Leave Request Email Template

A leave request email is a formal message written by an employee to notify their supervisor or HR department about upcoming time off from work. It includes the leave duration, the reason for absence, and how responsibilities will be managed during that period.

This type of email helps employees communicate their plans clearly while allowing employers to make necessary arrangements. It also acts as a written record for HR, ensuring that leave policies are followed consistently.

Submitting a clear and polite leave request email shows professionalism and respect for company policies. It gives managers time to review workloads, plan coverage, and ensure team efficiency.

For employees, it helps avoid misunderstandings and supports a positive working relationship. Making the request in writing also provides documentation, which is useful for payroll and attendance tracking.

A professional leave request email typically includes:

• Dates Of Leave: The start and end dates of the requested time off.
• Reason For Leave: A short and optional explanation.
• Work Handover: Mention of colleagues covering key responsibilities.
• Appreciation Note: A thank-you for understanding and flexibility.
• Contact Information: In case of urgent communication.

Ideally, you should send your request one to two weeks before your planned leave. Advance notice allows your supervisor to adjust workloads and avoid disruption in ongoing projects.

While a short message can inform your manager, it’s always best to follow up with a formal email. This ensures your request is documented and properly processed by HR.

Once your request is approved, your manager or HR department may issue a leave approval letter. This letter confirms your approved dates and serves as an official record for HR or payroll tracking.

Yes. For example, in the United States, the Family and Medical Leave Act (FMLA) provides eligible employees with up to 12 weeks of unpaid, job-protected leave per year for medical or family-related reasons such as childbirth, adoption, or serious health conditions. Employees must have worked for their employer for at least 12 months and completed 1,250 hours during that time to qualify.

However, leave laws differ across countries. Many regions have their own national regulations that define how much time off employees can take and whether it’s paid or unpaid. Always check your local labor laws or consult your HR department to understand your specific entitlements.

For a complete overview of how leave policies and approvals work, explore our Leave Management Guide.