In this era when letters have been replaced by e-mails, not many are acquainted with letter-writing, especially official correspondence or leave letters. Although these leave letters are sent before taking days off, there are times when one can’t do that and then they have to be sent after returning. This article will give you an overview of how a leave letter after taking the leave should be worded so as to convey the message effectively while looking professional at the same time.
When writing any official correspondence, it has to be made sure that the tone of your letter is formal while putting your message across in simple words. You will have to make sure that you are using the properly terminology that is allowed for your company's internal communications. Remember to follow the appropriate format that is accepted by your company. Always write in a professional manner which should be clear and concise.
Let the letter be concise and to the point, leaving out any pointless details. You want the reader to understand what this letter is about at first glance. They should not have to read the letter more than once to understand what it is that you are trying to talk about. Keep the sentence structure and paragraph flow simple to enhance readability and always highlight the main points at the beginning of the letter. You may also want to use a bold typeface or underline the main subject of the letter.
Adding the ‘subject’ of the letter before starting the body is optional but preferred, because it gives an idea to the employer of what the letter is going to be about. Make the subject of your letter clear and concise so that there can be no confusion as to what your letter is about. Clearly state your name and the appropriate time or dates that are required to get your message across.
Start with “Dear sir/madam,” or “Mr./Miss (Employer’s last name)” so as to add the required formal touch to it. Formal letters should certainly not be started with words like, “Hello.”
The body should include your request to accept the day you were absent from work, as a leave. It should be in a few simple words and not more than 2 small paragraphs.
End the letter by thanking, or showing your gratitude, in advance. This reflects your courteousness to the employer.