Sample Email Requesting Change of Leave Date: Free & Effective

As someone who’s been in the thick of corporate communications, I understand the nuances of crafting an email that conveys a change in leave dates. 

Key Takeaways:

  • Understanding the Importance: Learn why it’s crucial to communicate changes in leave dates effectively.
  • Step-by-Step Guide: Follow a simple, structured approach to draft your email.
  • Simple Template: Utilize the provided template to simplify the process.
  • Tips for Clarity and Professionalism: Ensure your email is clear, concise, and professional.
  • Helping Others with Their Emails: Guide your friends in writing their change in leave date emails.





It’s more than just a notification; it’s about maintaining professionalism and clarity while being respectful of the company’s policies and your colleagues’ time.

In this article, I’ll take you through a step-by-step guide to writing an effective change in leave date email, including a handy template and tips for ensuring your message is received well.

Photo of a modern workspace where a middle-aged African man with glasses is concentrated on typing a 'Change In Leave Date Email'

Why is Communicating a Change in Leave Dates Important?

  1. Maintains Professionalism: It shows respect for your company’s time and resources.
  2. Ensures Smooth Operations: Helps in planning and avoids last-minute hassles.
  3. Builds Trust: Transparent communication fosters reliability and trust with your team.

Step-by-Step Guide to Write the Email

Step 1: Start with a Clear Subject Line

  • Example: “Change in Planned Leave Dates – [Your Name]”

Step 2: Address the Recipient Properly

  • Use a formal salutation, e.g., “Dear [Manager’s Name],”

Step 3: State the Purpose of the Email

  • Be straightforward about the change in plans.

Step 4: Provide the New Leave Dates

  • Clearly mention the revised dates of your leave.

Step 5: Explain the Reason for the Change (If Appropriate)

  • A brief explanation can be helpful but keep it professional.

Step 6: Apologize for Any Inconvenience

  • A simple apology shows consideration for others’ plans.

Step 7: Offer Assistance or a Solution

  • Suggest how you plan to manage your responsibilities.

Step 8: Close the Email Politely

  • Use a professional closing, e.g., “Best regards, [Your Name]”

Email Template

Subject: Change in Planned Leave Dates – [Your Name]

Dear [Manager’s Name],


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I hope this email finds you well. I am writing to inform you of a change in my planned leave dates due to [brief reason].

Originally, I had planned to take leave from [original start date] to [original end date]. However, I now need to change this to [new start date] to [new end date].

I apologize for any inconvenience this may cause and am willing to assist in any way to ensure a smooth transition. [Offer a solution or assistance].

Thank you for understanding and accommodating this change. Please let me know if there are any issues or further information needed.

Best regards,
[Your Name]

Real-Life Example

In my experience, once I had to change my leave dates due to a family emergency. I followed these steps, offered to prep my team for my absence, and received a positive response from my manager, appreciating my proactive approach.

Tips for Clarity and Professionalism

  • Be Concise: Keep your email brief and to the point.
  • Be Honest: Provide a genuine reason if necessary.
  • Show Empathy: Acknowledge any inconvenience caused.
  • Follow-up: If you don’t receive a response, follow up politely.

For Your Friends: Share this guide and template with them. Remind them to tailor the email to their specific situation and to maintain a professional tone throughout.

Writing such an email is more than just a formality. It’s a reflection of your professionalism and your ability to handle unforeseen changes gracefully.

By following these steps, you can ensure that your email is well-received and that your leave date change is handled as smoothly as possible.

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Frequently Asked Questions (FAQs)

A professional office setting with a young woman sitting at a desk, working on a computer

Q: How Should I Approach My Boss About a Sudden Change in My Leave Dates?

Answer: I recently faced this situation, and here’s what worked for me. First, I made sure to approach my boss at a time when they weren’t too busy or stressed. I explained the situation honestly, highlighting that the change was unavoidable and not a decision I made lightly. 

I emphasized how I planned to ensure my work would be covered during my absence. Luckily, my boss was understanding and appreciated my transparency and proactive approach.

Q: What’s the Best Way to Communicate a Last-Minute Leave Date Change to Colleagues?

Answer: In my experience, direct and clear communication is key. I drafted an email explaining the situation briefly and apologized for any inconvenience caused. 

I also made sure to inform them about any ongoing projects or tasks and how I planned to manage or delegate them. It’s important to be approachable for any questions or concerns they might have. This approach helped maintain a good working relationship with my team despite the sudden change.

Q: How Can I Minimize the Impact of Changing My Leave Dates on My Team?

Answer: When I had to change my leave dates unexpectedly, I focused on minimizing the disruption to my team. I prepared a detailed handover document, listing all my ongoing projects and their current status. 

I also arranged a meeting with my team to discuss the handover and address any concerns. Additionally, I offered to be available for urgent queries during my leave, which my team really appreciated.

Q: Is It Appropriate to Explain the Reason for My Leave Date Change in the Email?

Answer: In my case, I found it helpful to provide a brief explanation for the change. It helped in humanizing the situation and making my request more relatable. 

However, I was careful to share only what I was comfortable disclosing and kept it professional. Remember, it’s about striking the right balance between transparency and maintaining personal boundaries.

Q: How Do I Handle a Situation Where My Leave Date Change is Not Approved?

Answer: This happened to me once, and while it was disappointing, I understood the business needs. I respectfully requested a one-on-one meeting with my boss to discuss possible alternatives or compromises. 

It’s important to stay calm and professional, presenting your case clearly while also being ready to understand and adapt to the company’s needs. In my case, we found a middle ground that worked for both parties.

Q: Is There a Limit to How Many Times I Can Submit a “Leave Date Change Request”?

Answer: I’m aware that repeatedly submitting “leave date change requests” might be frowned upon. In my case, I try to limit it to exceptional circumstances to avoid any inconvenience to my team and maintain a professional image.

Q: Can I Extend My Leave by Submitting a “Leave Date Change Request”?

Answer: Yes, I can extend my leave by submitting a “leave date change request”. When I needed to extend my leave last time, I ensured to provide a valid reason and submitted the request well in advance to avoid any operational disruptions at work.

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