Leave Extension Request Letter
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
[Recipient's Name]
[Recipient's Title]
[Company/Organization Name]
[Company Address]
[City, State, ZIP Code]
Subject: Request for Leave Extension
Dear [Recipient's Name],
I hope this letter finds you well. I am writing to formally request an extension of my previously approved leave of absence, which was scheduled to end on [Original End Date]. Due to unforeseen circumstances, I am unable to return to work as initially planned. I am writing to request an extension of my leave until [Proposed New End Date].
The reason for this extension is [briefly explain the reason for the leave extension, such as personal/family medical issues, unexpected events, etc.]. I understand the importance of my role at [Company/Organization Name] and the impact that my absence may have on the team's projects and operations. I am committed to ensuring a smooth transition during this extended leave period and am willing to assist in any way possible to minimize disruption.
I assure you that I will remain accessible during my leave extension and will be responsive to any work-related matters that require my attention. If necessary, I am open to discussing a modified work schedule or remote work arrangements to ensure continued contribution to ongoing projects.
I understand the challenges that my extended absence may pose, and I am grateful for your understanding and consideration of my request. I kindly request that you review and approve this leave extension request at your earliest convenience. I am eager to return to work as soon as I am able and will keep you updated regarding any changes to my circumstances.
Thank you for your attention to this matter. I appreciate the support and understanding of [Company/Organization Name] as I navigate through this challenging situation. Please do not hesitate to contact me at [Email Address] or [Phone Number] if you require any further information or need to discuss this matter further.
Sincerely,
[Your Name]
[Your Employee ID, if applicable]
[Your Department]
[Your Signature if sending a hard copy]
Enclosure: [If applicable, mention any documents attached to the letter, such as medical certificates, etc.]
Formal Leave Extension Request Letter
Subject: Request for Extension of Leave
Dear [Manager's Name],
I hope this message finds you well. I am writing to request an extension of my current leave, which was originally scheduled to end on [original end date]. Due to unforeseen personal circumstances, I kindly request an additional [number of days] of leave until [new end date].
I have ensured that all my pending work is either completed or delegated to my colleagues to avoid disruption. I apologize for any inconvenience this may cause and sincerely appreciate your understanding and consideration.
Thank you for your attention to this matter.
Best regards,
[Your Name]
Medical Leave Extension Email
Subject: Request for Extension of Medical Leave
Dear [HR/Manager's Name],
I am currently on medical leave due to [briefly describe illness or condition]. My doctor has advised that I require additional rest and recovery time. Therefore, I request an extension of my leave until [new date].
I have attached my updated medical certificate for your reference. I hope for your understanding and approval, and I assure you I will resume duties as soon as I am medically fit.
Thank you for your consideration.
Sincerely,
[Your Name]
Casual Personal Leave Extension Letter
Subject: Request to Extend Leave
Hi [Manager's Name],
I hope you’re doing well. I wanted to ask if it would be possible to extend my leave by [number of days], as I need some extra time to handle personal matters. My current leave ends on [original end date].
I’ve arranged for all my responsibilities to be covered during my absence. I really appreciate your understanding and hope this request can be accommodated.
Thanks a lot!
[Your Name]
Emergency Leave Extension Letter
Subject: Urgent Request for Leave Extension
Dear [Manager's Name],
I am writing to request an urgent extension of my leave due to unforeseen family circumstances. I originally planned to return on [original end date], but I will need to extend my leave until [new end date].
I apologize for the short notice and will ensure that my tasks are delegated or postponed appropriately. I hope for your understanding during this difficult time.
Thank you for your consideration.
Kind regards,
[Your Name]
Extended Vacation Leave Request Letter
Subject: Request for Extension of Vacation Leave
Dear [Manager's Name],
I hope this message finds you well. I am currently on vacation leave and would like to request an extension of [number of days] due to travel-related delays and personal plans. My leave was originally set to end on [original end date].
I have coordinated with my team to ensure ongoing projects are managed in my absence. I greatly appreciate your understanding and consideration of this extension request.
Best regards,
[Your Name]
What / Why Section
What is a Leave Extension Request Letter and Why is it Needed?
- A leave extension request letter is a formal communication used to request additional time off beyond the initially approved leave.
- The purpose is to ensure the employer is informed and can plan work schedules accordingly.
- Common reasons include medical recovery, personal emergencies, extended travel, or unforeseen delays.
- It helps maintain professionalism, transparency, and avoids misunderstandings with management.
