If you’re a professional, you will write a leave of absence letter sooner or later. In the face of unforeseen circumstances that will take you away from work for extended periods, sending in a leave of absence letter is standard practice.
In this article, we will look at everything you need when sending in a leave of absence letter; common instances where an LOA letter would be required, how to write one, and we will tie it all together with some common examples to help you write the best leave of absence letters.
What is a Leave of Absence?
A leave of absence is an extended period in which you won’t be in the office or work. This differs from paid time off because, unlike regular paid time off, a leave of absence takes a much more extended period and can be unpaid.
Unlike sick days or vacations where you’re out of the office but still getting paid, a leave of absence can stretch for months on end and, depending on a host of factors, can be paid or unpaid.
In countries like the United States, there are laws governing leaves of absence; one is the Family and Medical Leave Act (FMLA). This act ensures that provided eligibility criteria are met, and eligible employees can take up to 12 work weeks’ leave every 12 months. This leave can be for many reasons, from health conditions, childbirth, jury duty, or whatever reason.
While this act ensures this leave, the ultimate decision lies with your company or organization. This is why it’s essential that before you take a leave of absence, you reach out to the head of human resources, your boss, or read the company’s guidelines extensively.
This will either arm you with the necessary information or permit you to go on leave. If you take a leave of absence without first ensuring you’re following the company’s rules and regulations, you could lose your job.
How to Send a Leave of Absence Letter?
The most standard way to do this is to send a letter to your managers and CC the head of HR and your team lead. Before this, it’s important to have a chat or a one-on-one meeting with HR or your manager before writing the letter. This way, they’re not caught off guard by your request.
The above is the standard way to send a leave of absence letter, but it’s not the only way. Company cultures are different, and so are their approaches to things. For less formal companies, a simple Slack message or a quick chat over Zoom may be enough to request a leave of absence.
The best way to send a leave of absence letter is by using your company’s default mode of communication.
Everything You Need to Know to Write a Leave of Absence Letter
If your company’s default mode of communication is via email, then ensuring your email is written properly increases your chances of getting that desired leave. We will list a step-by-step guide on how to write a leave of absence letter.
- Recognize you’re writing a formal letter
One of the most important things to remember when writing a leave of absence letter is that you’re writing a formal letter; this means ensuring the letter follows all professional etiquette. This means including you:
- Full name and complete contact information: email address, phone number, and home address.
- Include the submission date.
- Address the letter to the appropriate person; this can be anyone from your manager to the HR.
- Include your company’s contact information: company name, phone number, and address.
- Use a professional salutation.
- Include relevant dates. Your letter should include the relevant dates: when you want the leave to start, and when you want it to end.
- While this is optional, you can include specific details on why you’re requesting the leave of absence. If you don’t feel comfortable doing this, you can tag the reason under a vague term such as ” medical emergency” or “family emergency.” Bear in mind that you may be required to have a one-on-one meeting to discuss this, and in that meeting, you may be required to give full disclosure.
- Close and sign the letter.
- Be up-to-date on your company’s guidelines.
This goes without saying, but the most important thing to know before writing a leave of absence letter is your company’s policy. Understanding your company’s LOA rules gives you all the information you need.
- Set a meeting with your immediate manager or supervisor
If you report to someone, they should be the first person you inform about your leave of absence. In this meeting, you will discuss the relevant details concerning the leave of absence.
- Inform well in advance
Unless you’re writing an emergency or email asking for sick leave, you should inform your employer well in advance.
Doing this increases your odds of getting a positive response, giving your employer time to prepare in advance. Also, ensure to include a return date in your letter. A vague estimate will work best if you’re unsure of the specifics.
If the dates change for any reason, also ensure to inform your boss of this as early as possible.
Leave of Absence Sample
December 18, 2023 Fred Ola Slow Company, Inc. 9786 South Ward St. Ohio, Columbus, OH 12345 Dear Sam Cowell, I am writing to request a thirty-day leave of absence for family reasons. If approved, I would like to take my leave from 1st June to 1st July. If needed, I will be available to answer emails and calls in emergencies. I am also open to playing my part in anything that makes this process easier. Thank you for your time and consideration. Kind Regards, Fred Ola
Medical Leave of Absence Request Letter Sample
Subject: Medical Leave of Absence Request Dear Jacob Mark, I would like to request a leave of absence for medical reasons. I will be undergoing chemotherapy treatment from the 17th of June until the 5th of July. The doctors have instructed me to take at least five weeks off after treatment. As such, I will be back in the office in 5 weeks. I can provide a copy of my medical reports and a doctor’s note if needed. Please reach out to me if you have any questions. Thank you for your time and consideration. Kind Regards, Georgina Smith.
Leave of Absence Sample Two
June 18, 2023 Damini Ayo Fast Company, Ltd. 4567 East Ward St. Tennessee, Nashville, TN 59841 Dear Jeffery Smith, I’m writing to request a thirty-day leave of absence for personal reasons. If approved, this would be from the 1st of April till the 1st of May. I will be out of the country during the period and will have limited access to my devices. Although in case of an emergency, my emails would still be active, and I would be glad to help whenever I get a chance. Please let me know if you have any questions or inquiries. Thank you for your consideration. Sincerely, Damini Ayo.
Leave of Absence Example Three
May 18, 2023 Jane Goodall XYZ Company, Ltd. 4321 West Ward St. Texas, Houston, TX 59841 Dear Dr. Bowen, Following our meeting on the 25th of September, I would like to officially request a forty-day leave of absence to take care of my aging parent. Upon approval, this will be from the 1t of November to the 10th of December. I will happily participate in any activity that would help the company prepare for my absence. Also, if needed in an emergency, I will do everything I can to be present. If you need any more information, please do not hesitate to get in touch with me. Thank you for your time and consideration. Kind Regards, Jane Goodall.
Conclusion
When writing a leave of absence letter, before anything, ensure to inform your direct line managers. This is the first step towards getting your leave granted. We’ve included some samples to help you write the best leave of absence letter.
