At some point during your career, you will need to take time away from work. Whether it’s for a family emergency, vacation, health issue, or personal matter, knowing how to properly ask for leave makes all the difference. A well-written leave request shows respect for company procedures and gives your supervisor enough time to adjust schedules.
Many people struggle with writing effective leave requests. Should you be formal or casual? How much detail should you include? What’s the right length? The following collection of sample letters provides options for various situations you might face. Each follows proper structure but adapts to different needs.
Request for Leave from Work
Here are fifteen sample leave request letters you can use as starting points for your own workplace communications.
1. Basic Annual Leave Request
Subject: Request for Annual Leave – [Your Name]
Dear [Manager’s Name],
I am writing to request annual leave from [start date] to [end date], returning to the office on [return date]. This totals [number] working days.
During this time, I plan to [brief reason if appropriate]. I have already briefed [colleague name] on my current projects, and they have agreed to handle any urgent matters in my absence. All my deadlines will be met before my departure.
Please let me know if you need additional information or if you would like to discuss how my responsibilities will be handled during my absence.
Thank you for considering my request.
Sincerely,
[Your Name]
[Your Position]
[Your Department]
[Your Contact Information]
2. Emergency Family Leave Request
Subject: Urgent Family Emergency Leave Request
Dear [Manager’s Name],
I regret to inform you that I need to take emergency family leave starting today [date] due to [brief explanation, e.g., “a serious health issue affecting my mother”]. Based on the current situation, I expect to be away from the office for approximately [time period], returning on [expected return date].
I understand this is sudden, and I apologize for any disruption this may cause. To help minimize work disruptions:
– I have updated the team project tracker with my current status on all projects – [Colleague’s name] has agreed to cover the client meeting scheduled for tomorrow – I will check emails daily between 9-10 AM when possible – I can be reached on my cell phone [number] for truly urgent matters
Thank you for your understanding during this difficult time. I will keep you updated on my return date as the situation develops.
With appreciation,
[Your Name]
[Your Position]
[Your Department]
[Your Contact Information]
3. Medical Leave Request
Subject: Medical Leave Request – [Your Name]
Dear [Manager’s Name],
This letter serves as my formal request for medical leave beginning [start date]. My doctor has advised me to take [number] days/weeks off work to [reason, e.g., “recover from surgery,” “complete a course of treatment,” etc.].
My expected return date is [date], though this may change based on my recovery progress. I have attached the medical certificate confirming this requirement.
To prepare for my absence, I have: – Completed all urgent tasks due within this timeframe – Created detailed status reports on all ongoing projects – Briefed [colleague name] who will handle critical responsibilities – Set up an automatic email reply with appropriate contact persons
I appreciate your support during this time. While I plan to focus fully on recovery, I can be contacted via email if absolutely necessary for knowledge transfer purposes.
Thank you for your understanding.
Regards,
[Your Name]
[Your Position]
[Your Department]
[Contact Information]
Attachment: Medical Certificate
4. Parental Leave Request
Subject: Parental Leave Request Following Birth/Adoption
Dear [Manager’s Name],
I am happy to share that my wife/partner and I are expecting the birth/adoption of our child on or around [expected date]. As per company policy, I would like to request parental leave starting [date] for a period of [duration according to policy and your needs].
I plan to return to work on [return date]. Should the birth/adoption date change significantly, I will notify you as soon as possible to adjust these dates accordingly.
To prepare for my absence: – I will complete the [project name] by [date] – I have prepared handover notes for my team – [Colleague name] has agreed to serve as the main contact for my clients/accounts – I will attend the transition meeting on [date] to answer any questions
During my leave, I will be mostly unavailable except for critical paperwork or questions about my areas of responsibility that cannot be addressed by my colleagues. The best way to reach me will be via my personal email at [email address].
Thank you for your support during this significant life event.
Sincerely,
[Your Name]
[Your Position]
[Your Department]
[Contact Information]
5. Wedding Leave Request
Subject: Leave Request for Wedding and Honeymoon
Dear [Manager’s Name],
I am pleased to inform you that I will be getting married on [wedding date]. For this special occasion, I would like to request leave from [start date] to [end date], which includes time for the wedding ceremony, celebration, and a short honeymoon. I will return to work on [return date].
This amounts to [number] working days of leave from my annual entitlement.
To avoid any work disruptions: – All my current projects will be completed before my departure – I have scheduled client deliverables to be completed a week before my leave – [Colleague name] has agreed to handle any urgent matters – I have prepared a detailed handover document with status updates and contact information
I appreciate your understanding and support for this important life event. Please let me know if my request is approved or if you need any additional information.
