Leave Requisition Letter
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Today's Date]
[Recipient's Name]
[Recipient's Job Title]
[Company Name]
[Company Address]
[City, State, ZIP Code]
Dear [Recipient's Name],
I hope this letter finds you well. I am writing to submit a leave requisition for your consideration. I am an employee at [Company Name], and I would like to request a leave of absence from work for the period of [start date] to [end date]. The reason for my leave is [briefly explain the reason for your leave, such as personal reasons, medical issues, family matters, etc.].
During my absence, I will ensure that all pending work is completed, and I am willing to delegate my responsibilities to a colleague if necessary. I understand the importance of maintaining productivity and efficiency in the workplace, and I will make every effort to minimize any disruptions caused by my absence.
I have discussed my leave plan with my immediate supervisor, and they are aware of my intention to take time off during the specified dates. I will be more than happy to assist in any necessary handover procedures before my departure.
If my leave request is approved, I intend to return to work on [return date]. However, I will be reachable by email or phone during my leave, should any urgent matters arise that require my attention.
Please find attached any necessary forms or documentation required to process this leave request. If there are any additional steps or information needed from me, kindly let me know at your earliest convenience.
Thank you for considering my leave request. I am committed to ensuring a smooth transition during my absence and look forward to returning to work and resuming my responsibilities as soon as possible.
Sincerely,
[Your Name]
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Casual Leave Requisition Letter
Subject: Request for Casual Leave
Dear [Manager's Name],
I hope this message finds you well. I would like to request casual leave from [Start Date] to [End Date] due to personal reasons. I will ensure that all my current tasks are completed or delegated before my absence.
Thank you for your understanding.
Best regards,
[Your Name]
Medical Leave Requisition Letter
Subject: Request for Medical Leave
Dear [Manager's Name],
I am feeling unwell and my doctor has advised me to rest. I would like to request medical leave starting from [Start Date] to [End Date]. I will provide a medical certificate upon my return, if required.
Thank you for your consideration.
Sincerely,
[Your Name]
Annual Leave Requisition Letter
Subject: Application for Annual Leave
Dear [Supervisor's Name],
I am writing to request annual leave from [Start Date] to [End Date]. I have ensured that all my ongoing projects are on schedule, and I will coordinate with my team to manage responsibilities during my absence.
Looking forward to your approval.
Kind regards,
[Your Name]
Maternity Leave Requisition Letter
Subject: Maternity Leave Request
Dear [HR Manager's Name],
I would like to formally request maternity leave starting from [Start Date] to [End Date] as per company policy. I have attached the required medical documents and will coordinate with my team to ensure a smooth workflow during my absence.
Thank you for your support.
Best regards,
[Your Name]
Paternity Leave Requisition Letter
Subject: Paternity Leave Request
Dear [Supervisor's Name],
I am writing to request paternity leave from [Start Date] to [End Date] following the birth of my child. I have planned my tasks in advance to ensure no disruption to ongoing projects.
Thank you for considering my request.
Sincerely,
[Your Name]
Emergency Leave Requisition Letter
Subject: Request for Emergency Leave
Dear [Manager's Name],
I am writing to request emergency leave due to unforeseen personal circumstances that require my immediate attention. I request leave starting from [Start Date] and will update you as soon as possible regarding my return.
I apologize for the short notice and appreciate your understanding.
Regards,
[Your Name]
Study Leave Requisition Letter
Subject: Application for Study Leave
Dear [Supervisor's Name],
I would like to request study leave from [Start Date] to [End Date] in order to prepare for [Exam/Training Program]. I have made arrangements to ensure my work responsibilities are managed during my absence.
I hope for your kind consideration.
Best regards,
[Your Name]
What is a Leave Requisition Letter and Why You Need It
A Leave Requisition Letter is a formal or informal request made by an employee to their supervisor, manager, or HR department to take time off from work.
- It provides a documented request for leave and serves as a formal record.
- Helps employers plan work schedules and delegate responsibilities in advance.
- Ensures clarity regarding dates, reasons, and duration of leave.
- Protects employees in case of disputes regarding absence or salary deductions.
Who Should Send a Leave Requisition Letter
- Employees seeking time off from their workplace.
- Students requesting leave from school, college, or university.
- Professionals needing leave for personal, medical, or educational purposes.
- Temporary staff or contractors depending on the organization’s leave policy.
Whom to Address a Leave Requisition Letter
- Direct supervisor or manager.
- Human Resources department for formal record-keeping.
- Department head in the absence of a direct supervisor.
- School principal or academic coordinator in educational settings.
When to Submit a Leave Requisition Letter
- Before planned vacations or holidays.
- When requiring time off due to illness or medical reasons.
- For parental leaves, such as maternity or paternity leave.
- During emergencies or unforeseen personal events.
- For study or training purposes that require absence from regular duties.
How to Write and Send a Leave Requisition Letter
- Begin with a clear subject line indicating the type of leave.
- Address the recipient politely and use appropriate salutations.
- State the reason for leave and duration explicitly.
- Mention any arrangements made to cover duties during absence.
- Use Email for quick communication or Letter for official/legal purposes.
- End with appreciation and a polite closing.
Requirements and Prerequisites Before Sending a Leave Requisition Letter
- Review company or institutional leave policies.
- Ensure eligibility for the type of leave requested.
- Prepare supporting documents, such as medical certificates or proof of exams.
- Plan for handover or delegation of responsibilities.
- Confirm dates and duration are accurate and reasonable.
Formatting Guidelines for Leave Requisition Letters
- Length: 3–5 paragraphs; concise but informative.
- Tone: Formal for workplaces or academic institutions; casual for internal or informal requests.
- Style: Clear, polite, and respectful. Avoid ambiguity.
- Mode: Email for informal or urgent requests; printed letter for official records.
- Etiquette: Use proper salutations, state reasons clearly, and thank the recipient for consideration.
Common Mistakes to Avoid in Leave Requisition Letters
- Submitting requests without prior planning or notice.
- Using vague reasons or failing to specify leave duration.
- Forgetting to follow company or institutional leave policies.
- Not coordinating with colleagues for task coverage.
- Omitting supporting documents for medical or study leaves.
Elements and Structure of a Leave Requisition Letter
- Subject line indicating type of leave.
- Salutation addressing the recipient.
- Introduction stating intention to request leave.
- Body explaining reason for leave and duration.
- Mention of arrangements made for responsibilities.
- Closing remark expressing gratitude.
- Signature or digital acknowledgment if sent via Email.
After Sending a Leave Requisition Letter: Follow-Up
- Await approval confirmation from the recipient.
- Keep a copy of the request for personal records.
- Update colleagues or subordinates regarding delegated tasks.
- Provide any required supporting documents promptly.
- Notify the supervisor immediately in case of changes to the planned leave.
Tips and Best Practices for Writing a Leave Requisition Letter
- Submit requests well in advance whenever possible.
- Be honest and clear about reasons for leave.
- Check company policies for different leave types.
- Maintain professional tone even for informal requests.
- Use templates for recurring types of leave to save time.
- Always confirm approval before planning travel or personal activities.
