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An office employee often needs leave for issues like health conditions and emergencies. Additionally, an employee has every right to avail of his/their/her annual leaves granted by the organisation. To request a leave or use prescribed leaves, one must send an appropriate and detailed but concise leave request mail to their immediate supervisor.
This blog will help you compose an appropriate mail for leave applications during your employment period. We have also included some samples for your reference.
Table of Contents
What is Leave Request Mail?
It is an electronic message in which an employee requests leave from his/her/their reporting manager or employer. The message states the intent of leave of absence, duration of leave, and other information as mandated by the organisation or the employer. The basic format and content of the mail should be in coherence with the company’s leave policy. Leaves can be requested for health conditions, personal engagements, family emergencies, and prescribed or annual leaves.
What should be Included in a Leave Request Mail?
All leave requests have certain mandatory elements. Given below are the essential components of a leave request mail:
- Subject line
- Greetings and Name
- Reason for Leave
- A note of gratitude
- Attachment (if required)
- Closing
- Sign-Off (Formal closing phrases) and Signature (Name and Job Title)
Also Read: Medical Leave Application
Leave Request Mail Format
It is advisable that employees create a universal template for an email for all types of leave requests. This saves time and is convenient for the reporting managers and HR departments. Here is a basic format for leave request emails, which can be used in any circumstances:
- Subject: Mention the reason for requesting leave. Be precise and to the point. The subject line should reflect the intent of the mail.
- Salutation: Use a formal greeting. Address your reporting manager. Be specific with the pronoun of the reporting authority. If you are unsure about the preferred pronoun then you are recommended to use a gender-neutral salutation like Dear. Just write the name of the recipient after Dear.
- Text Body: The body should include the reason for the leave of absence and dates of absences. Start the body of the leave request mail with a brief explanation of the letter and the reason for the letter. Mention the dates for which you are requesting leave. It is suggested to bold the dates to help your reporting manager spot them at first sight.
- Attachment: Use attachments to support your reason. This is not a mandate nor a norm. However, in the case of international trips, it is advisable to attach relevant documents, such as scanned copies of visas and tickets. Likewise, for a health-related leave, you must ensure that you attach the medical records for the convenience of the recipient.
- Closing: Conclude your email with a thank you note for your manager. Express your gratitude to let the recipient know that you would appreciate your leave approval and be grateful for this gesture.
- Sign-Off and Signature: End your mail with a proper sign-off. Express your regards and mention your name and designation in the organisation. Some of the most used sign-offs are ‘Best Regards’, ‘Regards and Thank You’, ‘Respectfully’ and ‘Sciencierly’.
Tips to Write a Leave Request Mail
Here are some tips to draft a proper email for leaves:
- Make use of formal salutations and closing compliments.
- Always use professional terminologies and language.
- Be up-front and precise with your request.
- Only incorporate pertinent information.
- Be concise in your thank you note.
- Suggest a colleague who will take over your workload during your absence.
- Mention the exact dates.
Must Read: How to Write a Leave Application?
Leave Request Mail Samples
Given below are samples for different types of leave requests:
Sample 1: Leave Request for Health Emergencies
| Aman Sharma 45, Green Avenue Colony Lucknow, Uttar Pradesh, 226001 18th December 2024 To, Mr. Rajesh Gupta Manager, HR Department ABC Pvt. Ltd. Sector 10, Gomti Nagar Lucknow, Uttar Pradesh, 226010 Subject: Leave Request Due to Health Emergency Dear Mr. Gupta, I hope this message finds you well. I am writing to inform you that I am currently facing a health emergency that requires immediate attention. As a result, I will not be able to attend work from 19th December 2024 to 22nd December 2024. I kindly request you to approve my leave for these dates. I will ensure to complete any pending tasks once I resume work. Please let me know if you require any additional details or medical documents. Thank you for your understanding and support. Yours sincerely, Aman Sharma Contact: 9876543210 |
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Sample 2: Leave Request for Prescribed or Annual Leaves
| Neha Verma 12, Rosewood Apartments Pune, Maharashtra, 411001 18th December 2024 To, Mr. Sandeep Kulkarni Team Lead, Sales Department XYZ Pvt. Ltd. Baner Road Pune, Maharashtra, 411045 Subject: Request for Annual Leave Dear Mr. Kulkarni, I hope this message finds you well. I am writing to request approval for my annual leave from 25th December 2024 to 2nd January 2025. I plan to utilize this time to spend with my family and attend to some personal matters. I will ensure all my current tasks are completed before my leave, and I will hand over any necessary responsibilities to my team members to avoid disruptions. Please let me know if any further information or adjustments are needed. Thank you for your consideration. Yours sincerely, Neha Verma Contact: 9876543210 |
Read: Leave Application For School
Sample 3: Leave Request for Emergencies
| Rahul Mehta 24, Lake View Apartments Jaipur, Rajasthan, 302019 18th December 2024 To, Mr. Anil Sharma Manager, Operations ABC Pvt. Ltd. MI Road Jaipur, Rajasthan, 302001 Subject: Leave Request Due to Emergency Dear Mr. Sharma, I am writing to inform you about an unexpected emergency that requires my immediate attention. Due to this, I am unable to attend work and kindly request leave from 18th December 2024 to 20th December 2024. I will ensure to update you once the situation is under control and resume my duties at the earliest. Please let me know if you need any further details or documentation. Thank you for your understanding. Yours sincerely, Rahul Mehta Contact: 9876543210 |
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FAQs
A. You need to address the mail to your supervisor or reporting manager. Mention the reason for the leave of absence. Use professional salutations and closing compliments. Be specific with the dates.
A. For emergent situations, you can write to your immediate boss and transfer your work to your colleague. Specify your reason and state the dates for which you require leave.
A. An employee can avail of sick leave, annual leave, emergency leave, and maternity leave (for female employees only).
A leave request email should include:
-Subject line specifying the leave request (e.g., “Leave Request for [Reason]”)
-Greeting and the recipient’s name
-Reason for the leave (keep it brief)
-Duration of the leave (start and end dates)
-Assurance of task management before or during your absence
-Closing note with gratitude and your contact details
Here is a simple format:
–Subject: Clearly mention “Leave Request for [Reason]”
-Start with a polite greeting.
-State the reason and duration of your leave.
-Offer to complete pending work or provide alternative arrangements.
-End with a thank-you note.
-Use a formal tone throughout.
For planned leaves like vacations, you should send the request at least 1-2 weeks in advance. In emergencies, notify your employer as soon as possible. Always communicate promptly to maintain professionalism.
The tone should be polite, professional, and concise. Avoid unnecessary details and focus on clarity. Express gratitude and show responsibility by addressing work arrangements during your absence.
Related Reads
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