Warm regards,
[Your Name]
[Your Position]
[Your Department]
[Contact Information]
6. Bereavement Leave Request
Subject: Bereavement Leave Request
Dear [Manager’s Name],
It is with sadness that I inform you of the passing of my [relationship, e.g., “father,” “grandmother,” etc.] on [date]. I need to take bereavement leave to attend the funeral and support my family during this difficult time.
I am requesting leave from [start date] to [end date], returning to work on [return date].
During my absence: – [Colleague name] will handle my daily responsibilities – I have rescheduled my meetings for next week – All urgent tasks have been completed or reassigned
Thank you for your understanding during this challenging time. I can be reached on my mobile phone [number] if absolutely necessary.
Sincerely,
[Your Name]
[Your Position]
[Your Department]
[Contact Information]
7. Study Leave Request
Subject: Request for Study Leave – Final Examinations
Dear [Manager’s Name],
I am writing to request study leave to prepare for and take my final examinations for [degree/qualification name] at [institution name].
I would like to take leave from [start date] to [end date], returning to work on [return date]. This period covers my examination schedule and allows for adequate preparation time.
My examination schedule is as follows: – [Subject 1]: [Date and time] – [Subject 2]: [Date and time] – [Subject 3]: [Date and time]
I have attached my official examination schedule for your reference.
To minimize disruption to the team: – I have completed all tasks due during this period – [Colleague name] will cover my responsibilities – I have created detailed instructions for any ongoing projects – I will check emails once daily and can be contacted for emergencies
This qualification will enhance my skills in [relevant skill areas], which will benefit our team through [specific applications to your work].
Thank you for considering my request and for your continued support of my professional development.
Best regards,
[Your Name]
[Your Position]
[Your Department]
[Contact Information]
Attachment: Examination Schedule
8. Religious Holiday Leave Request
Subject: Request for Leave – Religious Observance
Dear [Manager’s Name],
I would like to request time off to observe [name of religious holiday] on [date(s)]. This is an important religious holiday for my faith that requires [brief explanation of requirements, e.g., “attendance at services,” “fasting,” “family gathering,” etc.].
I will be absent from [start date] to [end date], returning to the office on [return date].
To prepare for my absence: – All pending tasks will be completed before I leave – [Colleague name] will handle any urgent matters – I have updated the team calendar with my absence – I will be available via email for emergencies
Thank you for your consideration and respect for religious diversity. Please let me know if my request is approved or if you need additional information.
Respectfully,
[Your Name]
[Your Position]
[Your Department]
[Contact Information]
9. Sabbatical Leave Request
Subject: Request for Three-Month Sabbatical Leave
Dear [Manager’s Name],
After [number] years with [Company Name], I would like to request a three-month sabbatical leave from [start date] to [end date].
The purpose of this sabbatical is to [brief explanation, e.g., “complete a book manuscript,” “undertake volunteer work,” “pursue advanced training in [field],” etc.]. This opportunity will allow me to [explain benefits, e.g., “refresh my creative thinking,” “develop new skills that will benefit our team,” “bring fresh perspectives to our projects,” etc.].
To ensure a smooth transition: – I have prepared a comprehensive transition plan (attached) – [Colleague name] has agreed to assume my key responsibilities – I will complete all major projects before my departure – I am willing to train team members on specific processes before leaving – I will be available for a weekly check-in call if needed
I believe this sabbatical will benefit both my professional development and my contributions to the company upon my return. I am happy to discuss modifications to this proposal if needed.
Thank you for considering my request.
Sincerely,
[Your Name]
[Your Position]
[Your Department]
[Contact Information]
Attachment: Transition Plan
10. Unpaid Leave Request
Subject: Request for Unpaid Leave
Dear [Manager’s Name],
I am writing to request unpaid leave from [start date] to [end date], returning to work on [return date]. The reason for this request is [brief explanation, e.g., “to care for an elderly parent,” “to accompany my spouse on an overseas assignment,” “to pursue a short-term educational opportunity,” etc.].
I understand this request falls outside my regular leave entitlements, and I am prepared to take this time without pay. I also understand that my benefits may be affected during this period and am willing to discuss those implications.
To minimize disruption to the team: – I will complete all current projects before departure – I have prepared detailed handover notes – [Colleague name] has agreed to cover my essential duties – I will be reachable by email weekly for consultation if needed
I value my role at [Company Name] and plan to return with renewed energy and commitment. Thank you for considering my request. I am happy to discuss any concerns or alternative arrangements.
