Posts tagged "Leave Letter"

How to write a Leave Letter

Sometimes we happen to step away from our current job for a couple of days or weeks or months. Due to certain reasons, we have to stay away from work to deal with a situation but we are keen on returning back on the job and resume our responsibilities. In such a situation, you must write a formal leave letter to your employer or HR manager stating the reason and the duration for which you will not be able to be present at work. Such letters are important in order to communicate your reasons to the management in an effective and clear manner so that there is no confusion and you can easily and comfortably get back to work once things are fine at your end.

Guidelines for Writing Formal Leave Letter

Given below are the steps which you can follow to create a perfect professional leave letter which contains the reason, the duration for leave along with expressing your intention to join back. Use these guidelines to write a complete formal letter without any mistakes.

Keep Notes Handy

Before you start writing the letter, you must write all the essential points that you want to include in your letter on a piece of paper. This will help you have a proper flow of information in your letter and will include all the details in a refined manner without causing any confusion.

Highlight Important Details

You must include all the important details which must include the duration for which you will not be attending the office. Also state the reason because of which you are taking such a step as it will make your letter more authentic and informative. You must also mention the date when you are expected to join your job again.

Always Thank

You must express the gratitude to the company and the employer. Saying thank you never hurts and it always leaves a positive impression.

Keep it Professional

You must make sure that your letter follows a formal format. Keep the tone polite. Check for grammatical errors and spelling mistakes. Keep it formal, short and sweet.

Double Check

It is important to check with your employer that your letter has been received. Double check that the details are effectively communicated to him so that there is no confusion at his end.

Format of Leave Letter

Here is the format of the leave letter which must be followed:

Introduction

This is the beginning of the letter which must be short and sweet. It should contain the introduction along with stating the purpose of the letter in a clear manner.

Body

This is the main body of the letter which elaborates the purpose stated in the introductory part. It must contain more information on the reason for leaving, duration for leaving and the expected date when you can rejoin the job. This part must also include anything that you expect the employer to do like monitor something during your absence or handle some issue.

 Conclusion

This is the end of your letter which should contain a thank you note. Keep your final sign off polite.

Mistakes to Avoid in Leave Letters

Here are some of the most common mistakes that we all make while writing formal leave letters:

  • Forget to mention contact details

Make sure that you state your contact details so that in case of emergency your boss can contact you. In case, you don’t want to be contacted, mention that in the letter.

  • Giving wrong details

We sometimes end up giving wrong details like wrong date of departure, wrong date of joining or wrong reason for leaving. All this needs to be double checked before submitting the letter.

  • Room for misinterpretation

Sometimes the details that we share are incomplete or often they are misinterpreted. Make sure whatever details you are stating are clear and don’t leave any room for misinterpretations.

  • Too much information

You don’t have to give too much information in your letter. Keep it short and simple and there are chances that you may end up giving unnecessary details. Do not make your letter longer than a page or two as it might also get quite boring for the employer to read it.

Use these steps to create a perfect leave letter which will keep things clear and simple.

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Posted by Hrformats - May 11, 2016 at 12:53 PM

Categories: Leave format   Tags: ,

Explanation Letter for Absence without Official Leave

Sometimes there is some urgent situation because of which you miss on sending an official leave application to your manager seeking permission for absence. But once things are under control, you must write a formal letter explaining the reason for absence from work. This is essential because it shows your concern towards your job and also informs your manager about the reason because of which you could not make it to work.

Given below is the sample of explanation letter for absence without official leave which you can use for creating a personalized letter with necessary details. Generally, these letters are short in length and explain the reason.

Format of Explanation letter for absence without official leave

Mathew Jacob

46 Agastha Apartments,

Herald Street,

New York

Date: 12th April, 2016

To,

Julia Mars

HR Manager,

XYZ Development Bank

42 Richmond Street,

New York

Dear Ms. Julia,

I would like to bring to your notice that on 11th April, 2016, I had to abruptly leave the office because of some medical emergency in my family. My grandmother had fallen seriously ill and I had to take her to hospital immediately that day. Because of the seriousness of the issue, I was not able to inform my team leader for leaving work all of a sudden. I have not filled in leave form today for yesterday and I hope you are going to consider my absence as leave.

