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Unpaid leave of absence letter sample (Samples)

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In this guide we will see some examples of “unpaid leave of absence letter sample”, types of unpaid leave of absence you could ask for and some additional considerations when writing an unpaid leave of absence letter. 

Request for Unpaid Leave 

To make the request for unpaid leave, one may do the following things:

• Know your legal rights about taking unpaid leave
• Make the request in person.
• Give advance notice as much as possible.
• Offer to develop an agreeable plan with your boss for your leave.
• Try to keep in touch with the relevant work

An unpaid leave if absence letter is considered a request letter (formal letter) that you can write as an employee asking your employer for leave of absence from work. In addition, there are multiple reasons why you could consider writing this type of letter, for instance it could be due to personal reasons such as taking care of your health or a family member, loss of a loved one or relief from excessive job stress. 

Being a new employee can make you question yourself on whether you should or shouldn’t ask for unpaid leave or any of the additional types of leave of absence you could be entitled to without even knowing, in fact, in some cases it does not matter if you are new, you could be entitled even to paid leave. 

However, consider that asking for unpaid leave of absence is one of the many options that you could take according to your personal circumstances. Here are additional leave options:

• Parental leave: you can take unpaid parental leave to look after your child’s welfare if you need to spend more time with your children, look at new schools or settle into new childcare arrangements.
• Sick leave or sick pay: if you are sick of you have been to the doctor, and he/she considers you need time off to recover then, you can use this option to stay at home without losing pay. 
• Maternity leave: when you take time off to have a child you might be eligible for statutory maternity leave, statutory maternity pay, paid time off for antenatal care or have extra help from the government (check the rules on when and how to claim your paid leave).
• Pregnancy leave: according to the NHS, all employed women are entitled to 1 year of maternity leave. No matter for how long you have worked for your current employer. 
• Casual leave: refers to asking for leave when there is an urgent or unforeseen matter that requires your attention. Usually it is requested on the same day or a few days in advance.
• Annual leave: this is paid time off work granted to you by your employer to be used however to see fit (e.g. planed holiday). 

Sample 1: Unpaid leave of absence letter

“Subject: Unpaid Leave Request

To Whom It May Concern/Dear Mr., Mrs.,

Hereby, I would like to request a 1-month unpaid leave, starting xxxx. I will be returning to my job duties on xxxx. The reason for my extended leave is (reason for unpaid leave).

I have several projects in the pipeline, and since I will be working on them from home, my work will not be affected. If someone needs to contact me from the occide I will try to be available via (phone/email) in case of any query.

Thank you for considering my request. Looking forward to your confirmation.

Yours sincerely,

Sample 2: Unpaid leave of absence letter

“Dear RECIPIENT NAME,

This letter is a formal request for an unpaid leave of absence. As discussed earlier, I would like to request an unpaid leave of absence from START DATE to END DATE. 

The reason for this leave of absence is REASON. I hereby request you to consider my request. 

 Please let me know if you have any further questions on my leave of absence or if you need additional information.

Credits to Template.net

Sample 3: Unpaid leave of absence letter

Your Address

Your City, postcode

Your Phone Number

Supervisor’s Name

Organization

City, postcode

Dear Mr./Ms. [Last Name]:

This letter is a formal request for a leave of absence, to follow up on our meeting yesterday. As we discussed, I would like to request a leave of absence from April 1, 2019, through June 30, 2019.

I will return to work on July 1, 2019.

Please let me know whether you require any further information or have any questions.

Thank you very much for your consideration in affording me this opportunity for personal leave.

Your Signature (hard copy letter)

Your Typed Name”

Sample 4: Unpaid leave of absence letter

“Aug. 8, 20XX

Roberto Diaz

ABC Company, Inc.

1234 E. Main St.

San Diego, CA 92101

Dear Mr. Diaz,

I am writing to request a one-month medical leave of absence beginning Monday, Sept. 10, and ending Wednesday, Oct. 10. I will be having surgery—my surgeon has ordered a minimum three-week recovery period (see doctor’s signed recommendation attached.)

I am happy to assist in handling any necessary preparations before beginning my leave, including training colleagues on upcoming projects. Thank you so much for your understanding.

Dave Smith”

Sample 5: Unpaid leave of absence letter

“Feb. 1, 20XX

Deborah Jones

Dear Ms. Jones,

I am submitting this request for a leave of absence to tend to important personal matters beginning next month. If possible, I would like to take my leave beginning March 15 and return to the office on April 3, 20XX.

