Letter to Request Leave

Leave letters are some of the most common ones received by HR managers and supervisors. You might have to take a day off, go away for a month, or simply take a short leave to attend to an urgent matter. Regardless of the scenario, you will need to submit a leave application so that your leave can be properly processed and deducted from your annual balance.

In this guide can find out how to write a letter to request leave, and use the samples and  template we have provided for your own letter’s draft.

Tips for Writing a Letter to Request Leave

  • Be clear about the reason you need the leave.
  • State the dates or time duration of your leave.
  • Give a status report regarding your work.
  • If required, delegate your work to a colleague or teammate.


  • 1

    Sample of a Letter to Request Leave #1

    Amy Allen
    2361 N 87th Ave
    Phoenix Arizona 85037

    3rd January 2011

    Liam Adams
    General Manager
    Superior Court-Recorder's Office
    111 South 3rd Avenue, Phoenix, AZ 85003-2226
    (602) 506-3535 ‎

    Dear Adams,

    I have an appointment with a dentist on the 5th of December at 12:00 pm. I tried to get the appointment after the office timings but the dentist was not available at that time. I request you to grant me a 2-hour short leave. I will complete my pending work the next day.

    Hope to receive a positive response from your side.

    Yours sincerely,

    Amy Allen
    Assistant Manager

  • 2

    Leave Request Letter Sample #2

    Laura Davis
    5645 S 42nd St Phoenix
    AZ 85040

    1st June 2011

    Julie Patterson
    Managing Director
    Maricopa County Attorney's Office
    301 W Jefferson St, Phoenix, AZ 85003
    (602) 506-5508 ‎

    Respected ma’am,

    I need to request a leave in order to visit my grandmother’s house in Alabama on the 6th of June 2011. I will have to stay there for a week because she is hospitalized and her condition is very critical.

    I would appreciate it very much if my one-week leave, starting 6th of June 2011, to the 13th of June 2011, is approved.

    I will hand over my responsibilities to James Stewart, and I will remain in contact with him in order to make sure the work is being done perfectly.

    Thank you for your consideration.

    Yours sincerely,

    Laura Davis
    Executive Manager

  • 3

    Template of a Letter to Request Leave

    (Name of the Employee)
    (Your Address)
    (Your City, State, Zip Code)
    (Your Phone Number)


    (Name of your employer)
    (Employee’s designation)
    (Organization’s Name)
    (Organization’s Address)
    (City, State, Zip Code)

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

    I would like to request a (Duration of leave - days/weeks/hours) leave in order to (Reason for leave). My work is (Work status) and (Colleague name) will be handling matters on my behalf.

    If you have any concerns, please let me know.

    Hoping to receive favorable consideration from you.


    (Your Name)
    (Your Designation)

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