My grandmother’s condition is not stable and my sister is there to care of her. Now I will be able to focus on my job and will not be missing any work.

I am hopeful that you will show your consideration on this issue.

Thanking you.

Sincerely,

Mathew Jacob

Marketing Executive

XYZ Development Bank

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Posted by Hrformats - April 13, 2016 at 12:55 PM

Categories: Leave format   Tags: , ,

Sample Maternity Leave Letter to Employer

Maternity leave from work is a right of every pregnant woman which gives her enough time to recover from birth and also develop a bond with her baby without worrying about her professional life. Under FMLA (Family and Medical Act) of 1993, it is a protected right an expecting woman.

If you are a working lady and you are expecting a baby then you can also take break from work by writing a formal maternity letter to employer announcing your pregnancy and mentioning the dates and duration when you will be taking the leave along with the time when you intend to return to work. It is important to inform your employer about your condition and your need for leave well in advance so that you can enjoy a tension-free and stress-free pregnancy. Here is a format template given for your reference.

Sample Maternity Leave Letter to Employer

Angela Jones
Marketing Executive,

Marketing Department,
123 Jackson Lane
New York

Date: 28th February, 2015

John Smith
HR Manager
ABC Corporation Pvt. Ltd.

123 Red Rock Road
New York

Dear Mr. Smith,

The purpose of writing this letter is to inform you of the news of my pregnancy and the due date of my baby is 15th May 2015. Hence, I would like to apply for maternity leave from work for 12 weeks starting from 10 weeks from now i.e. from 25th April 2015 till 25th July 2015, barring any unforeseen complications. Please find all the necessary documents attached with the letter consisting of my doctor’s confirmation of my pregnancy. I would like to avail my complete maternity leave along with all the benefits for which I request you to please guide me through the process.

I will keep you informed about any changes in my plan due to unforeseen circumstances. I will also make sure that I am able to complete all the unfinished work before I go on my leave so that there is no confusion or loss to the company because of my absence.

I appreciate your consideration as I really need the benefits of maternity leave so that I am able to recover from birth, bond with my baby and take good care of his health along with regular visits to the doctor and other necessary medical check-ups. During this time, if in case you need any help from my side then I will be available on telephone 123-456-78 and you can also get in touch with me via mail at angela@email.com. Please feel free to call me if you need any clarification in this matter.

Thanking in anticipation

Angela Jones

Marketing Executive,

Marketing Department,

ABC Corporation Pvt. Ltd.

Ph: 123-456-78

Email: angela@email.com

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Posted by Hrformats - March 2, 2015 at 12:51 PM

Categories: Letters   Tags: , ,

Leave Letter to Manager for Personal Reason

Whenever you are applying for leave from work, you are expected to mention the reason for your absence. But sometimes it happens that you are not in a position to disclose the reason behind your leave request because there are some situations in which you are not able to mention the reason. It is either very personal or you don’t wish to disclose it officially. If you are in need of framing such a letter then refer to the format sample given below.

Use the example to write a formal and customized leave request letter for personal reasons.

Format of Leave Letter to Manager for Personal Reason

Andrew Cullen

123 Prospect Ave, Apt 111
Hollister,

California
Ph: 123-456-78

Date: 02th March, 2015

John Smith
HR Manager
ABC Corporation Pvt. Ltd.
123 Park Avenue
California

Subject: Leave Application for Personal Reason

Dear Sir,

I am writing this letter to inform you that I am in need of leave for a week, from 20th February, 2015 till 26th February, 2015, due to some personal reasons. Because there is some serious situation in my family, I need to be there with my family members and I cannot even state the reason for my absence.