I can make myself available intermittently to answer questions via phone or email, and am happy to do whatever necessary to ensure a smooth transition before my leave begins.

Thank you for your consideration.

Johanna Jansen”

Sample 6: Unpaid leave of absence letter

Company Address

City, Postcode

Dear Mr/Mrs Last Name,

As you are aware, I have been having health problems over the (insert length of time). Although I have tried various treatments, surgery is inevitable. (Details of surgery) will require a lengthy absence from work, so I will have to take the full 12 weeks allowed for injury and sickness.

My doctor has completed the request form which I received from HR. Please find the letter attached to the email. As I understand that my absence will be a hindrance, I am giving you a month’s notice in order for you to find a temporary replacement. My surgery is scheduled for (insert date) meaning that I am able to work until (insert date), to ensure that everything is in order before my departure. 

I anticipate that my return date will be (insert date). While this is just an estimate, I do hope that I can return to work before this time. 

I appreciate your understanding.

Your Signature

Sample 7: Unpaid leave of absence letter (To Care for a Sick Family Member)

As you are aware, my (family member’s name) is having some serious health issues. Although (she/he) has seen a number of different healthcare providers and endured numerous tests, (she/he) needs surgery. (Describe details of surgery). As you understand that this is a very tough time for our family, so I will need the full 12-week sick allowance available to me.

My (family member’s) doctor has completed the request form which I received from HR. Please find the letter attached to the email. As I understand that my absence will be a hindrance, I am giving you a month’s notice in order for you to find a temporary replacement. My (family member’s) surgery is scheduled for (insert date) meaning that I am able to work until (insert date), to ensure that everything is in order before my departure.

I anticipate that my return date will be (insert date). While this is just an estimate, I do hope that I can return to work before this time.

Handwritten signature

Sample 8: Unpaid leave of absence letter

With reference to above cited subject, I would like to request a 5-day leave, starting on 18th June 2019. I will be returning to the factory on 23rd June2019 to pick up my duties. The reason for my leave is on 18th June 2019, my sister wedding is arranged.

I will need to be at home to help my family to arrange all family events. So that my family is not overburdened with a hectic workload. I want to spare some time with my sister at last 3 to 4 days.

If someone needs to contact me from the office I will try to be available via phone or email.

Thank you for considering my request.

(Signature)

Swapnil N. Kadu

(Company Details) if needed.”

Frequently Asked Questions (FAQs) about unpaid leave of absence letter sample

How do i write a letter asking for unpaid leave.

To write a letter asking for unpaid leave you could: – Start your letter with the main issue and facts.

– Justify why you need a leave of absence but avoid going into a lot of details.

– Offer any assistance (when possible), leaving your preferred contact method and details.

– Thank your employer (supervisor/boss) for considering the leave.

How do I request a leave of absence?

To request a leave of absence from work you should:

– Understand and know your legal rights regarding time off and payment.

– Always make sure to request the leave of absence in writing and in person (preferably). 

– Give sufficient advance notice so they can reach a decision.

– Discuss with your boss any contingency plans for when you are in your leave.

– Keep track of any assignments or pending important paperwork.

How do I write an absent letter for work?

When writing an absent letter for work remember that the body of your letter should be kept brief and specific, including the reasons of your absence, the dates, duration and (if possible)  add any additional required documentation such as a doctor’s note or ER paperwork. Always use a polite and professional closing statement and then sign it.

What is leave of absence letter?

A leave of absence letter is a formal letter that you can write to your employer when you need to request a leave of absence from work. This letter most likely will be kept in your file or employment records. It is basically, a written record of the notice you are giving your employer, the reasons and the time you need off work. 

What is a good reason for a leave of absence?

There are several good reasons for a leave of absence but your employer is not obligated to recognize or accept all of them. For instance, you may request a leave of absence for personal or family health problems, the birth of a child, getting married, the death of a loved one, relief from job stress/anxiety, the desire to travel or if you are pursuing a hobby. 

References 

Allbusinesstemplates.com 

Doyle, A. (2020, Jan.) Formal Leave of Absence Letter Request Example. Retrieved from Thebalancecareers.com.

Indeed.com 

Zambas, J. (2020, Feb.) How to Write a Leave of Absence Letter (with samples). Retrieved from Careeraddict.com. 

Kadu, S. (2019, Jun.) How do you write a letter requesting unpaid leave?. Retrieved Quora.com. 

