Business Communication

How Do I Write a Leave Letter for Work? (Free Template)

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on 21/12/2025
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Quick Answer Summary

A strong leave letter for work should:

  • Clearly state what you’re requesting (type of leave and exact dates)

  • Give a brief, professional reason (no oversharing)

  • Explain how your work will be covered (handoff plan)

  • Ask for written confirmation of approval

  • Include contact details and any required documentation (if applicable)

SEO description (≤140 characters):
Learn how to write a leave letter for work with a free template, examples, and tips to get approval fast and protect your job.

What Is a Leave Letter for Work?

A leave letter (or leave of absence request) is a formal written request for time away from work. It helps your manager and HR document:

  • Your requested dates

  • The reason category (medical, family, personal, bereavement, etc.)

  • Whether your leave is paid, unpaid, or legally protected (if applicable)

My opinion: if you want a smooth “yes,” don’t rely on a casual chat or a vague text. Put it in writing. Clear requests get clear approvals.

Before You Write: Do These 5 Things First

  1. Check your employee handbook or HR portal. Look for required notice periods, forms, and who approves leave.

  2. Know your leave type. PTO, unpaid leave, medical leave, parental leave, bereavement, jury duty, etc.

  3. Confirm dates and your return plan. If you’re unsure, say “anticipated return date.”

  4. Prepare a simple handoff plan. Even two bullet points can make your request feel “safe” to approve.

  5. Decide how much to disclose. You rarely need details. A short category-level reason is usually enough.

What to Include in a Leave Letter (Copy-Paste Checklist)

Include:

  • Your full name, job title, department

  • Date you’re writing the letter

  • Who it’s addressed to (manager and/or HR)

  • The request: start date, end date, return date

  • The leave type (if known)

  • A brief reason (1 sentence)

  • Coverage plan for your responsibilities

  • How to reach you (optional)

  • A polite request for written confirmation

  • Attachments noted (doctor’s note, supporting docs) if required by policy or law

Avoid:

Step-by-Step: How to Write It So It Gets Approved

1) Lead with the dates

Managers approve schedules. Start there.

2) Keep the reason short and professional

One sentence is enough. Examples:

  • “I am requesting leave for a medical matter.”

  • “I need time off for a family caregiving responsibility.”

  • “I’m requesting bereavement leave due to a death in my family.”

3) Make it easy to say yes

Add a handoff plan:

4) Close with clarity and courtesy

Ask for confirmation and thank them.

Free Leave Letter for Work Template

(Use this for most leave requests.)

[Today’s Date]
[Manager’s Name]
[Company Name]

Dear [Manager’s Name],

I am writing to request a leave of absence from [start date] through [end date], with an anticipated return to work on [return date]. This leave is for [brief reason category, e.g., a medical matter / family caregiving / personal reasons].

To ensure a smooth transition, I will [complete/hand off key tasks] before my leave begins. During my absence, [coworker name or team] can support [specific responsibility], and I will provide any necessary notes, files, or status updates in advance.

Please let me know if you need any additional information or documentation to process this request. Thank you for your time and consideration, and I would appreciate written confirmation of the leave approval and return-to-work date.

Sincerely,
[Your Full Name]
[Job Title]
[Phone] | [Email]

8 Ready-to-Use Leave Letter Examples (Common Situations)

1) Medical Leave (Simple, No Oversharing)

Dear [Name],
I am requesting leave from [date] to [date] due to a medical matter, with an anticipated return on [date]. I will submit any required documentation to HR and will ensure my workload is transitioned before I leave. Thank you for your support and please confirm approval in writing.
Sincerely, [Name]

2) Family Caregiving Leave

Dear [Name],
I am requesting leave from [date] to [date] to care for a family member. I will complete [task] and hand off [task] to [person/team] before my start date. Please let me know if you need anything else to approve this request.
Sincerely, [Name]

3) Parental Leave

Dear [Name],
I am writing to request parental leave beginning [date] through [date], with an anticipated return on [date]. I will coordinate with HR regarding any required paperwork and will provide a full handoff plan for my responsibilities by [date].
Sincerely, [Name]

4) Bereavement Leave

Dear [Name],
I am requesting bereavement leave from [date] to [date] due to a death in my family. I will communicate urgent priorities to [person/team] today and will respond to true emergencies if needed. Thank you for your understanding.
Sincerely, [Name]

5) Personal Leave (Professional but Private)

Dear [Name],
I am requesting personal leave from [date] to [date], returning on [date]. I have arranged coverage for [key responsibility] with [person/team] and will finalize my current deliverables before the leave begins. Thank you for considering my request.
Sincerely, [Name]

6) Mental Health Leave (Keep It Simple)

Dear [Name],
I am requesting leave from [date] to [date] for health-related reasons, with an anticipated return on [date]. I will coordinate with HR on any documentation needed and will provide a handoff for active projects. Thank you for your support.
Sincerely, [Name]

7) Emergency Leave (Short Notice)

Dear [Name],
Due to an unexpected situation, I need emergency leave starting [date]. I expect to return on [date], and I will update you if anything changes. I have notified [person/team] about immediate priorities and will share access to any needed files. Thank you for your understanding.
Sincerely, [Name]

8) Leave Extension Request (When You Need More Time)

Dear [Name],
I am writing to request an extension of my leave through [new end date], with an anticipated return on [return date]. My situation requires additional time, and I will provide any updated documentation requested by HR. Thank you for your continued understanding and please confirm the updated dates in writing.
Sincerely, [Name]

Email Version (When Your Workplace Uses Email for Leave Requests)

Subject line ideas:

  • Leave Request: [Your Name]: [Start Date]–[End Date]

  • Request for Leave of Absence (Dates Included)

  • Medical Leave Request: [Start Date]–[End Date]

Email body (short and strong):
Hi [Manager’s Name],
I’m requesting leave from [start date] through [end date], returning [return date]. This request is for [brief reason category]. I’ll finalize [task] before I’m out and hand off [task] to [person/team] with status notes.
Please confirm approval in writing, and let me know if HR needs any additional documentation.
Thank you, [Your Name]

If Your Leave Might Be Legally Protected (Quick, Practical Overview)

This is not legal advice, but it helps to know what “protected leave” looks like so you use the right words and route your request correctly.

