Do you need to take a leave of absence from work? If so, it’s important to put your request in writing, both for documentation purposes and to make it easier for your manager to understand what you're requesting.
How to request a leave of absence depends on your position and company policy. Some companies have formal policies in place for employees to request a leave of absence from their jobs. Others accept informal requests. Your employer may have a form you need to complete to request a leave of absence, or you may be required to write a letter documenting your request.
Here's information on how to request a leave of absence, examples of written and email requests for a leave of absence, and tips on what to include when you ask for a leave from work.
Many companies offer leave benefits to employees. However, not all leave benefits are mandated by law. Employers are required to provide some leave. Others are voluntary incentives provided by an employer. Voluntary leave benefits are typically an agreement between an employee and an employer or between an employer and an employee's representative, such as a labor union.
The typical process for requesting a formal leave of absence from work is to discuss your situation with your manager or human resources department and learn the process for requesting leave. Your employer will explain what leave is available, the eligibility requirements for leave, and the procedures for requesting leave. You may be required to meet with a manager to review your request and the information you'll need to provide.
It can be helpful to write a letter (or, more typically, an email) to your direct supervisor requesting a meeting to discuss whether, and how, you should apply for a leave of absence.
In this letter, you should include the following:
Once you have attended this meeting with your supervisor, follow up on the conversation with a written request for a leave of absence. This will be added to your personnel file to initiate the formal leave-of-absence process and provide documentation, if required, prior to the approval of your leave.
It’s important to ask for your leave in the best possible way. The following guidelines will help you write a request that’s effective, professional, and considerate.
Give as much notice as possible. It takes time to arrange cover for your role. The more notice you can provide, the easier it will be for the company to accommodate your request.
Speak to your direct supervisor first. Outline your request in writing after the conversation, and make sure to complete the leave request paperwork.
Know your rights. The Family and Medical Leave Act entitles many employees to unpaid leave to deal with medical conditions and family needs, such as the birth or adoption of a child or emergencies related to a family member’s active military service. Eligible employees who work for companies comprising 50 or more employees are entitled to 12 working weeks of unpaid leave during a 12-month period. Find out whether you’re covered before requesting leave.
Your state may also have family and medical leave laws that provide for employee absences from work. Check with your state labor department for information on programs in your location.
When requesting a formal leave of absence, your letter should include the following:
This leave of absence example template is for a formal request for a leave of absence from work, following a discussion with the employee’s supervisor.
Your Name
Your Address
Your City, State Zip Code
Your Phone Number
Supervisor’s Name
Title
Organization
Address
City, State Zip Code
Dear Mr./Ms. [Last Name],
This letter is a formal request for a leave of absence, to follow up on our meeting yesterday. As we discussed, I would like to request a leave of absence from [Date] through [Date].
I will return to work on [Date].
Please let me know whether you require any further information or have any questions.
Thank you very much for your consideration in affording me this opportunity for personal leave.
Your Signature (hard copy letter)
Your Typed Name
Here's an example of an email message requesting a leave of absence.
Subject: Leave of Absence - John Dooley
As we discussed yesterday, I would like to request a formal leave of absence from my job for family reasons. I plan to be away from November 2, 2024, to December 30, 2024, returning to work on January 3, 2025.
If approved, I would be glad to help with a plan to cover my workload in my absence. I would also be available to answer questions and provide assistance while I am on leave.
Please let me know whether you require any additional information. Thank you very much for your consideration of my request.
Federal law does not require employers to pay employees for time not worked, such as personal leave, vacations, sick leave, or holidays. Some states mandate paid family, sick, parental, and school leave. Check with your state department of labor for details.
Your company may have a policy in place for requesting leave from work that specifies circumstances where leave may be granted and how much time employees are entitled to take as leave. Check your employee handbook or talk to your manager for details. If a policy is in place, be sure to adhere to those guidelines for requesting a leave of absence.