A leave letter has one job: make it easy for your manager to say yes. That means giving the dates, the cover plan and a way to reach you, and leaving out the long explanations. This guide shows what to include, how to adjust the tone, the mistakes that cause delays, and 10 templates you can copy and edit.
Written by Mitch Rankin, CEO and owner of EnglishForward.com since 2018. Last reviewed 9 October 2026.
Before you write: three quick questions
- Does your employer have a form or system? Many companies want requests in an HR system or on a form. If so, use the letter as a short cover note or paste its wording into the form.
- How much notice is required? Check your contract or staff handbook. Planned leave usually needs more notice than sick leave. Rules differ between companies and countries, so confirm yours rather than assuming.
- Is this an email or a printed letter? For most workplaces today it is an email. The wording below works for both. For an email, the Subject line matters: put the type of leave, your name, and the dates in it.
What every leave letter should contain
- Dates: first day away, last day away, and the day you return. Writing all three avoids confusion about weekends and public holidays.
- Type of leave: annual, sick, unpaid, bereavement, and so on, using the name your company uses.
- Reason, kept short: one phrase is enough. You do not owe anyone medical details. “For medical reasons” or “for a family matter” is normal and professional.
- Cover plan: who will handle urgent work, and what you will finish before you go.
- Reachability: say honestly whether you can be contacted. Do not promise to be available if you will not be.
Formal or friendly? A quick guide
| Situation | Tone | Opening line |
|---|---|---|
| First request to a new manager, large or traditional company | Formal | “I am writing to request…” |
| Regular request, friendly team | Polite, short | “I would like to request…” |
| Same-day sickness | Brief and direct | “I am unwell and unable to work today.” |
| Request to HR or a government office | Very formal, with reference numbers | “I wish to apply for…” |
10 leave letter templates
Replace everything in [square brackets]. Delete any sentence that does not apply to you.
1. Annual (vacation) leave. Use for planned time off. Send it as early as your policy asks.
Subject: Annual leave request, [Your Name], [Start Date] to [End Date]
Dear [Manager’s Name],
I would like to request annual leave from [Start Date] to [End Date], returning on [Return Date].
Before I go, I will finish [main task]. [Colleague’s Name] has agreed to cover urgent items, and I have saved my project notes in [shared folder].
I will have limited access to email. If something cannot wait, you can reach me on [phone].
Thank you for considering this.
Kind regards, [Your Name], [Job Title]
2. Short sick leave. Use on the day you are unwell. Short is better; send it as early as you can.
Subject: Sick leave today, [Your Name]
Dear [Manager’s Name],
I am unwell and will not be able to work today, [Date]. I expect to be back on [Return Date] and will update you if that changes.
[Colleague’s Name] knows about my urgent task for today, [task].
Thank you for understanding.
[Your Name]
3. Extended medical leave. Use when a doctor has advised time away. Keep the detail on the medical certificate, not in the letter.
Subject: Medical leave request, [Your Name], [Start Date] to [End Date]
Dear [Manager’s Name],
On my doctor’s advice, I need to take medical leave from [Start Date] to [End Date]. I plan to return on [Return Date], subject to my doctor’s review.
I have attached the medical certificate. I will hand over [project/accounts] to [Colleague’s Name] by [Date], and can answer short handover questions before I leave.
Please tell me if HR needs any other documents.
Yours sincerely, [Your Name]
4. Urgent personal or family emergency. Use when you cannot give notice. Say what you know and promise a fuller update.
Subject: Urgent leave request, [Your Name]
Dear [Manager’s Name],
Because of an urgent family matter, I need to be away from [Start Date] for about [Number] days. I will confirm my return date as soon as I can, no later than [Date].
[Colleague’s Name] has the details of my deadlines this week. I will check my phone for urgent calls.
I am sorry for the short notice and thank you for your understanding.
[Your Name]
5. One day of casual leave. Use for a personal errand when you have time to plan.
Subject: Leave request for [Date], [Your Name]
Dear [Manager’s Name],
May I take one day of leave on [Date] for a personal matter? I will complete [task] beforehand, and [Colleague’s Name] will watch urgent emails that day.
