Importance of a Leave Letter

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Published: 07th April 2011
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Leave letters are leave applications written to get your leaves sanctioned. They are written much prior to the planned leave. They are normally written to the immediate supervisor who signs it to sanction the leave request.

While working, a person is required to take days off from work for varied reasons like illness, marriage, vacation, urgent work, and many more. However, the framework of writing a leave letter remains same for different situations.

Such letters are advantageous for both the employer and the employee. The employer can find a temporary substitute for the employee to ensure smooth functioning of the work. He can also ask the employee to brief his substitute on the work to be done.

From the employee point of view, he can enjoy his leave without worrying about the problems that could have risen due to his sudden absence. He also proves himself to be a reliable, professional, and dependable employee who does not suddenly disappear from work without any notice. This may reflect in his performance appraisal.

Though leave letters are formal in nature yet they are quite different from other forms of business letters.

• They are very simple and easy to write. You don’t have to worry too much about formal wording.

• They do not necessarily require a template. You can easily structure it into two paragraphs. The first paragraph gives your introduction and the reason of absence, and the second one requests the authority to sanction the leave.

• They are also written outside the business domain. For example, small kids write leave letters to their teachers.

Essential Details

You should mention the date from which you want to be on leave and the date of rejoining. Also give, the exact number of days of your absence. Ensure that the reasons for the leave must be sensible. For example, taking a leave to watch a movie seems awkward. However, state the reason clearly.

Related to work, you need to mention the current status of your work-in-progress, along with the estimated amount of work that you can complete before going on leave. This will give a clear idea to your boss about your work status and help him reschedule your deadlines. You letter should have a thank you note for considering the request. You should always give your contact numbers, if possible, for the leave period. This can help your boss get in touch with you during emergency.

Know more about Leave Letters.

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