Sample Leave of Absence Letter

If you need to spend a significant period of time away from your primary job or from an academic institution, it is important to inform your employer or instructor about the details of your situation. Submitting a leave of absence letter allows you to explain and to justify your reasons for taking extended time off of work, college, or school. Generally, this type of letter has a relatively formal style and a professional tone. When in doubt, submitting a hard copy of your letter is a wiser option than simply sending an email.

When you are composing your letter, be sure to convey the explanation for your leave of absence in a way that is clear, factual, and timely. Please refer to the follow samples to help you create your own leave of absence letter.

Sample Leave of Absence Letter for Work

Mr. Robert Greene
Title, Organization
Street Address
City, State, Zip Code

May 23, 2015

Dear Mr. Greene,

Please accept my formal request for a leave of absence from June 1, 2015 through July 31, 2015. I intend to return to work on August 1, 2015. I will ensure that you are informed of any unanticipated circumstances that would change this proposed return date.

For your convenience, I have enclosed the relevant company documentation that verifies my reasons for this necessary leave.

Although I will not be working on-site at the office headquarters until the proposed return date, I will respond gladly to any of your questions through email or phone as much as possible.

Please let me know if I can be of any further assistance in providing relevant information or answering your questions. I greatly appreciate your time and consideration in recognizing the need for my leave of absence.

Sincerely,

Brian White (hand-written signature)

Brian White (typed name)

Sample Leave of Absence Letter for School

Ms. Maria Mason
Principal, School
Street Address
City, State, Zip Code

May 23, 2015

Dear Principal Mason,

I am writing to request a leave of absence on behalf of my son, Joel King, who is studying in Mrs. Wright’s Pre-Kindergarten class. Michael will require leave for a period of 21 days (from Friday, February 20, 2015 to Friday, March 13, 2015). We fully intend to have him resume his studies on the following Monday, March 16, 2015 and to complete the remainder of the school year from that date onward.

Since my cancer diagnosis several months ago, I have had to look into other after-school care options for Michael, as the treatment process prevents me from giving him the attention he needs at this early stage in his academic career. Michael will be staying out of town with my husband’s parents for the duration of his leave, but will visit us on the weekends in between my chemotherapy appointments. This leave has been recommended by my oncologist and by our family’s social worker. I have enclosed both of their contact information for your convenience.

Our family greatly appreciates your understanding and assistance during this difficult time. Please feel free to contact me with any further questions or for additional information.

Sincerely,

Mary King (hand-written signature)

Mary King (typed name)




Sample Leave of Absence Letter for Medical Reasons

Ms. Chelsea Brown
Title, Organization
Street Address
City, State, Zip Code

May 23, 2015

Dear Ms. Brown,

Please accept this letter as notification of my leave of absence from the company beginning on Friday May 22, 2015. Although my baby’s anticipated due date is not until Tuesday, June 23, 2015, my doctors have instructed me to remain on bed rest for the remainder of my pregnancy to ensure a safe delivery. I have attached a note from my obstetrician detailing these requirements of my bed rest for your perusal.

After availing myself of the full year of maternity leave as per company policy, I intend to return to the office in May of 2016. I will make sure to keep you informed about any unforeseen circumstances that make cause changes to this arrangement.
Please feel free to reach out to me with any further questions. To the best of my ability, I will be available via email and phone until my due date. I appreciate your consideration and understanding.

Sincerely,

Claire Kent (hand-written signature)

Claire Kent (typed name)

Sample Leave of Absence Letter for Personal Reasons

Mr. Richard Carter
Title, Organization
Street Address
City, State, Zip Code

May 23, 2015

Dear Mr. Carter,

I wish to request a leave of absence for 10 days for personal reasons. Pending your acceptance of my request, my leave will take place from Monday, May 25, 2015 and continue until Thursday, June 4, 2015.

Although I will not be working in the office during this time, I will be available by email and by phone. Please feel free to contact me with questions if needed. Thank you for your attention and consideration.

Sincerely,

Ben Moore (hand-written signature)

Ben Moore (typed name)

Composing your own Leave of Absence Letter

These sample letters have been provided to help you in the process of communication your own reasons for taking a leave of absence. When explaining your situation and your reasons for being absent for an extended period of time from a place of employment or education, be sure to convey your justification for the leave as clearly and specifically as you can. If possible, try to obtain prior permission when you are aware of the need for absence in advance. This allows your employer or instructor to make arrangements for your departure more easily.

In general, a leave of absence letter should also provide a specific date that indicates when you intend to return to school or to work. Offering your availability by phone and email during your leave of absence is another great way of extending courtesy to the recipient of your letter. Regardless of your particular reasons for requesting a leave of absence, sending a letter to communicate your situation to an employer or instructor can help your request to be viewed favorably and can foster strong professional relationships.

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