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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Categories: Leave format Tags: how to write, Leave Letter
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 [email protected] 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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Categories: Letters Tags: Leave Letter, Vacation
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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Categories: Letters Tags: Leave Letter, permission letter
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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Terms and Conditions in Job Offer Letter
A job offer letter must contain all the necessary terms and conditions to clarify all the aspects related with selection for job. Here is a point wise description of every point which are important and must be included while drafting terms and conditions for the job. Follow these points to draft your own terms and conditions in the best of the manner possible:
1. Title
It must contain the job title on which the candidate has been selected.
2. Start Date
The next important thing in the letter is the start date of the job.
3. End Date ( In case of fixed contracts)
The offer letter must also contain the end date of the employment of the candidate.
4. Roles and Responsibilities
The job offer letter must contain all the necessary points concerning the roles and responsibility of the job profile. There has to be a point-wise description of the main highlights of the job. This will help the candidate deliver his services with the best of the understanding of what is expected of him.
5. Reporting Relationships
There has to be a mention of the person to whom the new employee must report. Mention the name of that person along with his designation to bring more clarity in the reporting relationship.
6. Probation Period
There has to be well defined probation period, if any. The purpose of this period is to train the new appointment within a definite time to have complete understanding of his job so that he can achieve satisfactory levels of performance. It should also contain the information about extending this period in case the candidate fails to deliver expected performance levels along with the information on interim reviews.
7. Appraisal
There has to be a mention of appraisal scheme related with the job profile. The purpose is to encourage the candidate for his career development and personal development. It must contain information on implementation of appraisal specific to the department. This will work as the motivation for the employee to deliver better performance.
8. Salary
This is the most important segment of the job offer letter. It must contain the following information:
- Rate of Pay
It must contain the title of the post, the commencing rate of pay along with salary scale which is mentioned in the letter of appointment. It must also be made clear that there will be no other remuneration other than the payment.
- Other Benefits
In case, there are other benefits like insurance, travel allowance, group incentives etc. they must be mentioned too. Put all the benefits with clear detailing about each.
9. Superannuation
There has to be a mention of superannuation plan of the company which is designed to benefit its employees after retirement. The offer letter must contain the deductions as per the pension plan. A new eligible employee gets enrolled in the appropriate pension scheme automatically when he joins the company.
10. Hours of Work
The next important thing to be mentioned is the hours of work. The letter must contain the daily working hours along with mention of special circumstances like part-time or extra-time working and the remuneration that will be paid for extra working.
11. Travel Requirements
Make a mention of travel requirements, if any. It must also include the frequency of travelling concerning the job profile.
12. Public Holidays, Overtime etc.
Information of public holidays and compensation for overtime on regular days and on public holidays must be mentioned in a simple and easy to understand language.
13. Holidays
This head must contain information on the number of paid leaves to which the candidate is entitled. It must also mention the exception holidays like locally agreed department closure holidays etc. along with the payment conditions on all such days. Special mention of conditions regarding holidays during probation etc.
Below are some of the conditions on which the letter must focus to bring more clarity:
- Additional Holidays for Long Service
- Holiday Entitlement for Part-time Workers etc.
14. Termination Clause
There are two conditions under this head which must be kept in mind.
- Termination of Appointments by Notice
Make sure you mention the period of notice which you are obliged to give the candidate before terminating him. It must be given in writing. This period usually varies between weeks to a month depending upon the organization. Do mention all the other conditions concerning the termination.
- Retirement
Do make a mention of the normal date of retirement in your company. Also mention the age of retirement.
15. Restrictive Covenants
This is an important part of the terms and conditions. It is asking the candidate to maintain the confidentiality of the intellectual property of the company. This is a non-disclosure agreement which maintains the confidentiality of important information of the organization.
These are some of the important points which must be kept in mind while designing the terms and conditions in the job offer letter of your company. Customize these points as per the need of your company.
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Categories: Job Evaluation Tags: Conditions, Job Offer, Offer Letter
Leave Application Form or Format for Office
I have attached Leave Application Form or Format for Office.
Name of company
Works: Plot No. 2…………………………..Gurgaon (Haryana)
LEAVE APPLICATION FORM
To
The General Manager,
……………………..
…………………
Date ……….. Sir,
Sub: Application for Leave
Name Ashok Kumar Jangra Department HR & Admin
Type of leave: Casual /Sick / Earned Leave / Compensatory
Pay Code …P1692………………..Card No……3421………………………………………………………
Leave Schedule
From ……………………….to ……………………….
From ……………………….to ……………………….
From ……………………….to ……………………….
From ……………………….to ……………………….
From ……………………….to ……………………….
From ……………………….to ……………………….
Total No. of leave Day Contact Number ………………………………….
