Approved Leave of Absence Letter from Employer
[Your Name]
[Your Address]
[City, State, Zip Code]
[Your Email Address]
[Your Phone Number]
[Today's Date]
[Employer's Name]
[Company Name]
[Company Address]
[City, State, Zip Code]
Subject: Request for Approved Leave of Absence
Dear [Employer's Name],
I hope this letter finds you well. I am writing to formally request a leave of absence from work for a specific period. I have carefully considered the timing and impact of my absence and am committed to ensuring a smooth transition during my time away.
The purpose of my leave is [briefly mention the reason for your leave, such as personal/family medical reasons, educational pursuit, or personal development]. I believe that taking this leave will be beneficial to my overall well-being and will ultimately contribute to my continued productivity and dedication to the company.
The requested duration of my leave is from [start date] to [end date]. During this period, I assure you that I will do my best to complete any pending assignments and delegate my responsibilities effectively to my colleagues. I will also ensure that all necessary documentation and information are organized to facilitate a seamless workflow in my absence.
I understand the importance of maintaining open lines of communication with the team during my leave. I will be available for any urgent matters that may require my attention. Please let me know how I can be reached during my time off.
I have also spoken with my colleagues [mention names] and [mention names], and they have kindly agreed to provide additional support during my absence. I am confident that the team will be able to handle any challenges that may arise.
I have attached a formal leave application along with this letter, detailing the leave dates and any other relevant information. I kindly request you to review and approve my leave request at your earliest convenience. If there is any additional documentation required, please do not hesitate to let me know, and I will be happy to provide it promptly.
Thank you for your understanding and consideration. I truly appreciate the support that the company has shown to its employees during times like these. I am committed to ensuring a seamless transition and will do my utmost to ensure minimal disruption to our team's operations.
I look forward to your positive response to my leave request. If you have any questions or need further information, please do not hesitate to contact me.
Thank you once again for your understanding and support.
Sincerely,
[Your Name]
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Formal Approval Letter for Employee Leave
Subject: Approval of Your Leave Request
Dear [Employee’s Name],
I am writing to formally confirm that your request for leave from [start date] to [end date] has been approved. During this period, your responsibilities will be temporarily reassigned to ensure continuity of work.
Please ensure that you complete all pending tasks before your leave begins and hand over any ongoing projects to your designated colleague. We value your contributions and trust that your absence will not disrupt our operations.
We wish you a restful and productive time away. Should you need any further support, please feel free to reach out.
Sincerely,
[Employer’s Name]
Quick Email Confirmation of Approved Leave
Subject: Leave Approved
Hi [Employee’s Name],
This is to confirm that your leave request from [start date] to [end date] has been approved. Please make sure to update your team about any pending work before you leave.
Enjoy your time off!
Best regards,
[Manager’s Name]
Heartfelt Approval Letter for Medical Leave
Subject: Approval of Medical Leave
Dear [Employee’s Name],
I want to let you know that your request for medical leave from [start date] to [end date] has been approved. Your health and well-being are of utmost importance to us, and we encourage you to take the time you need to recover fully.
Please don’t worry about your workload; your team will handle your responsibilities in your absence. Wishing you a smooth and speedy recovery.
Warm regards,
[Employer’s Name]
Professional Approval Letter for Study Leave
Subject: Approval of Study Leave Request
Dear [Employee’s Name],
We are pleased to inform you that your application for study leave from [start date] to [end date] has been approved. This opportunity for further education is aligned with our company’s vision of continuous growth and professional development.
Please make the necessary handover arrangements before your departure. We look forward to the knowledge and skills you will bring back to the organization.
Best wishes for your academic journey,
[Employer’s Name]
Casual Message Approving Leave
Subject: Leave Approved :)
Hey [Employee’s Name],
Got your leave request, and it’s all good! You’re free from [start date] to [end date]. Just wrap up anything urgent before you head out.
Enjoy your break and come back refreshed!
Cheers,
[Manager’s Name]
Provisional Approval Letter (Pending Documentation)
Subject: Provisional Leave Approval
Dear [Employee’s Name],
Your request for leave from [start date] to [end date] has been provisionally approved. This approval is subject to the submission of the required documents (such as medical certificates, travel plans, or other supporting papers).
Please provide these documents no later than [deadline date]. Once verified, your leave will be fully confirmed.
Thank you for your cooperation.
