How to Write a Proper Leave Letter including Samples

It can happen that you need to formally request your HR or your manager for a short- or long-term leave. Supporting one of your parents moving to their new home or watching your son or daughter graduate from university. Or just a broken tooth that will take some more dental time than expected. It can happen and therefore we have formal leave letters.

Most companies require their employees to file a formal written leave request if they wish to be absent from their work. Depending on the company’s policy the leave request must be submitted in forehand or afterward in case informing your manager by telephone or face two face, is already sufficient. Somebodies necessity to suddenly leave can be unplanned and out of control. In such cases like the leave letter often still must be sent to the HR manager as soon as possible.

If you are currently in the process of writing a leave letter or are the responsible for HR is can be helpful to have a standardized form.

Casual Leave Letter

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Annual Leave Letter sample

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What Is the Default Process for a Leave of Absence Request?

Most companies use a default workflow with certain standardized policies regarding the way each of their employees should apply for a leave of absence. Company owners and managers can be very strict when it comes to allowing their employees the right to take a leave of absence from their jobs. Why? The reason is simple. During the leave, the tasks that he/she is expected to perform are most likely not be accomplished, or if it can be accomplished, it is usually will mean that colleagues have to take over the work or extra man force has to be acquitted externally. This will cost extra money.

Luckily enough business owners and managers are also humans and aware that in one way or another, their employees may have the need to take a leave of absence from work. The policies, framework, and procedures in places are there for mostly to reduce the risk of misuse, ensure risk mitigation and start-up all need procedures to ensure work goes on. The first one is to make sure everybody that should be informed is informed.

Request Leave to Attend Funeral

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Vacation Leave Letter

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What to Keep in Mind before Sending a Leave Request Letter?

Need to write an LR Letter? Every company has its own policy book, however, most companies follow similar procedures. Here are some steps that you must take before you can even think about sending your manager or employer a leave request letter:

  • Know and understand your company’s policies on taking leaves.
  • Companies can be very detailed and precise when it comes to the leave application process:
    • Immediately notify your manager/boss.

      Be crisper clear regarding why you need to leave. Employers and managers always prefer to be dealt with respect. By being honest you will strengthen the working relationship. Schedule an appointment or a brief meeting with your boss, direct head, team leader, or manager. During your talk with your manager, be open to them about the reason why you plan on taking a leave. Avoid resorting to lies, especially if you are planning to go on a vacation. Be upfront about it. Most managers will understand as long as they have sufficient time ahead and a solution.

    • Send a leave request letter.After you have given your manager an overview of the reason for your leave request, you need to take care of all the formalities. Even though your manager is all okay with it does not mean your HR department does not needs to be informed. Feel free to download and use our leave letter examples presented on this page.
    • Be aware and comply with the requirements.Most companies ask their employees to fulfill certain tasks and obligations first before they can take their leave of absence. Most likely this will be transferring and your work and ensure your substitute is ready to start working on your tasks during your absence.

Paternity leave letter template

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Medical Doctor note for Medical leave

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laws regarding taking a leave.

Besides the companies policy, there is often certain government legislation in place to protect employee and employer. For example:

  • Legislation ensuring somebody to retain his/her job the moment he/she can start working again.
  • Protection law making sure somebody cannot be demoted or relegated to other tasks not stated in her current job description.
  • Protected against unjustifiable penalties due to his/her leave of absence.

Sick Leave Letter

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Leave Application Form template

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