Letter of Leave

A letter of leave usually refers to the leave of absence process in the workplace, when an employee is seeking time off work. This will involve the employee writing an initial letter of leave of absence, and the employer issuing a leave approval or rejection. Either of these letters may be titled “letter of leave”.


A related letter called a letter of leave restriction may be issued by an employer when an employee has taken excessive leave in the past and they want to limit them from taking any more time off.


A letter of leave submitted by an employee to their employer requesting a leave of absence must include the date on which you intend to leave, the date on which you intend to return, and the reason for your leave.

Sample Letters

Letter of Leave Request Sample


Darley Stables

Richard R. Stevens

4393 Dog Hill Lane
Esbon, KS 66941


Dear Mr. Stevens,

I am writing to request a 30 day leave of absence. I wish to vacate my post on July 1st, 2009, and plan to return on July 30th, 2009. I am willing to train an intern to take over my job while I am absent.


During my time off, I will be traveling to Australia to care for my brother. He has recently become sick with lung cancer, and he has just started treatment. I think it would be best for me to be there with him as he starts his long recovery process.


Thank you for your consideration and I hope we can work something out!



Jon Hope

Letter of Leave Approval Sample

Dear Mrs. Burch,

In accordance with company policy I have evaluated your requested leave of absence and I’m happy to grant approval.


You are hereby granted leave between the following dates:

11/04/2009 – 11/20/2009


If there are any changes to this situation please get in touch immediately.


You are expected to return to work as usual on November 21, 2009. Failure to do so without prior approval will go down as an unauthorized absence.


If you have any further queries regarding this request please email me on Jane.HR@blandford.com


Yours Sincerely,

Jane Estrada


Blandford Telecom, San Francisco

Letter of Leave Restriction Sample

Logan Navarro,

We have already met to discuss your unacceptable amount of sick leave this year and constant tardiness when you do show up to work. You have also consistently failed to adhere to our employee absence guidelines, which state you must seek approval prior to taking time off, even if it is only a phone call on the morning of the absence.


While I appreciate that everyone gets sick and is late from time to time, the company is very concerned with the amount of time you’ve had off, without producing a single doctor’s note outlining any specific illness. We believe it is unlikely that you are being honest and therefore have no choice but to restrict your ability to take leave for the foreseeable future.




– You have used 200 hours of your 250 hour annual leave within 5 months, all of which was unanticipated sick leave, and mostly without prior approval.


– You have been late to work 25 times without prior warning, ranging from 10 minutes to 30 minutes on each occurrence.




You are hereby notified that your remaining hours of leave this year is zero. You are therefore not permitted to take any holiday or personal time for the next 7 months.


Sick leave will only be accepted if you follow company policy by informing your supervisor in advance (or by 10am the day of the absence), and can provide a doctor’s note upon your return. Failure to do so will result in an unauthorized absence and we will be forced to take disciplinary action, which may include but is not limited to termination of employment.


If for whatever reason you have failed to disclose any legitimate personal or medical reasons for your considerable time off, I will happily accept documentation from a medical professional or any other evidence, and reevaluate the situation accordingly.


If you have any queries about this notice, please see your supervisor at the next closest opportunity.



Omar Marshall