What Is a Leave Letter?

A leave letter is a written request asking your employer, manager, supervisor, school, or another organization for permission to be absent for a specific period.

At work, you may also hear it called a:

• Leave request letter

• Leave application

• Leave of absence letter

• Time-off request

• Absence request letter

• PTO request

• Vacation request

• Medical leave request

• Personal leave request

Your employer may require you to submit an online leave form in addition to your letter. You should always check your company’s leave policy before sending your request.

If you simply need permission to miss one day or part of a day, you may prefer Request for Permission to Be Absent from Work Samples.

How to Choose the Right Free Leave Letter Template

You should choose your template based on why you need to be away and how much information your employer needs.

Use:

• Template 1 for a general leave request

• Template 2 for personal reasons

• Template 3 for a one-day absence

• Template 4 for illness

• Template 5 for medical treatment or recovery

• Template 6 for a family emergency

• Template 7 for vacation or PTO

• Template 8 for unpaid leave

• Template 9 for bereavement

• Template 10 for parental leave

• Template 11 for a wedding or major personal event

• Template 12 for study or examination leave

• Template 13 for moving or relocation

• Template 14 for an emergency with an uncertain return date

• Template 15 when you need to extend existing leave

If you need a longer leave of absence, compare your wording with 7 Leave of Absence Application Letter Samples before you send your final request.

15 Free Leave Letter Templates

1. General Leave Letter Template

You can use this basic leave letter when you do not need a highly specialized format.

[Your Name]
[Your Job Title]
[Department]
[Email Address]
[Phone Number]

[Date]

[Manager’s Name]
[Manager’s Job Title]
[Company Name]

Subject: Leave Request From [Start Date] to [End Date]

Dear [Manager’s Name],

I am writing to formally request leave from [start date] through [end date]. I plan to return to work on [return date].

I am requesting this time away because of [brief reason]. Before my leave begins, I will complete my priority assignments and provide any necessary updates regarding unfinished work.

I will also coordinate with [coworker’s name/team] regarding responsibilities that may require attention while I am away.

Please let me know if you need any additional information or if I need to complete a separate leave form.

I would appreciate your confirmation of my requested leave dates.

Thank you for your consideration.

Sincerely,

[Your Name]

Why This Leave Letter Works

You give your employer the information needed to evaluate your request without making your letter unnecessarily long. You also demonstrate that you have considered how your absence could affect your work.

2. Personal Leave Letter Template

You can use this version when you need time away for a private personal matter.

For more variations, review 17 Personal Reason Leave Letter Samples.

[Your Name]
[Job Title]
[Department]
[Email Address]

[Date]

[Manager’s Name]
[Company Name]

Subject: Request for Personal Leave

Dear [Manager’s Name],

I am writing to request personal leave from [start date] through [end date]. I expect to return to work on [return date].

I need this time away to address an important personal matter that requires my attention. I would prefer to keep the specific details private, but I am happy to provide any information required under the company’s leave procedures.

Before my leave begins, I will complete [important task] and provide an updated status report for [project or responsibility].

I will also coordinate with [coworker’s name] regarding anything that may require attention during my absence.

Please let me know whether you need any additional information.

Thank you for considering my request.

Sincerely,

[Your Name]

3. One-Day Leave Letter Template

You should keep a one-day leave request short and specific.

[Date]

Dear [Manager’s Name],

I am writing to request leave for [date] because of [brief reason].

I expect to return to work on [return date]. Before I leave, I will complete any urgent assignments and make sure that [coworker’s name/team] has the information needed to address anything that cannot wait until my return.

Please let me know if you approve my request or need any additional information.

Thank you for your consideration.

Sincerely,

[Your Name]

If your situation only involves a brief absence, you can also review Request for Permission to Be Absent from Work for additional wording.

4. Sick Leave Letter Template

When you are sick, your letter should focus on your absence and expected return rather than providing unnecessary medical details.

You can find additional examples in Sick Leave Letter to Manager.

[Date]

Dear [Manager’s Name],

I am writing to request sick leave beginning on [start date].

Due to illness, I am unable to perform my normal work responsibilities and need time to recover. I currently expect to return to work on [return date].

