3 Sample Leave Of Absence Letters (And Do’s And Don’ts of Writing)

Taking time off work is a normal part of any career, and knowing how to write a leave of absence request letter is essential. A well-crafted letter can improve your chances of receiving approval for your leave while ensuring you maintain a positive relationship with your supervisor and team.

This article will guide you through the process of requesting a leave of absence, provide examples of leave of absence letters, and discuss common reasons for taking this type of leave.

Key Takeaways:

• A leave of absence (LOA) allows you to take an extended period off work while retaining your position at the company.

• The formal process for requesting a leave involves submitting a letter to your supervisor and possibly higher management for approval. This helps with documentation and clarifies your specific needs.

• Common reasons for taking a leave of absence include medical issues, family emergencies, or personal circumstances.

How to Request a Leave of Absence from Work

When requesting a leave of absence, it’s crucial to understand your company’s policies and state laws regarding absences. Here’s a detailed guide on how to proceed:

1. Review Company Policies and State Laws. Start by checking your employee handbook to familiarize yourself with your company’s leave of absence policies. Determine if there are any benefits associated with leave (such as paid leave) and understand your rights under state and federal laws, including the Family and Medical Leave Act (FMLA).

2. Define Your Time Frame. Clearly determine how long you will need off. Be prepared to justify your leave duration, as supervisors generally require valid reasons for extended absences. If possible, provide documentation such as a doctor’s note to support your request.

3. Meet with Your Supervisor. Once you’ve established your timeline, request a meeting with your direct supervisor to discuss your leave. Be prepared to explain your reasons for the absence in a manner you’re comfortable with. Your supervisor will help you devise a plan to manage your workload during your absence.

4. Explore Your Options. After your meeting, consider any flexible work arrangements that may allow you to stay involved while accommodating your needs. Discuss possibilities like reduced hours or remote work if applicable.

5. Draft Your Leave of Absence Letter. After considering all previous steps, write your formal letter notifying your boss of your leave. Be honest and transparent while respecting your privacy; simply stating “personal reasons” is sufficient if you’re uncomfortable sharing more.

6. Inform Your Team. After sending your letter, coordinate with your supervisor on how to inform your colleagues. Ensure that you give adequate notice to coworkers who rely on your work, allowing them to prepare for your absence.

Example Letters for Leave of Absence

Your letters should be sent after discussing your absence with your supervisor but before informing your colleagues. Below are examples of leave of absence letters for various scenarios:

1. Leave of Absence Email Request Example

   Subject: [Leave of Absence – Megan Gordon]

   February 19, 2026

   Dear Sharon,

   I am writing to formally request a leave of absence starting next month due to a family emergency. I plan to take this leave from March 8, 2026, through April 2, 2026.

   I anticipate returning to work on April 5, 2026. This date is tentative based on my current family situation, and I will provide updates as necessary.

   To prepare for my leave, I am willing to train colleagues to manage my projects and communicate with clients. I will be available via email or cell phone for urgent inquiries during my leave.

   Thank you for your understanding and support during this time.

   Best regards,
   Megan Gordon
   (618)-219-8705
   Megan.H.Gordon@gmail.com

2. Medical Leave of Absence Request Letter Example

   Subject: [Leave of Absence – Treyvon Moore]

   June 1, 2026

   Dear Ms. King,

   I am submitting this request for a leave of absence following a medical procedure on June 26. My doctor requires a recovery period of two weeks, so my leave will begin on June 28 and end on July 9, 2026. I have attached the signed recommendation from my doctor.

   I expect to return to work on July 12, 2026.

   Please let me know if there’s anything I can do to assist in covering my workload during my absence. Thank you for your understanding.

   Best regards,
   Treyvon Moore
   (919)-231-8124
   Treymoore@creativesolutions.com

3. Leave of Absence for Personal Reasons Request Letter Example

   Subject: [Leave of Absence – Elena Forbes]

   Dear Mr. Gilbert,

   I am writing to formally request a leave of absence from my position at XYZ Company from August 31 to September 15, 2026. This leave is necessary due to personal circumstances requiring my immediate attention.

   To ensure a smooth transition, I will complete pending tasks and hand over responsibilities to a designated colleague. I am confident they can manage any issues that may arise. I am also willing to be available for consultation via email or phone for urgent matters.

   Thank you for considering my request. I appreciate your support during this time. Please let me know if there are any specific procedures or forms I need to complete to finalize this request.