Hopefully, on 27th February, 2015 I shall be able to resume my work. I have handed over all my work to Ms. Julie Jackson and she will be managing the project in my absence. During this time, you can contact me on phone at 123-456-78 or you can email me at andrew@email.com as and when you need my assistance.

Thanking you for your kind consideration in this matter.

Yours sincerely,

Andrew Cullen

Marketing Executive

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Posted by Hrformats - March 2, 2015 at 12:51 PM

Categories: Leave format   Tags: ,

How to Write a Maternity Leave Letter?

If you are working and you are expecting a baby then to enjoy a well-arranged pregnancy, you must pen a maternity leave letter to your boss or HR manager so that there is no hassle when your due date is approaching or when you plan to resume your work. But if you are confused about how to frame your letter then this article unfolds all the important steps that one must keep in mind while writing a professional and informative maternity leave letter. Follow these steps to create a perfect letter so that you can enjoy your pregnancy with ease.

Steps in Writing Professional Maternity Leave Letter

  • Addressing the Letter to the Right Person

The first and the foremost point is to address your letter to the right person. Mostly, it is either your boss or the HR manager to which you should be addressing your request letter. Make sure you start with the left hand corner on top, mentioning the name, designation and contact details of the person to whom you are addressing your letter to.

  • Always Include the Subject

The next important point is to mention the subject to bring clarity on the subject even before the person has opened the letter. Keep it short, sweet and informative. For instance, “Application for maternity leave” is a well framed subject which makes everything clear and easy to understand.

  • Start With Greetings

It is always the best way to begin your letter. Start with greeting the person to whom the letter is addressed to. For example, if you are addressing it your HR Manager, Mr. Adam Cullen, then you must start with “Dear Mr. Cullen,” and end it with a comma. It is good to be specific.

  • Focus on the Body of the Letter

Body of the letter has to be nicely framed. It has to be informative and complete in every sense so that there is no confusion in stating your condition or your requests. In the very first paragraph, you must begin with stating that you are pregnant. Do not miss on mentioning it thinking that it is obvious.

Then the second paragraph must talk about your application for maternity leave and full maternity benefits. You must also mention the date from which you wish to start your leave and the duration for which you will be absent from work. Do mention your planned return date. But keep your dates flexible as you really don’t know about the situation once you have delivered the baby. Make sure you mention that you will confirm your return date.

  • Thank the Reader

It is good manners to thank the reader for taking out time to read your application and also express your gratitude towards considering your request.

  • Sign the Letter

In the end you must write ”Sincerely” and sign it after you have written your name.

  • Mention Your Contact Details

Do not forget to mention your contact number, email id and address once you have signed the letter.

Points to Remember

  • Save a copy of your leave application
  • Submit the letter to the concerned person 10 weeks before you plan to go on leave so that things can be managed accordingly.
  • Make sure that you have read your company policy about maternity leave before submitting the request for leave.

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Posted by Hrformats - February 27, 2015 at 12:26 PM

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Family Emergency Leave Request Letter Sample

It happens so often that there is some emergency situation in the family and you are required to be with your family members to handle the situation. It becomes a little difficult to strike a balance between the responsibilities at work and the responsibilities of your family. In such a scenario, all that you can do is write a professional family emergency leave letter which consists of all the reasons because of which you need an immediate leave in order to inform your employers about the situation.

Family Emergency Leave Request Letter Sample

From,

Mathew Brown

A-42, Park Avenue Street

New York

Date:26th February 2015

To,

Sheila John
Marketing Manager

Amazing Technologies
1234 Park Avenue Road
New York

Dear Mrs. Sheila John,
This is to inform you that I am compelled to take an urgent leave due to some emergency situation in my family. My wife just called me to tell that her father has just collapsed because of cardiac arrest and he has been taken to the hospital. So I need to go to the hospital right away so that I can be there with my family. I will try to resume my work as soon as possible and will inform you about the status of the leaves I need one my father-in-law’s medical condition is clear.