Who Should Send a Leave Extension Request Letter
Who is Responsible for Sending This Letter
- Any employee whose approved leave period needs to be extended.
- Can be sent by full-time, part-time, or contract employees.
- Typically, the sender is the person directly affected by the extension and responsible for informing their manager or HR.
- It is usually expected to be initiated by the employee themselves rather than a colleague or third party.
Whom Should a Leave Extension Request Letter Be Addressed To
Recipients of Leave Extension Request Letters
- Immediate supervisor or manager
- Human Resources (HR) department for record-keeping and official approval
- Team lead if relevant to project coordination
- In cases of extended medical leave, a company-appointed medical officer may also be included
- The recipient should be someone authorized to approve the extension
When to Send a Leave Extension Request Letter
Scenarios That Trigger a Leave Extension Request
- When recovery from illness or surgery takes longer than expected
- Unforeseen personal or family emergencies
- Travel delays during vacation or relocation leave
- Unexpected workload or project postponements requiring additional leave
- Any situation where returning on the original leave end date is not feasible
How to Write a Leave Extension Request Letter
Step-by-Step Process
- Begin with a clear subject line (e.g., "Request for Leave Extension").
- Address the letter to the appropriate recipient (manager, HR, or supervisor).
- Start with a polite greeting and brief context of your current leave.
- State the reason for the extension concisely but with sufficient detail.
- Specify the additional days requested and the new proposed end date.
- Mention arrangements made to cover your duties or responsibilities.
- Close politely, expressing gratitude for consideration.
- Attach supporting documents if necessary (medical certificates, travel proofs).
- Review the letter for clarity, tone, and grammar before sending.
Formatting Guidelines for Leave Extension Letters
Preferred Format and Style
- Length: 1–2 short paragraphs for emails; up to 1 page for printed letters.
- Tone: Professional, courteous, and clear.
- Wording: Direct but polite; avoid overly casual or vague explanations.
- Mode: Email for quick approval; printed letter for formal or official procedures.
- Attachments: Include relevant documents like medical certificates or travel tickets.
- Subject line: Should reflect the purpose clearly.
- Structure:
- Subject
- Greeting
- Reason for extension
- Requested dates
- Closing and gratitude
- Optional attachments
Requirements and Prerequisites Before Sending
Preparations Before Writing
- Confirm the need for an extension is valid and unavoidable.
- Gather supporting documents (medical notes, travel confirmations, emergency details).
- Check company policies regarding maximum leave duration and extension procedures.
- Ensure your tasks or responsibilities are managed during your absence.
- Decide the length of extension requested.
- Identify the correct recipient who has authority to approve the extension.
After Sending / Follow-Up Actions
Steps to Take After Sending the Request
- Wait for official acknowledgment or response from the recipient.
- Be available to answer any questions or provide additional documentation if requested.
- Confirm the approval in writing (email or HR system) before finalizing your plans.
- Adjust your schedule and notify your team if the extension is approved.
- Keep a copy of the letter for personal records.
Common Mistakes in Leave Extension Requests
Mistakes to Avoid
- Sending the request too late, causing scheduling conflicts.
- Failing to specify the new proposed end date.
- Providing insufficient or vague reasons for the extension.
- Not mentioning arrangements for pending tasks.
- Using overly casual language in formal situations.
- Forgetting to attach necessary documents or proof.
Tricks and Tips for Writing an Effective Leave Extension Request
Best Practices and Guidelines
- Always request as early as possible.
- Keep the message concise and professional.
- Be honest about the reason for the extension.
- Highlight steps taken to minimize disruption at work.
- Use polite and appreciative language.
- Attach any supporting evidence to strengthen your request.
- Follow up respectfully if no response is received within a reasonable timeframe.
Elements and Structure of a Leave Extension Request Letter
Key Components
- Subject line: Clear statement of purpose
- Greeting: Address to the authorized recipient
- Introduction: Mention current leave and context
- Body:
- Reason for extension
- Duration requested
- Proposed new end date
- Arrangements made for duties
- Closing: Gratitude and polite sign-off
- Attachments: Optional supporting documents (medical certificate, travel proof)
- Optional: Contact information for further clarification
Compare and Contrast with Other Types of Leave Requests
How Leave Extension Letters Differ
- Unlike initial leave requests, extension letters focus on extending previously approved leave.
- More specific about dates and justification for additional leave.
- Similar to vacation requests but can also apply to medical, emergency, or personal leave.
- Alternatives include verbal request or informal email, but written letters provide a documented record.