   Sincerely,
   Elena Forbes
   (123) 456-7890
   Elenaforbes@gmail.com

Leave of Absence Letter Template

Below is a template for a leave of absence request that illustrates how to format your written letter:

What is the Family and Medical Leave Act?

The Family and Medical Leave Act (FMLA) is a federal labor law established in 1993 that protects employees needing time off for legitimate family or medical reasons. Here are some key points regarding FMLA:

• Eligibility. The FMLA entitles eligible employees to an unpaid leave of absence for family (birth, adoption, etc.) or health-related issues. It applies to companies with more than 50 employees and those who have worked at least one year with the organization for a minimum of 1,250 hours.
• What You Receive. While employers are not required to pay employees on leave, your benefits—including health insurance—must be maintained. Employees returning from FMLA leave must be reinstated to their previous job or a similar position.
• Duration. Eligible employees can take up to 12 weeks of unpaid leave within a 12-month period. For those caring for a military service member with a serious medical condition, the leave can extend to 26 weeks. These weeks can be taken intermittently, and federal holidays do not count against your total.
• State Laws. Some states offer more generous leave policies than the FMLA. For example, California provides partial wage replacement during family leave. Be sure to research your state’s guidelines for specifics.

The FMLA sets a minimum standard; many organizations provide more generous leave policies, particularly for parental leaves.

Do’s and Don’ts for Requesting a Leave of Absence

When submitting your leave of absence letter, it’s important to give enough notice and inform your boss first. Here are some general best practices:

• DO: Give Adequate Notice.
• DON’T: Wait Until the Last Minute.

Provide your supervisors and team enough time to prepare for your absence by submitting your request as soon as possible.

• DO: Communicate with Your Direct Supervisor First.
• DON’T: Inform Coworkers or Clients Before Your Supervisor.

To maintain trust, be sure to discuss your plans with your supervisor before informing others.

• DO: Express Gratitude and Offer Assistance.
• DON’T: Leave Details Unclear.

Be explicit about how you can assist in preparation for your absence, as it may increase your colleagues’ workloads.

Common Reasons to Request a Leave of Absence

Common reasons for a leave of absence include the birth of a child, medical issues, or bereavement. Here are additional reasons that may warrant a leave:

• New Child. Maternity and paternity leaves are common reasons for extended absences. Company policies vary, but FMLA sets minimum coverage requirements.
• Medical Reasons. Medical procedures may necessitate time off, including for family members you’re caring for.
• Education. Pursuing further education is a valid reason for a leave, and discussing your goals with your supervisor can align your education with workplace contributions.
• Death in the Family. Employers may allow time off for funerals without requiring PTO.
• Military Duties. Employees in the military may seek leaves for service, and family members may also need time off for related reasons.
• Jury Duty. Being selected for jury duty can require a leave of absence, and it’s important to communicate this requirement to your employer.

Leave of Absence FAQs

1. What does it mean to take a leave of absence?

   A leave of absence refers to an extended period of time off from work due to circumstances not covered by PTO or sick days. It typically lasts longer than standard PTO or sick leave and arises from extraordinary circumstances such as childbirth, bereavement, or medical needs.

2. Is a leave of absence better than quitting?

   Yes, a leave of absence is often preferable to quitting. If you intend to return or may consider it in the future, a leave provides more flexibility and preserves your employment status.

3. How do you ask for a leave of absence?

   To request a leave of absence:

   • Research your company’s leave policies

   • Define your reasons and time frame

   • Meet with your supervisor

   • Explore available options

   • Draft a formal leave of absence letter

   • Notify your coworkers

   Following these steps ensures a professional and thoughtful request.

4. Can an employer refuse to grant unpaid leave?

   Yes, employers can deny unpaid leave based on your reasons and company policy. If your reasons are not covered by laws such as FMLA, it is up to your employer’s discretion to grant leave. Thus, understanding company policy is essential.

5. What are some common reasons for taking a leave of absence?

   Common reasons include having a child, caring for a sick family member, or pursuing education. Other reasons may include medical emergencies, bereavement, or jury duty obligations.

References

1. U.S. Department of Labor – Family and Medical Leave Act

2. Office of Personnel Management – Fact Sheet: Family and Medical Leave

Author

Roger Raber

Roger Raber has been a content writer at Zippia for over a year and has authored several hundred articles. Having retired after 28 years of teaching writing and research at both the high school and college levels, Roger enjoys providing career details that help inform people who are curious about a new job or career. Roger holds a BA in English from Cleveland State University and a MA from Marygrove college.