I have explained all the details about my current project to my co-worker Mr. David Smith so that the project doesn’t suffer from any loss. I will also be available on phone, if in case there are any queries. My work record explains that I have been a dedicated employee of the company and I will never let the company bear any losses because of my absence.

I can be contacted during my leave via telephone at 123-45678 and email at mahew@email.com. Please leave me a message if case there is any questions or queries and I will respond them at the earliest. I thank you for considering this emergency leave as I need to leave urgently to be with my family. And I will make sure that I resume the work at the earliest and take charge of my responsibilities at work.

Thanking in anticipation. Looking forward for your response.

Yours sincerely,

Mathew Brown

Project Manager

Amazing Technologies

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Posted by Hrformats - February 26, 2015 at 12:51 PM

Categories: Letters   Tags: , ,

How to Write a Vacation Leave Letter with Sample

Vacations are important part of life. You need to take some time off from work and go on a holiday to refresh and revive your body and mind. It is not only essential for the employees but it is equally essential for increasing the productivity of the company. Every company has its own policy when it comes to annual leaves for the employees and in some organizations it is compulsory to take a certain number of leaves every year.

Here is this article to provide you with step-wise guidance to write a formal vacation leave letter along with sample. So now you can read through the important points that you need to keep in mind while framing a professional vacation letter and you can use the template as reference for creating your own personalized draft.

Tips for Writing Vacation Leave Letter

Follow these useful tips:

  • It is a formal application. Hence, you must submit it to the Human Resource Department of your company so that the executives can process it keeping in mind the policies of the company.
  • It is important that you address this letter to the right person. Make sure that you include his designation along with the name of the organization once you begin writing the letter.
  • Always include the subject to keep the purpose of the letter clear without even opening the letter.
  • Make sure that you keep the content of the letter very precise and to the point. Include all the information related with your vacation in your letter to make it informative. Keep the sentences simple and clear to avoid any confusion.
  • Conclude your letter with a thank you note at the end and also express your concern towards the work.

All these tips will help you frame a perfect letter.

Vacation Leave Letter Sample

Andrew Cullen

123 Prospect Ave, Apt 111
Hollister,

California
Ph: 123-456-78

Date: 21st February, 2015

John Smith
HR Manager
ABC Corporation Pvt. Ltd.
123 Park Avenue
California

Subject: Leave Application for Vacation

Dear Mr. Smith,

The purpose of this letter is to officially request my vacation leave ahead of time. I am planning to take my vacation time starting from the dates of 1st May, 2015 through 15the May, 2015 as I plan to take my kids for a summer vacation trip to Singapore. I want to bring to your notice that during this year, I have not been able to use enough vacation days. I have always been present at work fulfilling all my responsibilities.

I will make sure that I am able to finish all my current incomplete projects now and between today and 1st May, 2015 so there is no pending task. I am quite sure that my team will be able to manage the work in my absence with perfection. I will be handing over all the necessary papers and information with my deputy manager, Mr. Simon Jack who will be supervising the project in my absence. In case there are any important questions or concerns related with work then I can be reached by email at Andrew@email.com and I will respond at the earliest.

If any clarification on the subject is needed in this matter then please feel free to contact me by email mentioned above, or by telephone at 123-456-78.

Thank you for your consideration. I look forward to your response.

Yours sincerely,

Andrew Cullen

Project Manager

ABC Corporation Pvt. Ltd.

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Posted by Hrformats - February 24, 2015 at 1:44 PM

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Permission Letter to Leave Office Early

There are times when you need to leave the office early. For instance, it is your wife’s birthday or you have to attend some function. In such a case, you must write a professional permission letter addressing your HR Manager or immediate senior or team leader asking permission for leaving the office earlier than usual.

For writing a perfect permission letter, it is important to include few important things in your draft like the reason for which you need to leave early, how early you wish to leave etc. If you are still not clear about framing a formal letter then refer to the template example below which will help you frame a perfect letter with all the needful information.