Sincerely,
[Employer’s Name]
Approval Letter for Compassionate Leave
Subject: Compassionate Leave Approved
Dear [Employee’s Name],
We understand your circumstances and want to express our heartfelt support during this difficult time. Your request for compassionate leave from [start date] to [end date] has been approved.
Please take the time you need to be with your loved ones. Work will be managed in your absence, so you need not worry about your responsibilities.
Our thoughts are with you and your family.
With sympathy,
[Employer’s Name]
Official Approval for Extended Leave
Subject: Approval of Extended Leave
Dear [Employee’s Name],
This letter serves as official confirmation of the approval of your extended leave from [start date] to [end date]. Given the length of your absence, we ask that you provide a detailed handover of all critical tasks and responsibilities.
We appreciate your dedication to planning ahead and ensuring a smooth transition. Please remain in contact for any urgent updates during your leave.
Wishing you the best during this extended time away.
Sincerely,
[Employer’s Name]
What is an approved leave of absence letter from employer and why is it needed?
An approved leave of absence letter from an employer is a formal or informal communication confirming that an employee’s leave request has been granted.
It provides written proof of approval, sets clear expectations, and ensures there is no misunderstanding between employer and employee.
Such a letter also helps maintain records for HR, payroll, and compliance purposes.
Who should issue an approved leave of absence letter?
- Direct supervisors or managers usually write and send the letter.
- HR departments may issue the official confirmation for record-keeping.
- In some cases, higher management or directors sign the approval, especially for extended or special types of leave.
To whom should the letter be addressed?
- Directly to the employee who made the leave request.
- A copy may also be sent to HR for record-keeping.
- In cases of team-wide impact, team members may be informed separately about the employee’s absence.
When do employers send an approved leave of absence letter?
- After an employee submits a formal leave request.
- When special circumstances arise, such as medical, study, or compassionate leave.
- In cases where legal or compliance documentation is required to validate the leave.
- When leave duration is long enough to affect workflow and team arrangements.
How should employers write and send the approval?
- Acknowledge receipt of the leave request.
- Clearly confirm the approval, including specific dates.
- Mention any conditions (handover, documentation, availability for emergencies).
- Choose the right tone: formal for official contexts, casual for quick internal notes.
- Send via email, internal messaging, or as a signed printed letter, depending on company policy.
How many types of approved leave letters exist?
- Sick or medical leave approval.
- Study leave approval.
- Maternity/paternity leave approval.
- Compassionate leave approval.
- Extended or sabbatical leave approval.
- Annual vacation leave approval.
- Emergency or urgent leave approval.
Each type may require different tone, content, or documentation.
Requirements and prerequisites before sending the approval
- Employee must have submitted a leave request in writing.
- The manager should review workload and team availability.
- HR policies and leave entitlements should be checked.
- Any necessary documents (medical certificates, study proof, travel plans) should be collected.
- A handover plan must be in place for longer absences.
Formatting guidelines for approved leave of absence letters
- Keep it clear and concise, one page at most.
- Always state the approved dates clearly.
- Use a formal or professional tone in official letters.
- Use a casual tone only for quick, internal approvals.
- Clearly state conditions or requirements if applicable.
- Sign the letter (digital or handwritten) for authenticity.
Follow-up actions after sending the approval letter
- Ensure HR updates attendance and payroll records.
- Inform the team about work reassignment or coverage.
- Maintain open communication with the employee in case of extensions or changes.
- Request confirmation from the employee that they have received and acknowledged the approval.
Pros and cons of sending an approved leave of absence letter
Pros:
- Creates a written record.
- Reduces misunderstandings.
- Boosts trust between employer and employee.
Cons:
- Requires administrative effort.
- May feel overly formal in very casual workplaces.
- Can delay communication if waiting for signatures.
Common mistakes to avoid in approved leave letters
- Forgetting to mention exact leave dates.
- Not clarifying conditions (handover, required documents).
- Using an inappropriate tone (too casual for official cases).
- Sending only verbally without written confirmation.
- Forgetting to copy HR or update records.
Elements and structure every approval letter should include
- Subject line mentioning leave approval.
- Greeting addressing the employee.
- Clear confirmation of approval with exact dates.
- Any conditions, requirements, or instructions.
- Closing with best wishes and employer’s name/signature.
- Optional: reference number or HR note for records.