I have updated [coworker’s name/team] regarding any urgent assignments and provided the information needed to handle immediate priorities.

If my expected return date changes, I will notify you as soon as possible.

Please let me know if you need any documentation or additional information.

Thank you for your understanding.

Sincerely,

[Your Name]

5. Medical Leave of Absence Letter Template

You can use a more formal letter when treatment, surgery, rehabilitation, or recovery requires an extended absence.

For additional examples, see 5 Sample Letters for Medical Leave of Absence from Work Due to Illness.

[Your Name]
[Job Title]
[Employee Number, if applicable]
[Department]

[Date]

[Manager’s Name]
[Human Resources Department]
[Company Name]

Subject: Medical Leave of Absence Request

Dear [Manager’s Name],

I am writing to formally request medical leave beginning on [start date].

Based on my current circumstances, I expect to remain on leave through [end date] and return to work on approximately [return date].

I need this leave for medical treatment and recovery. I will provide any required documentation through the appropriate HR or benefits process.

Before my leave begins, I will prepare an updated summary of my current projects, deadlines, contacts, and other responsibilities.

I will also work with [manager/coworker/team] to make the transition as smooth as reasonably possible.

Please confirm whether any additional forms or documentation are required.

Thank you for your consideration.

Sincerely,

[Your Name]

6. Family Emergency Leave Letter Template

A family emergency may give you very little time to prepare your request. You should communicate as soon as reasonably possible and provide the dates you know.

You can find more situation-specific wording in 21 Family Emergency Leave Letter Samples.

[Date]

Dear [Manager’s Name],

I am writing to request emergency leave because of an unexpected family matter requiring my immediate attention.

I need to be away from work beginning on [start date]. At this time, I expect to return on [return date].

I have updated [coworker’s name] regarding [urgent project, customer, deadline, or responsibility] and provided the information currently available to me.

If my expected return date changes, I will notify you by [date/time].

Please let me know if you need any additional information or documentation.

Thank you for your understanding.

Sincerely,

[Your Name]

When you need to notify your manager quickly by email instead, use Family Emergency Email to Boss.

7. Vacation Leave Letter Template

You should normally submit planned vacation requests as early as your workplace policy recommends.

For more vacation wording, see 25 Vacation Request Email Samples.

[Your Name]
[Job Title]
[Department]

[Date]

Dear [Manager’s Name],

I am writing to request vacation leave from [start date] through [end date]. I plan to return to work on [return date].

Before my vacation begins, I will complete [project/task] and provide an updated status on [project/task].

I will coordinate with [coworker’s name/team] regarding any responsibilities that may require attention during my absence.

Please let me know whether these dates can be approved. If there is a scheduling conflict, I would be happy to discuss available alternatives.

Thank you for considering my request.

Sincerely,

[Your Name]

If your manager normally handles PTO requests by email, you can also use Vacation Request Email to Your Boss.

8. Unpaid Leave Letter Template

You should make it clear when you are specifically requesting unpaid leave.

For additional formats, review How to Write a Perfect Unpaid Leave Letter.

[Your Name]
[Job Title]
[Department]

[Date]

Dear [Manager’s Name],

I am writing to formally request unpaid leave from [start date] through [end date].

I need this time away because of [brief reason]. I understand that this request may be subject to company policies and approval requirements.

Before my leave begins, I will complete [important responsibilities] and work with [coworker’s name/team] to arrange appropriate coverage.

I currently expect to return to work on [return date].

Please let me know if there are any forms I need to complete or any additional information I should provide.

Thank you for considering my request.

Sincerely,

[Your Name]

9. Bereavement Leave Letter Template

Your bereavement request can remain simple and respectful. You generally do not need to provide a lengthy explanation in your initial letter.

[Date]

Dear [Manager’s Name],

I am writing to request bereavement leave following the death of a family member.

I would like to request leave from [start date] through [end date], and I currently expect to return to work on [return date].

Before leaving, I will provide [coworker’s name/team] with any information needed to address urgent responsibilities during my absence.

Please let me know if HR requires any additional information or documentation.

Thank you for your understanding and support.

Sincerely,

[Your Name]

You can also find bereavement wording among the 17 Leave Application Request Email Samples.