Reason: ……………………………………………………………………………………
Address during leave …………………………………………………
(Application Signature) (Recommended By) (Approved By)
Further I understand that the leave applied is subject to the sanction of Employer and Otherwise, it can be treated as an absent .Also I confirm that if I overstay over and above the Sanctioned period without proper information to you I will automatically loose the lien on My job. Totally on my responsibility.
Yours faithfully
(Signature of Employee)
To be field in officer
| Leave | Entitlement | Leave availed | Balance |
|
EL 10 CL 07 SL 07
|
Nill 1 Day 1 Day |
10 Days 6 Days
6 Days |
Signature
Click Here To Download Leave Form
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Circular About Office Timing
I have Attached Circular About Office Timing
To: All Employees
Attendance process
To streamline the process of attendance in Dr. Jain Video on Wheels Ltd. Employees are requeste
d to follow the below given policy.
1. Office Timings
At DJVOW, company timing starts from 10.00 AM to 6.30 PM with a lunch break of 30 minutes from 1.30 PM to 2.00 PM throughout the week. SUNDAY is a weekly off.
2. Marking of attendance
2.1 Employees should punch their attendance in the Bio-matrix attendance machine placed at the department door by “signing-in” in the machine on arriving to the office and “sign-out” at the time of departure. Management can call any employee to report to work before/ after specified time; his/her timings will be adjusted accordingly.
2.2 All Employees are expected to reach office by 10.00 AM. After 10:00 AM 30 minutes is grace period (Except shift duty staff).
2.3 An employee coming to office after 10.30 AM is marked as LATE and:-
a) If someone comes half an hour late he/she has to work one hour extra as self penalty which will be monitored by machine. Staff coming 10:00 AM to 10:30 AM and working more than prescribed 8 hours per day will be given extra weight-age in annual appraisal.
b) Late beyond 10.30 AM is allowed only eight times in a month. Any employee coming late for more than eight times in a month shall loose ½ day leave/salary.
3. Employees can avail the facility of 2 hours short leave from his/her arrival/departure time, once in a month. Who will not avail this facility across the year will be given extra weight-age in annual appraisal.
4. Employees are advised to plan their work & its time allocation to finish their work within office timings. Employees are encouraged to devote quality time in office hours.
5. Any employee on leave should complete his LEAVE Application and forward to the HR department through his Reporting Officer / HOD.
6. Everyone has to fill task today format everyday maintained at Sharedrive
Thanks and Regards
Authorized Signatory
Distribution:
1) All Employees; 2) Circular Master file; 3) Human Resource (Origin) – distribution of soft copy via E-mail (A√/NA).
DJVOW/Human Resource-01/Circular Master File/02/28032011/
Click Here To Download Circular About Office Timing
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Excuse Letter of Absence for Covid-19 Vaccine
Covid-19 has really shook the world and if you have taken a vaccine for the same then you must follow the protocol that has been recommended by the doctors to make sure that you stay healthy. If you are working then you must write a vaccination leave request letter to the concerned department informing them about your absence. The leave application for covid vaccination must include all the required details related with the subject.
In this post, we have come up with a format for excuse letter of absence for covid vaccine. You can use this sample letter for covid vaccine to create a personalized employee covid-19 leave excuse letter.
Sample Excuse Letter of Absence For Covid-19 Vaccine
From,
Bob Christian
54, Ellora Apartments
New York
Date: October 25, 2021
To,
Mr. Andrew Gibbs
HR Manager
Zenith Technologies
New York
Sub: Regarding leave for Covid-19 Vaccination
Dear Mr. Andrew,
I, Bob Christian, working as a Project Manager, am writing this letter to inform you that I have taken the vaccination for covid-19 and therefore, I will be absent from work for three days in order to complete my vaccine immunization cycle.
As you are aware, the vaccination involves two cycles. The first cycle, when the first shot is given, three days of immunization is recommended by the doctors and in the second cycle, final immunization is given along with ODMC. I have been administered with the first cycle and therefore, I have been asked to stay at home for a duration of three days by the doctor based on the immunization and post vaccination prevention guidelines given by the government.
I will be absent from work for three days i.e. 24th October, 2021 to 28th October, 2021 in order to complete the prescribed cycle of the vaccine. As I will not be able to attend the office, I therefore, request you to please grant me the three days leave. For your reference, I have attached my vaccination certificate with the letter along with the report card issued to me by the department. In case of any emergency, I can be reached on my email as well as on my phone.
I am hopeful that you will understand the situation and will grant me the leave.
Thanking in anticipation.
Sincerely,
Bob Christian
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Appointment Letter for Apprentice Trainees
The purpose of trainee appointment letter is to send a formal confirmation to the applicant who has been shortlisted for the post of trainee. Appointment Letter for Apprentice Trainees is a formal way of informing the candidate about his selection. There are different kinds of Trainee Appointment Letters depending upon the industry. Appointment/Offer letter for gym trainer, project, industrial, management; all these trainee application letter format will be distinct.