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How to Ask for a Leave of Absence From Work (With Examples)

Requesting a leave of absence from work can be tricky. See how to do it properly with these sample leave of absence request letters.

Requesting a Leave of Absence From Work

Asking for a leave of absence from work – whether you need time off for illness, bereavement, maternity leave or other reasons – is one of the most stressful requests an employee can make.

But even if you’re worried, you shouldn’t let your fears prevent you from requesting a leave of absence. Framing your leave of absence request in the right way can help you avoid conflicts and make approval more likely.

Here’s how to ask for a leave of absence from your job:

• Understand your legal rights regarding time off and pay for a leave of absence. 
• Make your initial leave of absence request in person or via video conference rather than in writing. 
• Give sufficient advance notice before taking a leave of absence. 
• If possible, work with your boss to develop an agreeable leave of absence plan. 
• Keep track of relevant paperwork related to your leave of absence.

Here's what you need to know about asking for a leave of absence.

What Is a Leave of Absence? 

A leave of absence, or LOA, is an extended period of time off that an employer grants an employee.

It's important to understand federal and state leave of absence laws – as well as your employer’s policies – that relate to your request before you ask your boss for leave. This is because, depending on your request, you may or may not continue to receive a paycheck and employee benefits during your leave. Plus, understanding your workplace rights will help you approach the conversation more knowledgeably and negotiate the best possible solution for you and your employer.

Voluntary and Mandatory Leaves of Absence

There are a number of acceptable reasons to take extended time off from your job through an employer-approved leave of absence. Some specific types of mandatory leave, such as maternity leave, come with protections under federal law. But your employer isn’t mandated by law to approve your request for a voluntary leave of absence – for example, to take an extended vacation – so it's important to know which type you're requesting.

What Is the Family and Medical Leave Act? 

Many common types of extended leave fall under the Family and Medical Leave Act , or FMLA. The FMLA is a federal labor law that guarantees up to 12 weeks of unpaid leave during the year to take care of a health condition that you or an immediate family member is facing, or to bond with a new child. The act also allows eligible employees to take up to 26 weeks to care for a covered service member with a serious injury or illness if the employee is a spouse, child, parent or the next of kin to that service member.

Although your employer must offer you a job when you return from your leave of absence under the FMLA, it may not be the same job you had before your leave, though it should be an equivalent position. Though FMLA leave is unpaid, you may be able to use paid leave while you’re taking FMLA leave. Employers may also use a strategy in which they delay or supplement FMLA leave by using up paid time off, too.

Eligible Reasons to Take Time Off Under the FMLA

The eligibility criteria for taking an FMLA leave of absence include:

• To deal with a serious health condition of your own or of a family member. 
• For the birth of a child and to bond with the newborn, or for the placement of a child with the employee for adoption or foster care.
• For specified reasons related to certain military deployments or to care for a covered service member. 

Not every worker is eligible for job protection under the FMLA. Employers with fewer than 50 employees are not mandated to follow FMLA law; only employers that have had at least 50 employees for at least 20 weeks in the current or previous year must comply with the FMLA. As an employee, to be eligible for an FMLA leave of absence, your employer must have 50 or more employees working within 75 miles of your office. You also need to have worked at your job for at least 12 months – and have put in at least 1,250 hours of service – before taking a leave of absence under the FMLA.

There are many additional regulations and provisions related to taking leave under the FMLA. For more information on FMLA legislation and its full requirements, visit the Department of Labor's website .

What Are Good Reasons to Take a Leave of Absence? 

If you’d like to request an extended leave, there are many appropriate reasons to do so – even if your situation is not covered under the FMLA or another employment law. For example, you might request a leave of absence to take a sabbatical, finish graduate school, recover from job-related or personal stress, attend jury duty, mourn the death of a loved one or complete funeral arrangements for a family member.

When these situations don't come with legal protections, your employer may have policies outlined in its employee handbook to help deal with these circumstances. Can an employer deny unpaid time off? The fact is that approval of these more voluntary leaves of absence is at your employer’s discretion.

What Are Bad Reasons to Take a Leave of Absence? 

Although you can request a leave of absence for any reason, your employer may be more likely to approve some leave requests than others. How you ask – and your relationship with your employer – can be important factors in whether or not your leave of absence gets approved.

If the reason that you’re requesting an LOA is more personal, such as to attend a drug or alcohol rehabilitation program, you may want to explain your reason more generally in terms of health or medical treatment to maintain your privacy.

Another consideration when thinking about a leave of absence should be your finances. Make sure you have enough savings in the bank to take an unpaid leave of absence.