10. Parental Leave Letter Template

When your leave can be planned in advance, you can make your request stronger by starting the transition process early.

[Your Name]
[Job Title]
[Department]

[Date]

Dear [Manager’s Name],

I am writing to begin the process of requesting parental leave starting on or around [expected start date].

Based on my current plans, I expect my leave to continue through [end date], with a tentative return-to-work date of [return date].

Before my leave begins, I would like to work with you and the team to develop a transition plan covering my current projects, recurring responsibilities, deadlines, and appropriate backup contacts.

I will also coordinate with HR regarding any required paperwork and final leave dates.

Please let me know when it would be convenient to discuss the transition plan.

Thank you for your support and consideration.

Sincerely,

[Your Name]

11. Leave Letter for a Wedding or Major Personal Event

When you need leave for your wedding or another planned personal event, you should give as much advance notice as reasonably possible.

[Date]

Dear [Manager’s Name],

I am writing to request leave from [start date] through [end date] because of an important personal event.

I plan to return to work on [return date].

Because I am submitting this request in advance, I will make sure my major assignments are completed or appropriately handed over before my leave begins.

I will also coordinate with [coworker’s name/team] regarding any responsibilities that could arise during my absence.

Please let me know if these dates can be approved.

Thank you for your consideration.

Sincerely,

[Your Name]

12. Study or Examination Leave Letter Template

You can use this format when your employer allows educational or examination leave.

[Your Name]
[Position]
[Department]

[Date]

Dear [Manager’s Name],

I am writing to request leave from [start date] through [end date] so I can attend [examinations/course/training/educational program].

I believe this time will allow me to meet my educational commitments while minimizing disruption to my work responsibilities.

Before my leave begins, I will complete [important task] and update [coworker’s name/team] regarding outstanding responsibilities.

I expect to return to work on [return date].

Please let me know whether additional documentation is required to consider my request.

Thank you for your time and consideration.

Sincerely,

[Your Name]

13. Moving or Relocation Leave Letter Template

You can use a short personal-leave format when moving requires you to miss work.

[Date]

Dear [Manager’s Name],

I am writing to request leave from [start date] through [end date] because I will be relocating my household.

I expect to return to work on [return date].

Before my leave begins, I will make sure my current assignments are updated and that [coworker’s name/team] has the information needed to address any urgent issues.

Please let me know if you need additional information.

Thank you for considering my request.

Sincerely,

[Your Name]

For more examples involving private personal matters, see 17 Personal Reason Leave Letter Samples.

14. Emergency Leave Letter When You Do Not Know Your Return Date

Sometimes you cannot provide an exact return date. When that happens, you should give your employer a specific time when you will provide another update.

For additional urgent situations, review 15 Emergency Leave Letter Samples for Personal Reasons.

[Date]

Dear [Manager’s Name],

I am writing to inform you that an unexpected emergency requires me to take leave beginning immediately on [date].

At this time, I am unable to provide a definite return date. I expect to have more information soon and will provide you with an update by [specific date or time].

I have shared the current status of [important task/project] with [coworker’s name/team] and provided the information needed to address the most urgent matters.

During my absence, I will be [unavailable/available by phone for urgent matters/have limited access to email].

I appreciate your understanding and will keep you informed as the situation develops.

Sincerely,

[Your Name]

If you need to send your request immediately, Emergency Leave Email: 3 Free Templates gives you shorter email versions.

15. Leave Extension Request Letter Template

You should submit an extension request as soon as you realize you cannot return on your original date.

For a medical situation, you can also review Leave Extension Request Letter Due to Medical Treatment.

[Your Name]
[Job Title]
[Department]

[Date]

Dear [Manager’s Name],

I am writing to request an extension of my current leave.

My leave was originally scheduled to end on [original end date], with my return planned for [original return date]. Because of [brief reason], I am requesting an extension through [new end date].

If approved, I expect to return to work on [new return date].

I will provide any updated documentation required by HR and will continue to keep you informed if my circumstances change.

I appreciate your consideration and understanding.

Please confirm whether my revised leave dates can be approved.

Sincerely,

[Your Name]

How to Write Your Leave Letter

1. Start With Your Exact Leave Dates

You should make your requested dates easy to find.

