designated tasks.

My current responsibilities will not get affected as I already delegated all my tasks to {concerned person’s name}. He/she is completely capable of handling all the responsibilities very well. In case of any issue, I will be available to offer my assistance, answer calls, and respond to emails.

Kindly consider my leave application of fifteen days as I am planning a long-term vacation with my family.

Yours Sincerely

Your Name

Sample 3: Casual Leave Application

Subject: Casual Leave Request

Dear (Receiver’s Name),

As we discussed yesterday, I request a casual leave of absence from my job for two days, from September 28, 2022, to September 29, 2022, for an unavoidable personal reason associated with my family.

I have already discussed and delegated all of my tasks to {cocerned person’s name} on the current project. I have ensured everything on the checklist from my side so that my absence will not hamper the work to cause any delays.

I will be available on calls for assistance in case of any issues.

I shall return to the office the next day to my leave and resume working. I will be highly obliged to consider my letter of leave.

Regards,

Your Name

Sample 4: Short Leave Application

Subject: Short Leave Request

Dear (Receiver’s Name),

I am writing this formal leave of absence to acquire the short leave on an urgent basis for 3 hours, from 4 PM to 6 PM. A close family member is admitted to the hospital, and my presence is required. I have partially completed the assigned work and submitted my daily task report to my reporting manager. I will continue on the same tomorrow.

I am extremely sorry for the inconvenience at work due to my sudden absence.

Thank you ahead of time,

Your Name

The above-mentioned formats are not restricted to the given reasons only. You can customize the letter and adjust your reason for leaving the office for a scheduled period.

Quick Notes

  • State your reason for absence directly but ensure professionalism. Do not reveal too much personal information in the leave letter. You can keep it private too.
  • Follow the guidelines in your leave policy handbook and gain details on leave regulations by the government.
  • Include your reasons, period of absence, and availability on calls in your mail.
  • Keep your tone formal even if you are writing for a very informal reason, like a celebration or a demise.
  • Try to inform the authorities prior to the non-appearance in the office.

Sarah Sarah is a passionate writer, and cover blogs, articles, and related website content for SEO-driven results. Writing is a form of expression for her, and she believes in continuous learning.

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