Unpaid Leave Request Letter
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
[Employer's Name]
[Company Name]
[Company Address]
[City, State, ZIP Code]
Dear [Employer's Name],
I hope this letter finds you well. I am writing to formally request unpaid leave from [start date] to [end date]. This request is due to [briefly explain the reason for your leave, such as personal reasons, family matters, health concerns, etc.].
I understand the importance of my role at [Company Name] and the responsibilities that come with it. During my absence, I am committed to ensuring a smooth transition of my tasks and responsibilities. I am willing to provide any necessary assistance to my colleagues to ensure minimal disruption to ongoing projects and operations.
I assure you that I have carefully considered the impact of my leave on the team and the company's objectives. I am confident that my colleagues have the capability to handle any urgent matters that may arise during my absence.
I understand that this leave request is unpaid, and I am prepared to manage my finances accordingly. I am dedicated to returning to work on [return date] and resuming my duties with the same level of enthusiasm and commitment as before.
I kindly request your approval of this unpaid leave request. Your understanding and support in this matter would mean a lot to me. If there are any forms or procedures I need to follow to formalize this request, please let me know, and I will promptly complete them.
Thank you for considering my request. I appreciate your attention to this matter.
Sincerely,
[Your Signature]
[Your Typed Name]
Enclosure: [If applicable, mention any supporting documents or information enclosed with the letter, such as medical certificates, travel itineraries, etc.]
cc: [List of colleagues or departments you're copying the letter to, if necessary]
Professional Unpaid Leave Request Letter
Subject: Request for Unpaid Leave
Dear [Manager's Name],
I am writing to formally request unpaid leave from [start date] to [end date] due to [reason, e.g., personal reasons, family obligations, or health concerns]. I have ensured that my current projects are on schedule and will complete any urgent tasks before my leave begins.
I kindly request your approval and will make sure to assist in the transition to cover my responsibilities during my absence. Thank you for considering my request.
Sincerely,
[Your Name]
[Position]
[Department]
Casual Unpaid Leave Request Email
Subject: Request for Some Time Off
Hi [Manager's Name],
I hope you're doing well. I would like to request unpaid leave from [start date] to [end date] due to [reason]. I’ll ensure all my work is organized before I go so it won’t affect the team.
Thanks for your understanding!
Best,
[Your Name]
Emergency Unpaid Leave Request Letter
Subject: Urgent Unpaid Leave Request
Dear [Manager's Name],
I am requesting unpaid leave effective immediately from [start date] to [end date] due to an unforeseen personal emergency. I apologize for the short notice and will make arrangements to minimize any disruption to work.
I appreciate your understanding and support during this time.
Sincerely,
[Your Name]
Heartfelt Unpaid Leave Request Letter
Subject: Request for Unpaid Leave
Dear [Manager's Name],
I hope this message finds you well. I am requesting unpaid leave from [start date] to [end date] to attend to family matters that require my immediate presence. I value my role here and will ensure all responsibilities are managed before my leave.
Thank you for your consideration and understanding.
Warm regards,
[Your Name]
Short & Quick Unpaid Leave Email
Subject: Unpaid Leave Request
Hi [Manager's Name],
I would like to request unpaid leave from [start date] to [end date] due to personal reasons. I will ensure all urgent work is completed beforehand.
Thanks,
[Your Name]
What is an Unpaid Leave Request Letter and Why It Is Important
An Unpaid Leave Request Letter is a formal request to an employer to take time off without pay.
Purpose:
- Formally communicate the need for leave.
- Maintain professional etiquette while requesting unpaid absence.
- Ensure clear understanding of leave duration and reason.
Who Should Send an Unpaid Leave Request Letter
- Employees who require time off without pay.
- Individuals managing personal, family, or medical situations that cannot be addressed during paid leave.
- Employees in organizations where prior approval is mandatory.
Whom the Letter Should Be Addressed To
- Direct manager or supervisor.
- Human resources department if required by company policy.
- Department head or relevant authority in cases of long-term absence.
When to Send an Unpaid Leave Request Letter
- When planned personal or family events require time off.
- In emergencies that prevent the employee from attending work.
- When paid leave balance is insufficient and additional time off is necessary.
How to Write and Submit an Unpaid Leave Request Letter
- Clearly state the leave period and reason.
- Maintain a professional and polite tone.
- Offer to complete urgent tasks or assist with work transition.
- Submit through company-approved channels: email, HR portal, or printed letter.
Formatting Guidelines for Unpaid Leave Request Letters
- Length: Keep concise, typically one page.
- Tone: Professional and respectful.
- Structure: Subject line, greeting, body explaining leave, closing with signature.
- Mode: Email for quick requests; printed letter for formal documentation.
After Sending an Unpaid Leave Request Letter
- Wait for formal approval or confirmation.
- Prepare work handovers or task delegation if approved.
- Maintain communication in case of adjustments or emergency changes.
Common Mistakes to Avoid in Unpaid Leave Requests
- Providing vague or insufficient reasons.
- Requesting leave too late without notice.
- Using informal or inappropriate tone.
- Failing to manage work responsibilities before leave.
Elements and Structure of an Unpaid Leave Request Letter
- Subject Line: Clearly indicate leave request.
- Greeting: Address manager or HR politely.
- Introduction: State purpose of the letter.
- Body: Include leave dates, reason, and work plan.
- Closing: Express gratitude and willingness to assist.
- Signature: Your name, designation, and department if applicable.
FAQ About Unpaid Leave Request Letters
-
Q: Can I request unpaid leave for personal travel?
A: Yes, if permitted by company policy. -
Q: How far in advance should I submit the request?
A: Ideally, 2–4 weeks before planned leave. -
Q: Can unpaid leave be denied?
A: Yes, approval depends on organizational needs and policies. -
Q: Do I need to explain the reason in detail?
A: Provide sufficient context but maintain privacy if needed.
Tips and Best Practices for Unpaid Leave Requests
- Plan ahead and submit the request early.
- Keep the tone polite and professional.
- Provide alternative solutions to manage your responsibilities.
- Follow up if approval is delayed.
- Maintain proper documentation for HR purposes.





