Not everyone can work nonstop without taking a breather now and then. It is important to take some time off to unwind and rest. At some point in your career, you will need to write a letter of request for leave. Knowing how to write leave requests is an essential skill that can benefit you in your professional journey. Surprisingly, many people do not know how to write a leave request. Whether you are going on a long holiday or planning on just taking some days off to relax, how you phrase your email for leave has a significant impact on your employer. A well-written email for leaves with plenty of advance notice is sure to reflect your overall work ethic. Whatever your reason for needing time off may be, it is important to write a request that is clear and appropriately detailed. Not only will it showcase your professionalism, but it will also enhance the chances of your request being approved.
What is a Leave Request?
An application for leave is a formal request to your employer or a higher authority for time off from work. Typically, this message includes the reasons for your absence from work, along with the specified time you will be away. You may be required to provide additional information along with the leave application to manager. Make sure to check the company guidelines related to leaves before you write your application. Being able to write applications is almost as important as knowing how to make a resume; professional CV writers can help you with writing yours.
Here are some tips for writing an effective application for leave
Writing a Convincing Leave Request
Read the Company Policy
Some companies have specific policies regarding leaves, as well as the requirements for applying. Ensure that you check your company’s policies regarding leaves or contact the company’s HR department to confirm the correct procedure for the writing process. You can also request further guidance if your reasons for needing leave do not fall under the conditions specified by your organisation.
Mention the Approximate Duration
If you can, determine how long you will be absent for. Conveying exactly how much time you will be taking off is important for reflecting your professionalism. State the starting and end dates of the leaves, along with the reason. However, in some cases, it is difficult to determine how much time you need off from work, for instance, if you are a primary caregiver for someone in your family who is sick, or if you have a medical condition that prevents you from working. It is essential to provide at least an estimate, making it easier for your employer to make necessary arrangements. You can also propose a plan for how your work will be covered in your absence to create a positive impression.
Choose the Right Greeting
No matter how well you know your manager or the authority you report to, it is crucial to keep he tone of your leave request email as formal and professional as possible. It is preferred to use gender-neutral terms or simply write the person’s name for a formal tone in the email. Adopting a polite and professional tone is sure to create a positive impression on the reader and enhance the chances of your application being approved. Using the right greeting in your leave application to your manager is important, as it may be saved or printed for the organisation’s internal purposes.
Use Appropriate Format
You may need to write a leave application for several reasons. Before writing a holiday request letter to the manager, determine the format of the letter or request. Check the company guidelines to determine the preferred structure for writing. If no specific formats are mentioned in the guideline, you can use one that suits your needs the best.
State Your Reason for Writing
Make use of the opening section to inform your employer about the reason for writing. This is going to help them quickly identify the cause of your absence and approve your application. You can do this by adding the reason in the subject line. This is going to set the tone and context for the rest of the email. Whether it is a medical issue, a personal one, or any other legitimate reason, clearly stating a valid reason for absence is going to help your manager understand the importance of your application.
Add Relevant Information
Provide relevant and required details regarding your reason for absence. If it is possible, propose an alternate plan for how work will be handled when you’re away. This will help ensure a smoother workflow in your absence, as well as showcase your dedication to work. If you have assigned any important tasks to your coworkers, ensure that you keep track of them and provide your manager with the necessary information regarding the tasks.
Provide Supporting Documents
In some cases, your request for leave will require relevant documents to be included. If your application is for a medical issue, make sure to provide any reports of prescriptions to legitimize your need for leave. If you want some time off to be able to update or rewrite your resume, you can get help from CV services in Dunedin for it. In case you’re travelling for any personal reasons, add the relevant papers along with the leave request email to manager to demonstrate professionalism, so your application is taken more seriously.
Express Gratitude
Close the email by thanking your employer for considering your request, as a way of showing respect. This is going to increase the chances of your application getting approved. You can also express your willingness to discuss any further details in ensuring a smoother workflow when you’re absent.
Dos and Don’ts of Writing a Leave Request
Here are some important dos and don’ts of writing an application for leave so yours gets approved.
Dos
- Mention the purpose of your leave and the time duration you will be absent for.
- Be direct but also professional with your tone.
- Check the company guidelines regarding leaves and the procedure for applying.
- Apply with ample notice.
- Make sure your reasons are valid.
- Attach the necessary and relevant documents related to the leave application email.
Don’ts
- Go overboard with giving personal details about your reason for needing leave.
- Provide a confusing time duration for which you need the leaves.
- Use informal or unprofessional language in the email.
- Wait for the last moment to apply for leaves, or take them without applying in the first place.
Here is a leave request email sample
Dear Henry,
I hope this email finds you well. I am writing this email to request a six-day leave which will be from 15th to 20th September 2025.
I have been experiencing health issues in the past few weeks, and the reason has not been identified yet. My physician has advised me to get myself admitted to a hospital for at least a week so the required medical checks and procedures can be carried out to form a diagnosis.
I made sure to discuss this with Mary, who has assured me that she will take care of my work and attend meetings on my behalf during my absence. We have also discussed how work will be managed when I’m away. In case there are any urgent tasks or queries, I will be available on my contact number to address them.
I have attached the relevant medical reports with this email for further reference. Keeping in mind my good record of attendance at work, I hope my request will be approved.
Kind Regards,
Sophie
Frequently Asked Questions (FAQs)
How early should I apply for my leaves?
It is always advisable to submit your request with sufficient notice time, so necessary arrangements can be made. However, in cases where the leaves are needed immediately, ensure that you apply them as soon as possible.
What should I do if my request is approved and I need to make changes to it?
Reach out to your manager to discuss the changes you need to make. You may need to contact the human resource manager as well if there has been enough time since your leave was approved.
How to make a leave request sound professional
Write your annual request email in a highly professional, respectful, and polite tone. Keep the message brief and concise, and check for any grammatical errors or spelling mistakes. Ending the request with gratitude is always a great way to maintain professionalism when asking for leave.
What are the details that I need to add to my leave application to boss?
Details such as the starting and ending dates of your leave, the type of leave you’re requesting, the reason, and any necessary documents must be included in your email to ensure clarity for your employer.
Conclusion
By following these steps, you can write an application for leave that is sure to get approved. Keep in mind that maintaining a polite and professional tone will leave a positive impact on your employer and increase the chances of your request being approved. Provide any necessary details or documents that may be required of you; this will help further legitimise your need for leave. Keep in mind that although it is important to take some time off to unwind or for other reasons, it is equally important not to let your absence affect your performance at work. By providing substantial reasons and an alternative plan to streamline the workflow smoothly, you can ensure that your absence will not cause any inconvenience to your employer or coworkers.