Leave Without Pay Letter Sample
Dear [Manager Name],
I would like to ask for your approval to take unpaid leave from [start date] to [end date] due to [reason or private matter]. I apologize for the short notice but this is an emergency situation and is totally unplanned.
The workflow will not be interrupted as John is willing to cover for me during that period.
Thank you very much for understanding.
Best Regards
Download Word Doc
Download PDF
Unpaid Without Pay Leave Letter
Subject: Request for Unpaid Leave of Absence
Dear [Employer's Name],
I hope this letter finds you well. I am writing to formally request an unpaid leave of absence from my position at [Company/Organization Name] for a specific period.
Due to [mention the reason for your leave, e.g., personal reasons/urgent family matters/medical circumstances], I find it necessary to take time off work. The situation requires my full attention and presence, and unfortunately, I am unable to continue my regular duties during this time.
I understand the impact of my absence on the company and my team, and I sincerely apologize for any inconvenience caused. However, I have made arrangements to ensure that my current projects/tasks will be taken care of in my absence. I will gladly assist in any way possible to ensure a smooth transition during my leave period.
I am requesting an unpaid leave of absence for the duration of [mention the start date and end date of your intended leave]. This period represents the minimum time required to address the situation properly and return to work fully focused and committed.
During my absence, I will maintain communication with my team and promptly respond to any work-related queries as needed. If there are any specific procedures or protocols to follow while on leave, please let me know, and I will adhere to them accordingly.
Please consider this letter as an official notice, and I kindly request you to grant my unpaid leave as per the mentioned dates.
Thank you for your understanding and support during this challenging time. I value my position at [Company/Organization Name] and look forward to resuming my responsibilities upon my return. If there is any further information needed from me or any documentation required to process my leave request, please do not hesitate to contact me.
I would be grateful if you could acknowledge receipt of this letter and provide confirmation of my leave approval.
Sincerely,
[Your Name]
Formal Unpaid Leave Request Letter
Subject: Request for Unpaid Leave
Dear [Manager Name],
I am writing to formally request unpaid leave from [Start Date] to [End Date] due to [reason, e.g., personal obligations, family responsibilities]. I have ensured that my ongoing tasks will be managed during my absence and am willing to provide a detailed handover plan.
I kindly request your approval for this unpaid leave and appreciate your consideration.
Sincerely,
[Your Name]
[Position]
[Department]
Casual Email Request for Unpaid Leave
Subject: Unpaid Leave Request
Hi [Manager Name],
I hope you are well. I would like to request unpaid leave from [Start Date] to [End Date] due to [reason]. I will ensure all my responsibilities are covered during this period.
Thanks for considering my request.
Best,
[Your Name]
Heartfelt Unpaid Leave Letter
Subject: Request for Unpaid Leave
Dear [Manager Name],
I am requesting unpaid leave from [Start Date] to [End Date] to attend to [personal/family matters]. I understand the impact this may have and am committed to making all necessary arrangements to ensure smooth operations during my absence.
I sincerely hope for your understanding and support during this time.
Warm regards,
[Your Name]
Provisional Unpaid Leave Request Letter
Subject: Provisional Unpaid Leave Request
Dear [Manager Name],
I am submitting a request for unpaid leave from [Start Date] to [End Date]. This leave is subject to your approval based on workload and department requirements. I will ensure that all critical tasks are either completed or delegated before my absence.
Thank you for considering my provisional request.
Regards,
[Your Name]
[Position]
Unpaid Leave Request for Extended Family Emergency
Subject: Request for Unpaid Leave Due to Family Emergency
Dear [Manager Name],
I am writing to request unpaid leave from [Start Date] to [End Date] to attend to a family emergency. I will ensure proper handover of my tasks to colleagues and remain reachable if urgent matters arise.
I hope for your understanding and approval for this leave.
Sincerely,
[Your Name]
[Department]
Short and Quick Unpaid Leave Email
Subject: Unpaid Leave Request
Hi [Manager Name],
I would like to request unpaid leave from [Start Date] to [End Date] due to [reason]. Please let me know if this can be approved.
Thanks,
[Your Name]
Creative Unpaid Leave Request Letter
Subject: Request for Unpaid Leave
Dear [Manager Name],
I am requesting unpaid leave from [Start Date] to [End Date]. During this time, I will be attending to personal matters that require my full attention. I will ensure my work responsibilities are covered and provide a plan for continuity.