Instead of writing:

“I need some time off next month.”

Write:

“I am requesting leave from October 12 through October 16 and plan to return on October 19.”

Specific dates reduce confusion and make scheduling easier.

You can see the same date-first approach in How Do I Write a Leave Letter for Work?.

2. Give a Brief Reason for Your Leave

You generally do not need to write several paragraphs explaining your personal circumstances.

Depending on your situation, you can use wording such as:

• “For personal reasons”

• “Due to illness”

• “For a medical matter”

• “Because of a family emergency”

• “For a scheduled vacation”

• “To care for a family member”

• “Following a death in my family”

• “For an important personal commitment”

If you are dealing with an urgent family situation but want to protect your privacy, you can review What Can I Say Instead of Family Emergency?.

3. Include Your Expected Return Date

Your manager needs to know when you expect to resume your normal responsibilities.

If you are requesting leave through Friday but returning Monday, state Monday as your return date.

If you do not know exactly when you can return, do not invent a date. Instead, explain when you expect to provide another update.

4. Explain How Your Work Will Be Handled

You can make your request easier to evaluate by addressing important responsibilities before your manager has to ask.

You might write:

“Before my leave begins, I will complete the monthly report and provide Sarah with updated notes regarding the two open client projects.”

Your handoff does not have to be complicated. You simply need to show that you have considered urgent responsibilities, deadlines, meetings, customers, files, and ongoing projects.

5. Ask Whether Additional Documentation Is Required

Depending on your employer and the type of leave, you may need to complete forms or provide supporting information.

Instead of guessing, you can write:

“Please let me know if I need to complete any additional forms or provide documentation.”

This keeps your request professional without making assumptions about your employer’s requirements.

6. Request Written Confirmation

You should know whether your leave has actually been approved before you rely on your requested dates whenever circumstances allow.

A simple closing sentence works:

“I would appreciate written confirmation of the approved leave dates.”

You can keep the confirmation email or letter with your employment records.

What You Should Avoid in a Leave Letter

Even when your reason for needing leave is legitimate, your letter can become less effective if you include unnecessary information.

Try to avoid:

• Writing an excessively long personal explanation

• Leaving out your requested dates

• Forgetting your expected return date

• Assuming your leave has already been approved

• Criticizing your manager or workplace

• Making emotional demands

• Providing confidential medical information unnecessarily

• Forgetting to mention urgent work

• Promising that you will be available when you cannot realistically work

• Sending your request to the wrong person

You should focus on what your employer needs to process your request.

Short Leave Letter Format You Can Reuse

When you need a simple format for many situations, you can use this structure:

[Date]

Dear [Manager’s Name],

I am writing to request [type of leave] from [start date] through [end date]. I expect to return to work on [return date].

I am requesting this leave because of [brief reason].

Before my leave begins, I will [complete important work / provide a handoff / update the team]. [Coworker’s name/team] will have the information necessary to address urgent matters during my absence.

Please let me know if you need any additional information or documentation. I would appreciate confirmation of the approved dates.

Thank you for your consideration.

Sincerely,

[Your Name]

For even more formats you can customize, compare 17 Free Official Request Letter Templates.

Leave Letter vs. Leave Email

You can usually use the same basic information in either format.

A formal letter may be more appropriate when:

• You are requesting extended leave

• HR requires documentation

• Your workplace has a formal approval process

• You want a signed record

• Your request involves an important employment matter

An email may be more appropriate when:

• Your workplace normally communicates by email

• You need only a few days off

• You are requesting vacation or PTO

• Your absence is unexpected

• You need to notify your manager quickly

If email is your best option, use 17 Leave Application Request Email Samples to compare different situations.

Before You Send Your Leave Letter

Before sending your request, check that you have:

• Entered the correct dates

• Included your expected return date

• Used your manager’s correct name and title

• Explained your reason briefly

• Identified urgent responsibilities

• Added a handoff plan when necessary

• Mentioned documentation if applicable

• Asked for confirmation

• Removed all unused bracketed placeholders

• Proofread your letter

• Saved a copy for your records

You should also check your employee handbook or HR procedures so you know whether you need to submit your request through another system.