Format Permission Letter to Leave Office Early

Mathew Brown

A-42, Park Avenue Street

New York

Date:23th February 2015

To,

Sheila John
HR Manager

Amazing Technologies
1234 Park Avenue Road
New York

Dear Mrs. Sheila John,

I would like to request you to please allow me to leave 3 hours earlier on Thursday, 19th February, 2015, because I have to attend my brother’s engagement, something that I cannot afford to miss. But I promise that I will finish my job early so that nothing is left incomplete or unattended. And I also assure that I will compensate this time by staying an hour extra on Friday, Saturday and Monday so that there is no work loss to the company.

Thanks for considering my request. Thanking in anticipation

Yours sincerely,

Mathew Brown

Description

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Posted by Hrformats - February 24, 2015 at 1:43 PM

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Leave Request Letter for Marriage

When you are getting married, you need to convey to your boss using a formal marriage leave letter that because you are getting married, you need to take break from work for a few days to make all the necessary arrangements for your wedding. The most important thing in such a request letter is that you need to address it to the right person and include all the essential information like the number of days you will not be present at work along with the dates.

Here is a sample leave request letter for marriage to help you write your own personalized draft asking your boss to grant you with desired leaves for one of the most important events of your life. Use it as reference for writing your perfect formal request.

Sample Leave Request Letter for Marriage

Margret Smith
129 Jackson Road
New York

Date: 24th February, 2015

To
Simon Jones
CEO, ABC Corporation Pvt. Ltd.
Adams Street,

New York.

Dear Mr. Jones,

I hope that you have already got my official wedding invitation. I would like to make a request for official leave to make all necessary preparations for my marriage and honeymoon. As you know that my marriage is scheduled on 23rd February, 2015, I request you to please grant me a leave for 15 days from tomorrow i.e. from 19th February, 2015 till 5th March, 2015.

I have discussed about my leave with my immediate senior and team leader, Mr. Andrew Cullen. He has agreed on my leave. It is agreed that I will be completing all my responsibilities before I leave and during this phase if there in any emergency then it will be handled by my co-workers.

I request you to kindly take this request into consideration. I also request you to be present at my marriage ceremony.

Thank you for your cooperation.

Yours sincerely,

Margret Smith

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Posted by Hrformats - February 24, 2015 at 1:43 PM

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Thank You Letter for Leave Approval Sample

It feels great when your letter for leave has been approved. It always feels good to know that your boss or your HR Manager or your company has considered your problem and has sanctioned your leave application, despite the fact that you are needed in the office to manage your responsibilities. So it is a sweet gesture to write a thank you letter to the person who has approved your leave. While penning such a letter, you must make sure that your tone is soft and thankful but still professional. You must also mention that you are aware of your responsibilities at work and you have to take leave because of unavoidable circumstances at personal front. Make sure that you again explain your problem and assure that you will resume your work at the earliest.

Here is an example format of letter for leave approval to help you have an idea about framing the letter in the best way possible. Refer to this template to create your customized letter.

Sample of Thank You Letter for Leave Approval

To:

Mr. John Smith
House 411,
Park Avenue,
Liverpool
New York

From:
Mr. Charlie Brown
HR Manager
ABC Corporation Pvt. Ltd.
Richmond Street
New York

Dear Sir,

I am writing this letter in order to express my gratitude towards you for approving my leave. I am grateful for you for considering my situation and approving my leave application for two weeks. I have received your confirmation.

I cannot express how important it is for me to be with my family at this point in time when my uncle is getting operated for cancer. And I really need to be there with my family to take care of all the medical arrangements and treatments. I shall resume back to my job at the earliest, once everything is under control.

I will make sure that I am able to achieve all my targets and complete all my projects on time once I am back from my leave so that I can help our organization achieve its goals. I am extremely thankful to you for considering my problem and allowing me the leave for two weeks despite the workload at office.

Regards,

John Smith

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Posted by Hrformats - February 24, 2015 at 9:59 AM

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