Respectfully,
[Your Name]
[Your Position]
[Your Department]
[Contact Information]
11. Half-Day Leave Request
Subject: Request for Half-Day Leave on [Date]
Dear [Manager’s Name],
I would like to request a half-day leave on [date] from [start time] to [end time]. The reason for my request is [brief explanation if appropriate].
During my absence: – I will complete all morning tasks before leaving – The team meeting scheduled for 3 PM will be covered by [colleague name] – I will be available on my mobile phone for any urgent matters
Please let me know if my request is approved or if any adjustments are needed.
Thank you for your consideration.
Best regards,
[Your Name]
[Your Position]
[Your Department]
[Contact Information]
12. Leave Extension Request
Subject: Request to Extend Current Leave
Dear [Manager’s Name],
I am currently on [type of leave] that was scheduled to end on [original end date]. Due to [reason, e.g., “complications in my recovery,” “extended family situation,” “travel disruptions,” etc.], I need to request an extension of my leave until [new end date].
I now expect to return to work on [new return date].
I understand this extension may cause additional challenges for the team, and I appreciate your flexibility. To help manage this situation: – I have contacted [colleague name] who has agreed to continue covering my duties – I can participate in remote meetings if needed during this extension – I have attached updated medical documentation supporting this request (if applicable)
Thank you for your understanding during this challenging time. I look forward to returning to work fully recovered and ready to resume my responsibilities.
Sincerely,
[Your Name]
[Your Position]
[Your Department]
[Contact Information]
Attachment: Updated Medical Certificate (if applicable)
13. Leave for Jury Duty
Subject: Leave Request for Jury Duty
Dear [Manager’s Name],
I have been summoned for jury duty at [court name] beginning [date]. Based on the information provided, the jury selection and trial may last approximately [estimated duration]. Therefore, I am requesting leave from [start date] until my jury service is complete.
I have attached a copy of the jury summons for your records.
While I cannot predict the exact length of service, I will: – Update you regularly on my status – Return to work promptly when released from jury duty – Provide documentation of my attendance – Handle critical work remotely during breaks if possible
Please let me know if you need any additional information or documentation regarding this civic obligation.
Thank you for your understanding.
Respectfully,
[Your Name]
[Your Position]
[Your Department]
[Contact Information]
Attachment: Jury Duty Summons
14. Work From Home Request (Temporary Leave from Office)
Subject: Request to Work Remotely for [Duration]
Dear [Manager’s Name],
I would like to request permission to work from home from [start date] to [end date] due to [reason, e.g., “temporary home repairs,” “family member requiring short-term care,” “personal health situation,” etc.].
During this period: – I will maintain my regular working hours (9 AM – 5 PM) – I have a dedicated home office space with reliable internet connection – I will be available via email, phone, and video conferencing – I will attend all scheduled meetings virtually – I will deliver all expected outputs according to deadlines
My home setup includes all necessary equipment and software to perform my duties effectively. I believe this arrangement will allow me to manage my personal situation while maintaining productivity and meeting all work responsibilities.
Thank you for considering this temporary arrangement. I am happy to discuss any concerns or modifications to this request.
Best regards,
[Your Name]
[Your Position]
[Your Department]
[Contact Information]
15. Compassionate Leave Request
Subject: Request for Compassionate Leave
Dear [Manager’s Name],
I am writing to request compassionate leave due to [brief explanation, e.g., “a serious illness affecting my child,” “a family crisis requiring my immediate attention,” etc.].
Based on the current situation, I need to be away from [start date] to [end date], returning to work on [return date]. This amounts to [number] working days.
To minimize disruption: – I have briefed [colleague name] on my current projects – All pressing deadlines have been met – I have prepared status reports on all ongoing work – I can be reached on my mobile [number] if absolutely necessary
I appreciate your understanding during this difficult time. Thank you for your support.
Sincerely,
[Your Name]
[Your Position]
[Your Department]
[Contact Information]
Wrap-up: Sample Leave Letters
Writing an effective leave request does not need to be complicated. The key elements remain consistent across all types of requests: clear dates, honest reasons, and thoughtful planning for your absence. Adjust the formality and detail based on your workplace culture and the nature of your leave.
A good leave request helps your supervisor plan around your absence and shows your commitment to the team even when you cannot be present. The samples above provide frameworks you can easily adapt to your specific situation.
Before sending your request, double-check company policies regarding the type of leave you’re requesting. Some situations might require specific documentat