Sample Leave Extension Letter Due to Personal Reasons

In this guide, I’ll share my insights and provide a step-by-step approach to writing an effective leave extension letter due to personal reasons, complete with a downloadable template to get you started.

Key Takeaways

  • Understand the Purpose: Know why you need an extension and be clear about it in your letter.
  • Be Concise and Honest: Clearly state your reason without too much detail that may invade your privacy.
  • Professional Tone is Key: Even though it’s a personal reason, maintain a professional tone.
  • Provide a Clear Return Date: Always specify when you plan to return to work.
  • Offer Solutions: Suggest how your responsibilities can be handled in your absence.
  • Follow Up: Always follow up if you don’t receive a response within a reasonable timeframe.

Step 1: Start with a Formal Greeting





Begin your letter with a formal salutation. If you know the recipient personally, “Dear [Name],” works perfectly. If not, “Dear [Job Title],” is a safe and respectful option.

Example:
“Dear Mr. Smith,”

Step 2: State the Purpose of Your Letter

Directly after your greeting, state the purpose of your letter. It’s important to be straightforward and clear, letting the recipient understand the content of your letter from the beginning.

Example:
“I am writing to request an extension on my leave of absence due to unforeseen personal reasons.”

Step 3: Explain Your Reasons


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This is the part where you need to be cautious but clear. Explain the nature of your personal reasons to the extent necessary to justify your request for extension. 

However, maintain privacy and avoid overly detailed explanations that might not be appropriate for a professional setting.

Example:
“Due to a recent family emergency, which requires my immediate and ongoing attention, I find myself unable to return to work at the previously agreed-upon date.”

Step 4: Specify the Extended Period

Clearly state how much longer you need off work. Give a specific date if possible, or at least estimate the time required.

Example:
“I kindly request to extend my leave until the end of the next month, [specific date].”

Step 5: Offer a Contingency Plan

Reassure your employer that your responsibilities are covered. Whether you’ve arranged for a colleague to take over or can manage some tasks remotely, communicate this effectively.

Example:
“During my absence, I have arranged for [Colleague’s Name] to oversee my responsibilities. I will also be available to assist remotely if urgently needed.”

Step 6: Express Gratitude

Show appreciation for the consideration given to your situation. A polite thank you goes a long way in maintaining good relationships with your employer.

Example:
“I appreciate your understanding and consideration during this challenging time. Thank you for your support.”

Step 7: Conclude and Provide Contact Information

End your letter on a positive note, and include your contact information, making it easy for your employer to reach out if they need further clarification.

Example:
“Please feel free to contact me at [Your Phone Number] or [Email Address]. I look forward to your understanding and support.”

Step 8: Close Formally

Use a formal closing and sign your name.

Example:
“Sincerely,
[Your Name]”

Real-Life Example

I remember when I had to extend my leave last year due to a sudden illness in the family. Being transparent about my situation helped me maintain a good relationship with my employer, who appreciated the early notice and the way I handled the responsibilities during my absence.

Leave Extension Letter Due to Personal Reasons Template

[Your Name]
[Your Position]
[Department/Team]
[Company Name]
[Company Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]
[Date]

[Recipient’s Name]
[Recipient’s Position]
[Company Name]
[Company Address]
[City, State, Zip Code]

Dear [Recipient’s Name],

I am writing to request an extension of my current leave of absence due to personal reasons. As you are aware, I have been on leave since [start date of leave], due to [brief mention of reason, e.g., a family health issue]. Unfortunately, the situation has not resolved as anticipated, which necessitates my continued absence from work.

After consulting with my [relevant party, e.g., family members, doctor], I find that I must extend my leave to manage these circumstances effectively. I am hopeful that this extension will allow me to address these personal issues fully and return to work with the ability to contribute effectively.

As such, I kindly request that my leave be extended until [proposed return date]. During this period, I have arranged for [Colleague’s Name] to cover my duties, ensuring continuity and no disruption to our team’s output. 

I have briefed them on all ongoing projects and am confident in their ability to manage these responsibilities effectively. I am also available to provide any remote support needed during this period.

I apologize for any inconvenience my extended absence may cause and appreciate your support and understanding during this challenging time. Please let me know if there are any forms or additional documentation that I need to complete at this juncture.

Thank you for considering my request. I look forward to your positive response. Please feel free to contact me at my personal number or email should you need further information or wish to discuss this in more detail.

Warm regards,

[Your Signature (if sending a hard copy)]
[Your Typed Name]
[Your Position]

Frequently Asked Questions (FAQs)

Q: How do I request an extension for my leave due to personal reasons?

Answer: From my experience, it’s best to be upfront and concise in your letter. Clearly state the extension date and provide a brief explanation of your personal circumstances, maintaining professionalism throughout.

Q: What should I include in a leave extension letter?

Answer: In the letters I’ve written, I always include the new return date, a brief explanation of why I need the extension, and how my responsibilities will be managed in my absence. It’s also polite to express appreciation for the employer’s understanding.

Q: How early should I submit a leave extension request?

Answer: I recommend submitting a leave extension request as soon as you realize you need it. In my case, giving my employer at least two weeks’ notice helped facilitate a smoother adjustment for everyone involved.

Q: Can I email my leave extension letter, or should I submit it in person?

Answer: Based on what has worked for me, if your company policies permit, emailing your leave extension letter is perfectly acceptable and ensures there’s a record of your communication. However, for more personal interactions, delivering the letter in person can also be effective.

Q: What tone should I use in a leave extension letter for personal reasons? 

Answer: I always use a professional and respectful tone in my letters. Even though the reasons are personal, maintaining professionalism helps in receiving a favorable response from your employer.

Q: Is it necessary to provide specific details about my personal situation in the leave extension letter?

Answer: In my experience, it’s not necessary to go into great detail about your personal issues. Just provide enough information to justify the need for an extension, but keep your privacy intact.

Q: What if my leave extension request is denied?

Answer: When my leave extension was denied, I found it helpful to request a meeting to discuss possible alternatives. It’s important to stay flexible and open to discussing other options that might also work for your employer.

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