Thank you.
[Your Name]
6. Maternity leave. Use as the formal written notice. Many employers also have a form, and legal rights and notice periods differ by country, so check yours and HR’s process first.
Subject: Maternity leave notice, [Your Name]
Dear [Manager’s Name],
I am writing to give notice that I plan to begin maternity leave on [Start Date], with an expected return date of [Return Date].
I will prepare a handover document covering my regular tasks, contacts and open projects, and would like to agree the cover plan with you by [Date].
Please let me know what documents or forms HR needs.
Yours sincerely, [Your Name]
7. Paternity leave. Same approach: check your policy for how many days and what notice you need.
Subject: Paternity leave request, [Your Name]
Dear [Manager’s Name],
I would like to request paternity leave from [Start Date] to [End Date] following the birth of my child. [Colleague’s Name] has agreed to cover my routine work. As the exact date may move, I will message you as soon as the baby arrives.
Thank you for your support.
[Your Name]
8. Bereavement leave. Keep it simple. Nobody expects a long explanation.
Subject: Bereavement leave, [Your Name]
Dear [Manager’s Name],
I am sorry to tell you that my [relationship] has passed away. I would like to take leave from [Start Date] to [End Date] to be with my family, and I expect to return on [Return Date].
[Colleague’s Name] can cover my urgent tasks. Thank you for your understanding.
[Your Name]
9. Half-day leave. Use for an appointment. Say what time you will leave and what you will have finished.
Subject: Half-day leave on [Date], [Your Name]
Dear [Manager’s Name],
I would like to take a half day on [Date], leaving at [Time] for a personal appointment. I will finish [task] before I leave and check urgent messages afterwards if needed.
Thank you.
[Your Name]
10. Unpaid leave. Use when you have no paid leave left or need a longer break. State clearly that you are asking for unpaid time.
Subject: Unpaid leave request, [Your Name], [Start Date] to [End Date]
Dear [Manager’s Name],
I would like to request unpaid leave from [Start Date] to [End Date] for [brief reason, e.g. family travel]. I understand this is subject to approval and to business needs.
I will help plan the workload before I go. [Colleague’s Name] has agreed to cover my main duties, and I would be happy to discuss any adjustments.
Thank you for considering my request.
Yours sincerely, [Your Name]
Common mistakes
- Leaving out the return date. Managers cannot plan cover without it.
- Missing the Subject line in an email. A subject like “Leave” gets lost. Include the type, your name and dates.
- Over-explaining. Long personal stories make a request harder to approve, not easier.
- Offering cover that was never agreed. Ask your colleague before you name them.
- Writing “I will be on leave” instead of “I would like to request leave.” Unless it is a notice you have a right to give, ask first.
- Starting leave before you hear back. Wait for a reply or approval in writing.
Before you send: checklist
- Dates are correct and the weekday matches the date
- Leave type matches your company’s name for it
- Cover plan agreed with the named colleague
- Attachments added if required (certificate, form)
- You have checked your handbook for notice periods
Frequently asked questions
Do I need to give a reason? Usually a short one. Most employers do not expect private or medical detail unless a certificate is required.
Can I send a leave request by WhatsApp or text? Only if your workplace normally does. Otherwise send an email so there is a written record.
What if my leave is refused? Ask politely whether other dates would work. Keep the reply short and courteous.
Is a letter or an email better? Email for most modern workplaces. A signed paper letter may still be expected for some government or traditional organisations.
From my own experirnce, the most common mistake I see students make with workplace emails is writing vague subject lines—or worse, leaving them completely blank. A clear, actionable subject line makes all the difference in whether your email gets opened or ignored. Taking an extra 30 seconds to summarize your request upfront instantly makes you look more professional.
Related guides
Want a second opinion on your own draft? Post it in the English Forward community thread and our tutors and members can suggest improvements.
Clap
