Leave acceptance letter is a sort of thank you letter, in which you have to mention the sincere feelings of gratitude towards your boss, who has accepted your leave request. In an acceptance leave letter you have to make sure of few things because without them your letter is not considered as a complete formal letter. The nature of the letter is formal and highly professional. The main aspects which should be considered while writing a leave acceptance letter are stated in this guide.
Before you initiate your letter be careful while you address your boss or the Human Resource department, whoever has the authority to accept your leave. Try using the words like Respected or Dear (Sir/Ma’am), in order to portray a formal gesture. Remember that this is a leave acceptance letter so you will want to be as respectful and polite as possible. Follow the formats that are used by your company for internal communication. Make sure that you keep everything concise and to the point. Highlight the main point and make sure that everything is following a basic flow.
The acceptance leave letter is a thank you reply letter, so it should not be long. The reason should be clearly defined and try mentioning it in the initial lines of the letter. You want to be courteous and thankful but at the same time you should always maintain your professionalism as well. It is very important that your letter contains all the information that is required so that the main aspect of the letter is understood quickly. Your reader should not have to read the letter a few times to understand just what it is that you are trying to say. So make it simple and concise.
Avoid casual letters or language in the letter or else you might ruin your reputation. Keep the sentence structure and language professional. Only use office terminology that is acceptable and frequently used in your office for communication. Do not use any slang words as this can make you look rather unprofessional.
Lastly mention the address properly and be sure that it is correct. Do not forget to mention your contact information as well, so that the office remains in contact with you in case of any issue, which can be resolved by you only. This information should include a phone number or email address which you can be contacted on while you are away on leave from the company. Sometimes certain issues can arise by those that might be covering your work while you are away from the office so make sure that the company or employee can contact you in case of any questions or help.