How to Write an Official Leave Letter Email

Source mavink.com An official leave letter email is a formal communication sent by an employee to their manager or supervisor to request time off from work. It typically includes information about the employee’s name, position, dates of leave, reason for leave, and contact information. The recipient is the manager or supervisor who has the authority to approve or deny the request. The purpose of an official leave letter email is to provide a written record of the employee’s request and to ensure that it is properly processed.

Best Email Structure for Official Leave Requests

When submitting an official leave request via email, it’s crucial to follow a clear and professional structure. Here’s a guide to help you craft an effective leave request email:

Subject Line:

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• Be concise and informative.
• Indicate the purpose of the email, e.g., “Official Leave Request.”

Salutation:

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• Address the recipient formally, using their full name and title.
• If you’re unsure of their title, opt for “Dear [Recipient’s Name].”

Introduction:

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State your purpose clearly: “I am writing to request an official leave of absence for [number] days, starting from [start date] and ending on [end date].”

Reason for Absence:

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Provide a brief explanation of the reason for your leave, e.g., medical appointment, family emergency, or personal reasons.

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If possible, support your reason with documentation or a doctor’s note (attach it as a separate file).

Leave Details:

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Specify the duration of your leave, including the exact start and end dates and times.

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Indicate the type of leave you’re requesting, e.g., annual leave, sick leave, or unpaid leave.

Availability:

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State when you will be available to return to work.

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Provide an alternative contact number or email address where you can be reached during your absence.

Return Arrangements:

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If necessary, specify any arrangements you’ve made for your return to work, e.g., handover tasks, meetings, or training.

Closure:

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Thank the recipient for their consideration of your request.

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• Use a closing salutation such as “Sincerely,” or “Respectfully yours.”
• Sign your name below the salutation.

Table: Leave Request Checklist

Element	Requirement
Subject Line	Purpose of request and leave type
Salutation	Formal address
Introduction	Clear statement of leave request
Reason for Absence	Explanation and supporting documentation if available
Leave Details	Duration, start and end dates/times, leave type
Availability	Return date and alternative contact information
Return Arrangements	Handovers, meetings, or training arrangements
Closure	Thank you and signature

Sample Official Leave Letter Emails

Casual Leave

Dear [Manager’s Name],

I am writing to request a casual leave for [number] day(s) from [start date] to [end date], for personal reasons.

I understand that advanced notice is required for casual leave, and I apologize for the short notice. I have already completed all urgent tasks and made arrangements for my colleagues to cover my absence.

Thank you for your understanding and approval.

Sincerely,

[Your Name]

Sick Leave

Dear [Manager’s Name],

I am writing to inform you that I will be unable to attend work today due to illness.

I have been experiencing [symptoms] since [time]. I have attached a doctor’s note for your reference.

I apologize for any inconvenience caused and will keep you updated on my condition.

Thank you for your understanding.

Sincerely,

[Your Name]

Maternity/Paternity Leave

Dear [Manager’s Name],

I am writing to inform you that I am expecting the arrival of our newest family member on [due date]. As such, I would like to request maternity leave from [start date] to [end date].

I have already made arrangements for my colleagues to cover my responsibilities during my absence. I will also be available for consultation if needed.

I am excited about this new chapter in my life and appreciate your support during this time.

Sincerely,

[Your Name]

Bereavement Leave

Dear [Manager’s Name],

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I am writing to request bereavement leave due to the passing of my [relationship to deceased] on [date].

The funeral services will be held on [date] and I expect to be away from work for [number] day(s).

I understand that this is a difficult time and appreciate your understanding.

Sincerely,

[Your Name]

Study Leave

Dear [Manager’s Name],

I am writing to request study leave for [number] day(s) from [start date] to [end date], for the purpose of attending a [course name] at [institution name].

The course will provide me with essential skills and knowledge that will enhance my performance in my current role.

I have completed all urgent tasks and made arrangements for my colleagues to cover my responsibilities during my absence.

Thank you for considering my request.

Sincerely,

[Your Name]

Sabbatical Leave

Dear [Manager’s Name],

I am writing to request a sabbatical leave for [number] month(s) from [start date] to [end date], for the purpose of personal growth and exploration.

During my leave, I plan to pursue [activities]. This experience will allow me to return to work refreshed and revitalized, with a renewed perspective and enhanced skills.

I have completed all urgent tasks and made arrangements for my colleagues to cover my responsibilities during my absence.

Thank you for considering my request.

Sincerely,

[Your Name]

Unpaid Leave

Dear [Manager’s Name],

I am writing to request an unpaid leave of absence for [number] month(s) from [start date] to [end date], for personal reasons.

I understand that this is a significant request and I appreciate your flexibility in considering it.

I have completed all urgent tasks and made arrangements for my colleagues to cover my responsibilities during my absence.

Thank you for your understanding.

Sincerely,

[Your Name]

How to Write an Official Leave Letter Email

Question: What should an official leave letter email include?

Answer: An official leave letter email should include the following information:

• Subject line: Clearly state the purpose of the email, such as "Request for Leave of Absence."
• Salutation: Start the email with a formal salutation, such as "Dear [Manager’s Name]."
• Body: State the specific dates you are requesting off and the reason for your leave. Be brief and professional.
• Closing: End the email with a polite closing, such as "Sincerely," followed by your typed name.

How to Format an Official Leave Letter Email

Question: What is the proper format for an official leave letter email?

Answer: An official leave letter email should be formatted as follows:

• Font: Use a professional font, such as Times New Roman or Arial, with a font size of 12 points.
• Margins: Set the margins to 1 inch on all sides.
• Alignment: Left-align the text of the email.
• Spacing: Single-space the email and double-space between paragraphs.
• Attachments: If necessary, attach any supporting documents, such as a medical note.

When to Send an Official Leave Letter Email

Question: When should I send an official leave letter email?

Answer: An official leave letter email should be sent well in advance of the requested leave dates. The amount of advance notice required will vary depending on the company’s policy, but it is generally recommended to give at least two weeks’ notice.

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