In some cases, an employer may put an employee on a leave of absence that the employee didn’t request. For example, if an employee is accused of improper behavior like harassment, a company may place the worker on a paid leave of absence while investigating the claims.

How Should You Ask for a Leave of Absence? 

It's important to do your due diligence before asking for a leave of absence. Research your company's policies on leave – as well as what federal law says about the type of leave you’re requesting – before asking for a leave of absence.

Timing is also a factor in considering how to ask for a leave of absence since being aware of your boss’s staffing issues – and helping to plan and prepare for them – can increase the odds of having your leave of absence approved. Give your supervisor a heads-up about your request for a leave with as much lead time as possible. This will help ensure that your team isn’t scrambling at the last minute to reassign your work or hire a temporary replacement to cover your job duties.

When you ask for a leave of absence, go into the discussion prepared to collaborate with your boss on a plan that works best for both parties. Perhaps you can suggest continuing to work remotely for a few weeks while recovering from an operation, or aim to take a voluntary leave of absence during the company's relaxed offseason, rather than the busy season. Remember, while it’s important to provide a clear explanation of the dates you'll be absent, avoid over-disclosing personal information. Only share details that are relevant for human resources to understand your situation.

If your leave is under the FMLA, keep a paper trail of FMLA-related documents and correspondence. This will help avoid frantically searching through your work emails and medical forms when you're trying to care for a newborn or recover from an operation.

Finally, if you understand your true value as an employee, it can help strengthen your case when asking for a leave of absence. If you’re a star employee, then your employer will be more likely to accommodate your request because they won’t want to lose you.

Leave of Absence Dos  

• Communicate clearly and early: Providing your manager with ample notice gives them enough time to make necessary arrangements, such as redistributing your tasks among team members, to ensure continuity of work during your absence. It also gives you time to discuss and settle any pending tasks or responsibilities. 
• Have a game plan: “Before approaching your manager or HR, consider your responsibilities and come in with your game plan for coverage and ramping up a new person,” says Amy Spurling, founder and CEO of Compt, an HR software that enables companies to offer personalized employee perks. By putting in detailed work up front, you streamline the transition process and make your manager’s life easier. 
• Be specific about the time. Knowing the exact time frame of your LOA helps your manager redistribute your tasks among colleagues or bring in temporary support if needed. This reduces the chance of workflow disruptions that could negatively impact your team's productivity.

Leave of Absence Don'ts

• Don’t wait until the last minute. Avoid bringing the LOA request to your HR department or manager at the last moment. "It not only places undue stress on your team but might also give the impression that you're not considerate of the broader organizational needs,” Spurling says.
• Don’t assume your manager isn’t busy. Your manager might already have a lot on their plate and may not have the time to juggle multiple things at once. To increase the chances of getting your LOA approved, it's best to make the process as easy as possible for everyone involved by planning ahead.
• Don’t assume approval. Don't assume your company will automatically approve your request for a leave of absence, even if you consider your reasons to be valid. “Each company has its own policies, and there may be other factors at play depending on the situation,” Spurling says. 

Can a Leave of Absence Affect Your Job Security?

While taking a leave of absence is often necessary for personal or medical reasons, the reality is that it may have an impact on your security and career progression. According to Spurling, a short leave might have little to no impact, but a more extended absence might. “If you're out during crucial projects or miss opportunities to showcase your skills, it could slow down your trajectory a bit,” she adds.

And even though legal protections exist in certain circumstances, relationships and team dynamics could still be affected by how you communicate your leave. So, while your LOA may not directly affect your career, what you do before and after it could.

To minimize any potential negative effects and ensure a smoother transition back to work, it's important to be proactive, flexible and communicative upon your return. Reach out to your employer before returning to the office and express your enthusiasm about coming back. Also, catch up on anything that will make the re-entry easier.

Remember that not all types of leaves are protected, so make sure you understand your company’s policies and the relevant federal and state laws to avoid losing your income upon returning. “I have seen an employee go out on leave for 12 weeks, and the company was able to absorb the role into other ones and therefore eliminated the position,” says Amanda Webster, the chief operating officer of the national lending program Fund&Grow.

Sample Leave of Absence Letters

After discussing your request for a leave of absence with your supervisor, you should follow up by providing your manager or HR department with a formal written request for a leave. While you’ll need to personalize your leave of absence letter to reflect your exact circumstances for requesting time off, the sample letter templates below can help get you started and offer a framework for considering how to make the request to your boss or employer.

