An emergency leave is one not planned for and can sometimes be inevitable. Taking care of an urgent situation which requires your absence from work for a specific period of time without fear of losing the job on your return or getting demoted is crucial. This is why you need to effectively communicate your leave to your boss or the human resources manager through a well-written emergency leave email.
Communicating your leave, in the most effective way you can, will help safeguard your work and reputation. It is of importance to pass across a message that you are not about to neglect your work but need time off to attend to pressing matters.
The Intricacies of Emergency Leave Email
Applying for an emergency leave from your employer can seem hard, but any boss who considers productivity as paramount realizes that it is for the good of the firm to permit an employee to have ample and reasonable time to attend to what he terms as an emergency. Without this, an employee might not be able to give his best to the work as a result of distractions arising from the challenges he or she is facing. Taking a leave is an employee’s right in any organizational setting. However, an emergency leave is a wholly different case because it is not planned in advance and could lead to disruption of the usual activities in the company; ranging from a delayed project to unforeseen circumstances as a result of the absence of the employee.
In writing an emergency leave email, note the following important points:
Follow the Company’s Policy
It is advisable to follow your company’s policy when it comes to writing an emergency leave email. Some companies give room for such leave and doing that by the rules guarantees you will face fewer challenges in the process. This policy may require you to produce proofs which may be medical report, police report etc.
Specify the Duration of Your Leave
Be specific about when your emergency leave will end. Never be indefinite, give an estimated period of time. In the case where you are uncertain of when to return based on the situation, make your intended date known without being absolute with when to resume work.
You may say; “I plan to return on…” this shows your intention and you are not absolutely saying “I will return on…” Ensure to put the day, month and year of your return. It is quite clear if you state that: “I plan to return on the 17 June 2017.”
State the Commencement Date
State the date your leave is starting in your emergency leave email. Just like specifying when you will return, the day you intend to commence your leave should also be indicated. No room should be left for assumptions.
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Put measures in place to ensure the work does not suffer in your absence. Mention these measures you have put in place in your email as you request for your leave. Ensure the necessary people (which may include your direct superior, team members etc) are also made aware of your unavoidable absence.
Other Tips for Writing Emergency Leave Email
The usual challenge for most people when writing an emergency leave email is usually how to start. Once you have started your email, writing the body of your message becomes easier. You could begin your email by simply stating that you want a leave. The “leave” is the focus of your email, and you could as well begin with it.
There are instances whereby starting your emergency leave email without putting your request first is better. This tends to appeal more to the emotion of your reader. Choosing your approach depends on the personality of who you are communicating with.
The next step is to state why you want this leave.
Oftentimes, when writing emergency leave email, in your attempt to be very convincing, you may include exaggerations that your human resources manager could see through, leading to distrust. This should be carefully avoided.
Also, being secretive as to why you want to take time off work could make you leave crucial details that portray your leave as unavoidable and extremely urgent. There are ways to pass across your message without revealing too many details you want hidden. However, give enough information to justify the reason for your absence.
Finally, remember to leave your contact or details of how you can be reached.
Sample Emergency Leave Email 1
I will like to inform you of my need to take an emergency leave starting from tomorrow. This is as a result of certain pressing family issues that require my urgent attention. In particular, I need this period to attend to an aunt of mine who is extremely ill and is in the hospital. She lives in San José, and presently, I am the only relative close by. I will be taking this trip and will return as soon as other family members arrive. I have informed my team of this unavoidable absence and have put them through on matters related to the project which is assigned to me.
I will return to work tentatively on 15 June 2017. I can be reached on this number 99234765890 or via firstname.lastname@example.org.
Thank you for your consideration and I look forward to receiving a response from you.
Sample Emergency Leave Email 2
I received an unexpected phone call early this morning regarding a ghastly road accident involving my father. I do not have sufficient information to ascertain his present condition. However, I am aware that he has been admitted to Sacred Heart Hospital, Lakeside. I will like to take some time off starting from today, to get to the hospital where he was taken to in order to verify the situation of things and take necessary actions.
I hope to resume work on 06 June 2017. I have handed over all the documents that are required in the ongoing projects at Springfield to my colleagues and informed my supervisors on this matter. The bulk of my work would be handled by members of my team during this brief period of my absence.
I can be reached on 555-146-909 or 909-455-111.
Thank you for your understanding.
Edited by Kelechi Duru