Professional Leave Letter

Before writing a professional leave letter, employees should consult the policies and regulations of their company. These policies, which are usually created by the Human Resource department, have very clear guidelines on the types, number and duration of leaves an employee can avail.

Once you have all that cleared up you need to start writing a professional leave letter, keeping in mind several factors. Firstly, the letter needs to have a formal tone, with proper salutations. Secondly, it needs to be concise and to the point, because your boss or supervisor aren’t interested in too many details.

You simply need to mention the reason for your leave, the dates you will be absent and how you plan to manage your work. Keep reading for more detailed instructions and tips on writing a professional leave letter.

Tips for Writing a Professional Leave Letter

  • Stick to formal language.
  • Don’t use abbreviations.
  • Address the letter properly
  • Use proper salutations.
  • Double check your  dates.


  • 1

    Sample of a Professional Leave Letter #1

    Kevin Mathews
    VP of Marketing
    ABC Ltd
    Corporation Ave, London

    Martin James
    Marketing Executive

    Date: November 23, 2010

    RE: Sick Leave

    Dear Mr. Mathews,

    I would like to request a 3-day leave to visit my doctor and recover from a terrible flu. I will be out of the office from November 23 to November 25 and will return on November 26 for a full day of work.

    I do not have any immediate deadlines that need to be met so I will not need any one to cover for me at work. However, I will be available by phone in case of any emergency.

    If required, I can also provide all medical documents on my return to the office.

    Thank you for your time and consideration.

    Martin James

  • 2

    Professional Leave Letter Sample #2

    Kevin Wong
    Chief Executive Officer

    Martha Stew
    VP of Operations

    Date: December 22, 2011

    Dear Mr. Wong,

    I would like to request a leave from December 24, 2011 to January 3, 2012 as part of my annual leave. I currently have 10 days left over in my balance for the year and would like to utilize them for the upcoming Christmas season.

    I will be travelling to Florida to visit my parents and enjoy warmer weather. I can be reached by phone in case of any questions from the office. Since my leave is during the Christmas season, I do not have any immediate deadlines to meet on any of my projects.

    I will greatly appreciate a positive response from you.


    Martha Stew

  • 3

    Template of a Professional Leave Letter

    (Supervisor's complete name)
    (Supervisor's official position in company)

    (Employee's Complete name)
    (Employee's title)


    Dear (Supervisor's last name),

    I am writing this letter to request a leave starting (Leave start date) to (Return date), and avail my annual leave balance.

    As per the human resources department, I am eligible for (Leave balance in days) leaves during the whole year and I would like to utilize them for (Your issue or an upcoming event).

    During this time period I will be (travelling/at home) and if the need arises, you or a colleague can contact me on my personal number and e-mail.

    No work is pending with me and I will be wrapping up everything before I take time off. In my absence, (Colleague’s name) will be looking after things.

    I hope you will consider my request and approve it.


    (Employee name)

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