Company Leave Letter

Starting from an executive to the CEO, every employee working in an organization is handling particular tasks, all of which are interconnected. Hence, if an employee needs to take a leave or days off from the office, it is important that the other staff members are informed about his or her absence.

This allows them to plan their work in a manner that they can cover for the absent employee and everything goes according to schedule.

If you are in such a position, here is how you write a company wide leave letter.

Tips for Writing a Company Leave Letter

  • Since this is like a notification, keep the letter short and to the point.
  • Make sure you identify the employee by designation, there can be others with the same name.
  • Give the exact dates of absence because people need to plan their work according to them.
  • State the expected date of rejoining as well.


  • 1

    Sample of Company Leave Letter #1

    10th February, 2012

    Human Resource Department
    Infospan INC
    514 Nolen, Suite 333
    Southlake, Texas 76092

    Subject:                               ABSENCE NOTIFICATION

    Dear All,

    This is to inform that Harry James Stewart, who has been working with us as a Finance Executive since November 2006, will be on leave for the next two weeks. He has to travel out of the city to attend his brother's wedding ceremony, and will be out of the office from Monday 13th February 2012 to Friday 24th February,2012. Upon his return, he is expected to join office from Monday 27th February, 2012.

    If you have any queries or concerns that may involve his assistance, kindly coordinate with Samantha Richards via email or the official landline number.


    Mike Meyers
    HR Manager

  • 2

    Company Leave Letter Sample #2

    10th February, 2012

    Human Resource Department
    Infospan INC
    514 Nolen, Suite 333
    Southlake, Texas 76092

    Subject:                               OUT OF OFFICE NOTIFICATION


    Please be informed that Harry Stewart James, who has been with us since October 2007, will not be available in the office from Monday 13th February 2012 to Friday 24th February 2012.

    As you all might be aware, Harry is getting married, so he will be on leave for the aforementioned time period. He is expected to rejoin the office no later than 27th February, 2012.

    Should you need further information, please feel free to contact Donald Parker at extension 419 or via email


    Mike Meyers
    HR Manager

  • 3

    Template of a Company Leave Letter


    Company Name:
    Phone Number:

    Subject: (Your subject/leave notification)

    Respected Staff members,

    This is to inform everyone that (Name of employee), who has been serving as (Designation of employee) since (Year of joining) will be on annual leave from (Start date) to (End date).  He will be rejoining us on (Date of return).

    If you have any tasks which require his assistance, you can coordinate with (Name of coordinating employee) via e-mail.

    If you have any further concerns, please feel free to contact me.


    (Your name)
    (Authorized signature with name & title and seal of the company)

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