Leave Acceptance Letter

If you work in HR or supervise a team, you might be in charge of approving or declining leave requests. If you choose the former, you will need to write a leave acceptance letter in response, and here we will show you exactly how to write one. If that’s not enough, we have also provided helpful samples and a template you can refer to and use when drafting your own letter.

Tips on Writing a Leave Acceptance Letter

  • Start with stating your decision (i.e. approval of leave).
  • Clarify the extent of the approval (complete/partial).
  • Be sure to mention any other conditions attached with the approval.
  • If appropriate, you can wish the applicant well for his/her endeavors.


  • 1

    Sample of a Leave Acceptance Letter #1

    Gerard Butler
    501 E Nolana Loop
    Pharr, TX 78577-7836
    (956) 781-4431
    California, America

    6th June 2011

    Lisa Kidman
    Human Resource Manager
    Telecom Power Organization
    California, America

    Subject: Leave Acceptance Letter

    Dear Gerard,

    I am writing to inform you that the leave request you submitted on the 4th of June has been approved. You are permitted to take leaves from 7th June to 10th June, for a  total of 3 days.

    If someone needs to get in touch with you, I will be forwarding them your contact information.

    Hope you enjoy your leave,

    Lisa Kidman
    Human Resource Manager

  • 2

    Leave Acceptance Letter Sample #2

    Bradley Cooper
    103 Danforth Ave
    Paterson, NJ 07501-3203
    (973) 345-3339
    California, America

    14 February 2011

    Serena Waldroof
    Project Manager
    ABC Mechanical Organization
    California, America

    Subject: Leave Acceptance Letter

    Dear Bradley,

    I am pleased to inform you that your 4-day leave request application has been approved. You can take time off from 15th February to the 18th, and report back on the 19th.

    During your absence, we will be coordinating with Jane Austin, your teammate, as per your recommendation. However, I will also be forwarding your contact information to the senior manager as well, in case your assistance is required.

    Hope you enjoy your leaves, see you back at work on the 19th.


    Serena Waldroof
    Project Manager

  • 3

    Template of a Leave Acceptance Letter

    (Employee Name)
    (State and postal code)
    (City, Country)


    (Your Name)
    (Your designation)
    (Organization’s Name)
    (Organization’s Address)

    Subject: (the subject should be bold and underlined)

    Dear Mr./Ms./Mrs. (Last Name),

    This is to formally inform you that your (Number of days) leave request has been approved. During your absence, from (Date of start) to (Date of end), your colleague (Colleague name) will be handling your assignments.

    We also have your contact details, in case someone needs to reach you urgently regarding work.

    Hope you enjoy your leaves, we will see you back at work on (Date of return).


    (Your Name)
    (Your Designation)

Leave a Reply

Your email address will not be published. Required fields are marked *

× 3 = six