It is important to draft a leave letter to your boss correctly so that your leave application is not rejected on the basis of it being a badly drafted letter. In this article, we tell you how to write a leave letter by giving you the format for the same and also an example of a leave letter.
There is one letter that is omnipresent in everyone’s life right from their schooling days. This letter is the leave letter. Whether you need to inform your teacher that you would be unable to attend school due to an illness or you need to ensure that your boss is aware that you are about to take a leave of absence, a leave letter is important and needs to be drafted well. A letter of application for leave needs to be written when you need to inform your superior about the leave of absence you want to take. This letter needs to be formatted correctly as it serves as an official record. Writing a proper letter of absence addressed to your boss becomes much easier if you have a leave letter template that you can refer to.
While writing a leave letter to your boss for a vacation or for casual leave, there are certain things that you need to keep in mind. Most important is the fact that it is necessary that the tone of the letter be formal. A leave letter to a boss will always be brief and clear stating in concise terms that you need to take a leave, the reason for the same, and the period for which you are applying for the leave. In some situations it may become important to state how you are going to ensure that the job you are responsible for is taken care of. As with any exercise in formal letter writing it is important that a leave letter to your boss be typewritten and not handwritten. Many organizations have leave policies in place that you may be required to follow. You may also have a generic leave application to fill out. Refer to the leave policies of your organization before sending out your leave letter. In case you are applying for leave after you have taken a holiday because of an illness or unforeseen circumstances, then you will need to change the format of the letter slightly. When you are sick, the letter will be drafted in past tense with the date on which you had taken leave mentioned and the reason for the same. You may also need to attach a doctor’s certificate with the leave letter.
Format for a Leave Letter
It is important that you be aware of the proper format before you sit down to write a leave letter to your boss. Given below is a template that will allow you to understand how to draft a leave letter.
Name of Addressee
Subject: The reason for writing the letter.
The introductory paragraph will always start with the detail that you will be taking a leave and a mention of the number of days that you will be on leave for. It is important to mention the exact date on which you want to take leave and the date on which you will be reporting back to office. The reason for your leave should be given in precise terms without unnecessary details.
In case you are taking a long vacation, the leave letter will also include details about how you are delegating your work and who is going to be responsible for the same in your absence. If you have discussed this with your boss earlier, then mention this as well.
End the letter by thanking your boss for considering your application for leave and giving him your contact details in case they need to contact you in case of any emergency.
Sample Leave Letter
Now that you know how to draft a well formatted leave letter, you can refer to the sample given below for better elucidation. The basic format of a leave letter never changes.
New York – 686835
Date: 17th September 2010
Subject: Application for leave.
Dear Ms. Matthew,
This is to inform you that I wish to apply for leave from the 20th of September 2010 (Monday) till the 25th of September 2010 (Saturday) as I am expected to attend an out of town family function.
As per our telephone conversation earlier today, during this period all my responsibilities will be taken care of by Jennifer Perry from my team. I have had a discussion with her regarding this and informed her about all the projects that she will be responsible for.
Thank you for considering my leave application. I will be contactable on my cell phone (0593-5823-583) and my email, [email protected] in case of any emergency.
It is extremely easy to write a leave letter to one’s boss as long as you are familiar with the correct format for a leave of absence letter. With the sample of a leave letter given here and the format, you should have absolutely no problem in drafting a leave letter if need be.