In the U.S.: FMLA basics (job-protected leave)

Eligible employees can take up to 12 workweeks of leave in a 12-month period for qualifying reasons (and up to 26 workweeks for military caregiver leave). DOL+1
Eligibility commonly depends on factors like working for a covered employer, having worked long enough, meeting hours requirements, and being at a location with enough employees. CCSF
Also, “the 12-month period” can be measured in different ways depending on your employer’s method, so HR’s answer may vary by policy. DOL

How this changes your letter: If you suspect FMLA applies, mention “I would like HR to review this request under FMLA (if eligible).” That one sentence often routes your request to the proper process.

In the U.S.: Leave as a reasonable accommodation (ADA)

If you have a disability and need leave, the EEOC explains that employers may need to consider unpaid leave as a reasonable accommodation unless it creates undue hardship. EEOC
How this changes your letter: Use “health-related reasons” and request that HR engage in the accommodation process if needed.

In the UK: Sick pay and proof rules (high level)

In the UK, guidance notes that you typically need a fit note if you’re off sick for more than 7 days in a row. GOV.UK
Statutory Sick Pay (SSP) is paid by employers (subject to eligibility rules) and GOV.UK lists the weekly SSP rate and duration. GOV.UK
Acas summarizes SSP eligibility factors and notice expectations employers may set. Acas

Why Being Clear Matters (A Helpful Statistic)

Absence is a big operational issue for employers. For example, a 2025 UK CIPD report cited average sickness absence of 9.4 days per employee over the prior 12 months. CIPD
That’s exactly why a clean leave letter plus a handoff plan can dramatically improve how quickly your request gets approved.

Common Mistakes That Get Leave Requests Delayed or Denied

  • Missing dates (or writing “for a while”)

  • Not stating a return date (or at least “anticipated return date”)

  • Oversharing medical details instead of providing the right documentation

  • No coverage plan, especially for client-facing work

  • Waiting too long to notify your manager when you could reasonably give notice

  • Using an angry tone or framing the leave as a conflict

My opinion: even if you think your manager will say yes, write it like you’re helping them defend the approval to someone higher up. That’s how you get faster approvals.

Real-Life Examples (What “Good” Looks Like)

  • Warehouse team lead: Requests 2 weeks medical leave, gives exact dates, states “health-related reasons,” provides a handoff list for scheduling and daily inventory counts. Approval comes quickly because nothing feels uncertain.

  • Office admin: Needs emergency leave to handle a family crisis. Sends a same-day email, lists what’s urgent, shares passwords or access procedures through the approved internal method, and updates the return date within 48 hours.

  • New parent: Submits parental leave request early, schedules a 20-minute transition meeting, and documents recurring tasks. Returns with minimal chaos, and leadership remembers the professionalism.

Leave Letter Checklists

Pre-Send Checklist

While-You’re-Out Checklist

FAQs

Should I give details about my medical condition?

Usually, no. Keep it high-level (“medical matter” or “health-related reasons”) and follow your employer’s documentation process. If leave overlaps with disability accommodations, the EEOC notes employers may have accommodation obligations depending on circumstances. EEOC

Can my employer deny my leave request?

It depends on the type of leave, your employer’s policy, staffing needs, and whether the leave is protected by law. If you may be eligible for FMLA, job-protected leave rules can apply. DOL

How far in advance should I request leave?

As early as you reasonably can. For planned leave, earlier is better. For emergencies, send the request as soon as you’re safe and able, then follow up with details.

What if I need to extend my leave?

Request an extension in writing immediately once you know. Give a revised return date, and offer updated documentation if required.

Should I send my leave letter to HR or my manager?

Follow policy. If you’re unsure, send it to your manager and copy HR, or ask HR who the correct approver is.

Final Thoughts

A leave letter is not just paperwork. It’s a strategic tool that protects your time, your job, and your reputation. When your request is clear, respectful, and paired with a handoff plan, most managers feel comfortable approving it quickly.

Sources

  • U.S. Department of Labor, Wage and Hour Division: FMLA Fact Sheet #28 DOL

  • U.S. Department of Labor: FMLA 12-month period methods (Fact Sheet #28H) DOL

  • U.S. Equal Employment Opportunity Commission: Employer-Provided Leave and the ADA EEOC

  • GOV.UK: Statutory Sick Pay overview and eligibility/fit note guidance GOV.UK+1

  • Acas: Statutory Sick Pay eligibility overview Acas

  • CIPD: UK absence levels report/press release CIPD

Video Section

  • U.S. Department of Labor FMLA Series playlist (official) YouTube

  • U.S. Department of Labor: FMLA Topic 2, Employee Eligibility (official) YouTube

  • Acas: Pay and Sick Pay, what you need to know YouTube

Disclaimer

This article provides general educational information and does not constitute legal, HR, or medical advice. Policies and laws vary by employer and location, so confirm requirements with your HR department or a qualified professional.

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