Thank you for your understanding and consideration.
Best regards,
[Your Name]
Let us explore together the proper way of writing a letter to request an unpaid leave, then we will give an example that you can use.
Is there a valid reason for the leave?
With the exception of annual leave, all kinds of leaves need to be justified unless it is an extremely private matter. Keep in mind that taking an unpaid leave without justification could leave a negative impact with your employers. Now that we got that out of the way, let's examine what goes into the letter
How to write unpaid leave letter?
- Start with the statement. Example: "I would like to take an unpaid leave from [start date] to [end date] due to [some reason]".
- Apologize for the short notice if necessary. Example: "I am sorry for the short notice but I was caught off guard and did not expect this to happen at all."
- Specify who is going to cover for you while you are on leave. Example: "My colleague John will assume my duties during my absence. I have already discussed the matter with him and he is more than willing to cover for me".
What is an Unpaid Leave Letter and Why It Is Important
- An unpaid leave letter is a formal request to an employer for time off without pay.
- It ensures clarity between the employee and employer regarding absence.
- The letter documents the reason, duration, and arrangements for continuity of work.
- Serves as a professional approach to manage personal obligations while maintaining workplace accountability.
Who Should Send an Unpaid Leave Letter
- Employees seeking time off without salary compensation.
- Staff across all levels can submit such requests when personal, family, or urgent matters prevent attendance.
- It can also be initiated by part-time or temporary staff needing extended leave without pay.
Whom Should the Unpaid Leave Letter Be Addressed To
- Immediate supervisor or department manager.
- Human Resources department if company policy requires HR approval.
- Higher management in cases of extended or sensitive leave requests.
When to Submit an Unpaid Leave Letter
- Before planned personal, medical, or family-related leave exceeding paid leave balance.
- During unexpected emergencies requiring extended absence.
- When company policy permits, submit in advance to allow for workload adjustments.
How to Write and Send an Unpaid Leave Letter
- Clearly state the leave period and reason for unpaid leave.
- Provide details of how ongoing tasks will be managed.
- Choose a professional tone for formal letters; casual tone acceptable for short emails.
- Send via company email, official leave management system, or printed letter as required.
Formatting Guidelines for Unpaid Leave Letters
- Keep letters concise, ideally one page.
- Include subject line clearly stating the purpose.
- Use professional tone and polite language.
- State start and end dates of unpaid leave.
- Mention contingency plan for responsibilities during absence.
Checklist and Prerequisites Before Sending
- Review company leave policy regarding unpaid leave.
- Confirm dates, reason, and duration of leave.
- Prepare plan for task delegation or coverage during absence.
- Check if formal approval signatures are required from HR or management.
Elements and Structure of an Unpaid Leave Letter
- Subject line: Indicate unpaid leave request.
- Greeting: Address the manager or supervisor appropriately.
- Introduction: Clearly state leave request and duration.
- Reason for leave: Optional but often recommended.
- Work plan: How tasks will be managed during absence.
- Closing: Polite request for approval.
- Signature: Employee name, position, and department if applicable.
Common Mistakes to Avoid
- Sending the request without adequate notice.
- Providing vague or incomplete leave dates.
- Omitting arrangements for work continuity.
- Using overly casual tone for formal requests.
- Forgetting to follow up for approval confirmation.
After Sending an Unpaid Leave Letter: Follow-Up
- Confirm receipt of the leave request with manager or HR.
- Ensure all necessary handover and task delegation is in place.
- Await formal approval before making personal plans.
- Keep a copy of the letter or email for personal records.
Tips and Best Practices for Unpaid Leave Letters
- Submit requests well in advance whenever possible.
- Be clear, concise, and polite in tone.
- Include a contingency plan for your responsibilities.
- Use appropriate format depending on company norms (email or printed letter).
- Maintain professionalism even for casual or personal reasons.
FAQ About Unpaid Leave Letters
- Q: Can I request unpaid leave for personal travel?
A: Yes, if it complies with company policy and prior approval is obtained. - Q: How long can unpaid leave be approved?
A: Duration depends on company policy, workload, and management discretion. - Q: Do I get benefits during unpaid leave?
A: Typically, salary is not paid, but other benefits vary depending on company rules. - Q: Should I provide a reason for unpaid leave?
A: Providing a clear reason increases chances of approval and clarity.
