Sample of Permission Letter to be Absent from Work

Crafting a permission letter for work absence is vital for addressing personal, medical, or other valid reasons, emphasizing the importance of clear, concise, and respectful communication with your employer

Key Takeaways:

  • Understand the importance of a well-written permission letter for absences from work.
  • Follow a step-by-step guide to craft an effective permission letter.
  • Free Template: Utilize the provided template to streamline the process.
  • Know when and how to submit your letter to ensure professionalism.

Step 1: Understand the Purpose





A permission letter serves as a formal request for time off from work. It’s not only a courtesy to your employer but also a document that can be recorded in your HR file.

Step 2: Gather Necessary Information

Before you start writing, ensure you have all the necessary information, such as:

  • Company leave policies
  • Your supervisor’s name and title
  • The dates of your absence
  • The reason for your absence (as much as you’re comfortable sharing)

Step 3: Start with a Professional Format

Begin your letter with a professional letter format, including your name, position, department, date, and addressee information.

Example of Header:

[Your Name]
[Your Position]
[Your Department]
[Date]

[Supervisor’s Name]
[Their Position]
[Company Name]
[Company Address]

Step 4: Write a Clear Subject Line

The subject line should succinctly state the purpose of your letter.

Example of Subject Line:

Subject: Request for Absence from Work on [Date(s)]

Step 5: Address the Recipient Properly

Begin your letter with a formal salutation, such as “Dear [Supervisor’s Name],”.

Step 6: State the Purpose of Your Letter

Clearly state the reason for your absence in the first paragraph.

Example:

I am writing to request permission to be absent from work due to [reason]. I have taken all necessary steps to ensure my responsibilities are covered during my absence.

Step 7: Provide the Details of Your Absence

In a new paragraph, detail the specific dates you will be absent and how you plan to manage your work in your absence.

Step 8: Offer Reassurance

Assure your employer that your absence won’t negatively impact your work.

Example:

I have arranged for [Colleague’s Name] to cover my duties on the days I will be absent and have briefed them on all outstanding projects.

Step 9: Close with Professional Courtesy

Conclude your letter with a statement of appreciation for considering your request and provide your contact information.

Example of Closing:

Thank you for considering my request. I am available at [your email] or [phone number] should you need to reach me.
Sincerely,
[Your Name]

Tips for Writing a Permission Letter to be Absent from Work:

  1. Be Timely: Submit your letter well in advance of the dates you’re requesting off.
  2. Keep it Professional: Use a formal tone and professional language.
  3. Be Concise: Clearly state the necessary information without unnecessary details.
  4. Follow Up: If you don’t receive a response, follow up with a polite reminder.

Real-Life Example: Lisa Hope, a marketing coordinator, needed to take a week off for surgery. She informed her supervisor two weeks in advance, provided a detailed plan for how her work would be managed, and offered to be available for any urgent queries during her absence. Her proactive approach was appreciated by her employer, and her permission was granted without issue.

Frequently Asked Questions (FAQs)

Q: What is a Request for Permission to be Absent from Work?

Answer: A request for permission to be absent from work is a formal request made by an employee to their employer seeking approval for a temporary absence from work due to personal, medical, or other reasons.

Q: When should I make a request for permission to be absent from work?

Answer: You should make your request for permission to be absent as soon as you become aware that you will need to take time off. In most cases, you will need to provide advance notice to your employer to give them adequate time to make arrangements for your absence.

Q: What should be included in a request for permission to be absent from work?

Answer: Your request for permission to be absent should include the reason for your absence, the duration of your absence, the date of your return, and any other relevant information that your employer may need to know, such as who will be covering your duties while you are away.

Q: How should I submit my request for permission to be absent from work?

Answer: You can submit your request for permission to be absent in writing, by email, or in person, depending on the policies and procedures of your workplace. It’s best to check with your employer to find out their preferred method of submission.

Q: Can my employer deny my request for permission to be absent from work?

Answer: Yes, your employer can deny your request for permission to be absent, depending on the reason for your absence and the policies and procedures of your workplace. 

It’s important to check with your employer before taking time off to ensure that you understand their policies and procedures regarding absences.

Q: How long can I be absent from work without permission?

Answer: This depends on the policies and procedures of your workplace. Most employers require that employees obtain approval for absences in advance, and there may be consequences for unapproved absences, such as disciplinary action or termination. It’s important to check with your employer to find out their policies regarding absences.