Here is the format for trainee appointment letter. You can use this appointment letter for internship trainee sample to create a personalized letter. Follow this apprentice office letter format to have your own.
Apprentice Training Appointment Letter Format
From:
Raghav Gupta
Human Resource Manager
HZL Health and Wellness Ltd.
New Delhi
Date: April 18th, 2019
To:
Ashok Sharma
54, Gandhi Apartments
New Delhi
Sub: Regarding Appointment as Management Trainee
Dear Mr. Raghav Gupta,
We are very happy to inform you that you have been selected for the position of Management Trainee with HZL Health and Wellness Ltd. with the Marketing Department. The duration of apprenticeship will be one year and during this training probation period, you will be expected to fulfil all the duties and responsibilities assigned to you by the Marketing Manager, Mr. Siddharth Sen who will also be the person whom you will be reporting.
As a management trainee, you will be entitled for a starting salary of Rs.10,000 per month. Once you have completed this training, this amount is subjected to be reviewed. We would also like to inform you that during this period, you will not be entitled for any other kind of monetary benefits other than one casual leave a month. In case you plan to leave the company during the period of one year, you will be required to serve a notice period of two weeks.
If you have any other queries, please feel free to write at [email protected]. You will need to express your acceptance to the appointment as trainee with our company by signing the copy of this document and sharing it with us by post.
Congratulations and welcome aboard.
Sincerely,
Human Resource Manager
HZL Health and Wellness Ltd.
New Delhi
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10 Secrets for Making Job Search A Great Success
We all work hard for making our job search process a success but despite the best of our efforts, we are not always rewarded with what we had expected. We must not forget that the competition in the market is very high and you need to give your best in order to make your job search a rewarding experience.
With this article, we have highlighted 10 secrets that can be very helpful in making job search process a success for all those who are hunting for a good job. With these secrets, you can actually beat the competition…so find out these tricks….!!!!
1. Go for Informational Interview
If the company in which you wish to apply doesn’t offer any openings for now then you can always go for an informational interview which helps you connect with people and the organization. This will help you make a difference when you will go for the actual interview.
2. Always Focus on Quality Over Quantity
All of us apply for hundreds of jobs because internet has made it so easy and comfortable to apply for jobs online. And when everyone is doing the same, you will never be able to make a difference if you are on the same wagon. To strike the right chords, be selective in your search and to make a difference, write personalized cover letters with your resume to make your application effective and impressive.
3. From Generalized to Personalized
We often copy paste the cover letters just because we must send a cover letter with our resume. And because of this, most of the recruiters don’t even pay attention to the resume because cover letter looks weak. To make it interesting, always keep it personalized. Include clear information and keep it specific to the job profile for which you are applying. This will surely make the reader interested in reading your resume.
4. Optimize on Connections
We know that connections make a big difference but in order to enjoy the benefits, we have to make a move. Get in touch with your former manager, co-worker, boss and any other professional connection to know if they have a job opening in their present company. With a connection mentioned in your cover letter, you can actually make a big difference and stand out in the competition without doing anything extra.
5. Clean Your Social Media
Before applying for any job, make sure that your profiles on various social networking websites are protected. You surely don’t want the company to see your Facebook or Instagram profile. Keep your LinkedIn and Google Plus profile with your latest information on employment and other professional details. Having an online portfolio can work as an impressive addition.
6. Have an Impressive Portfolio
Having a portfolio which includes a cover letter and resume along with printed recommendations can do wonders for you. But having these documents can make you look professional and hardworking and is worth every minute invested.
7. Never Go Unprepared for the Interview
Always prepare well for the interview. You should have complete knowledge about the company you are applying to, the profile for which you are applying. Do not forget to rehearse the basic interview questions. If you are going unprepared, you are going to lose all the points. Seek help from your friends to prepare smartly.
8. Be Specific
Never answer any questions that bring no clarity to the interviewer. Whatever you speak has to be of some value. Saying that you are a hard worker will not get you anywhere but narrating an incident which explains this quality will be more effective. You should know how you want to lead the interview rather letting the interview lead you.
9. Create Impressive Last Impression
Last impression is as important as your first impression. Leave the interview room with a smile and firm handshake. Do not forget to thank the interviewer for his time. You can even ask for the business card and once you are home write a thank you email.
10. Always Be Helpful
It is important to work on your relationships and be helpful to others. This is important as it will always help you have better connections which might help you get a reference or a job. Being nice to everyone in the professional world is of extreme importance.
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Categories: Job Evaluation Tags: job Search, job tips