The first template suggests possible language for a formal printed letter requesting an LOA and the second template shows an example of how you might request an LOA via email. While an email request can be shorter, it should still use formal language and include all of the same key information as a formal printed letter, including the dates you’re requesting to be out of the office, your return date and a suggestion for backup coverage for your role while you’re away.

Before providing either type of letter, you should first discuss your leave of absence request with your manager.

Leave of Absence Request: Formal Letter Sample

Your name Address Phone number Date

Your manager’s name Title Company name Company address

Dear (manager’s name),

I would like to formally request a leave of absence from my position as (job title) at (company name). As we recently discussed, my requested leave would last (time frame; for example, “one month”). My leave would begin on (month, day and year) and end on (month, day and year). I would return to the office on (month, day and year).

If my leave is granted, it’s important to me that you and my team are left with proper coverage for my duties while I’m out of the office. As mentioned during our discussion about this, I would arrange for one of my team members, as approved by you, to provide support and backup for my job function during the dates of my leave. Additionally, between now and the start of my leave, I would prioritize finalizing as much of my current workload as possible, and would leave detailed notes for my backup about any in-progress work and ongoing assignments.

If I can answer any other questions for you that we didn’t discuss previously, please let me know. Thank you in advance for considering this request. I appreciate your support and understanding.

(Your signature) (Your typed name below your signature)

Leave of Absence Request: Email Sample

Subject: Leave of absence request: (your name)

I am writing to formally request a leave of absence, which we discussed when we met on (date). The requested dates for my leave are (month, day and year) through (month, day and year). I would return to the office on (month, day and year).

To help facilitate this process and make it as easy as possible for you and the team, I would be happy to suggest alternate coverage and a detailed plan for how my duties and workload would be covered during my leave. I would also provide contact information where you and team members could reach me in an emergency.

Thank you for considering this request, and I’m available to answer any additional questions you may have about it.

Best regards, (Your name)

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Leave of Absence Letter for Personal Reasons Example

Alison Doyle is one of the nation’s foremost career experts.

How To Ask for a Personal Leave

Legally required leaves of absence, voluntary leaves of absence, ask verbally and in writing, what to include in your letter, leave of absence request letter example, how to send an email leave request, email request for personal leave example, frequently asked questions (faqs).

What’s the best way to handle it when you need a leave of absence from work? There are many reasons why you may need to take a  leave of absence  from your job. You may have personal or family-related reasons for requiring extended time away from work. 

If you have a job you’re happy with, it can make good sense to request a leave, if feasible, rather than  resign from your position . Even if the organization isn’t legally required to grant you leave or company policy doesn’t provide for personal or family leave, you may still be able to work out an arrangement with your employer.

Key Takeaways

• Before you ask for a leave, check with your manager or human resources department on what time off you may be eligible to take.
• If you know how much leave you need, specify the dates you will leave and return in your request. It will be easier for the company to say "yes" if they have the details.
• Request leave from work in writing, so you have documentation of your request.

Asking for a leave is the type of conversation that’s better conducted in person than via email. The discussion with your supervisor or human resources department should be followed by a leave of absence letter citing your personal reasons. Your request will be documented, and the terms of your leave will be put into writing, which will help ensure a smooth transition from, and back to, employment.

Here’s some information on types of work leave, how to request a leave of absence for personal reasons, and a sample letter to give you an idea of how to write your own request.

There are certain circumstances under which your employer, by law, has to grant you the time off you request. The company may not be legally required to pay you, either fully or in part, while you are away from your job, but there are legal protections to guarantee that you can return to your job when your leave is finished.

Some of the reasons for mandatory leave approval are the birth or adoption of a child, certain medical conditions, to honor a military commitment, or for a military caregiver.

The  Family and Medical Leave Act  (FMLA) provides the legal guidelines businesses have to follow regarding mandatory leave for eligible employees.

There may also be other federal and state laws providing paid or unpaid leaves of absence from work, depending on the reason you are requesting the leave. Check with your state department of labor for the availability of leave in your location.

Reasons for taking a voluntary leave would be more personal, such as continuing your education, dealing with personal stress, or taking a break from work to travel for an extended period of time. Company policy may provide options for taking a personal leave from your job. However, your employer is not required by law to grant voluntary, or personal, leave.

When you start your job, learn what your rights and obligations are regarding requesting and taking a leave of absence. Guidelines can vary significantly between companies, so don’t assume that they are all alike.

Extended leave is often unpaid, but you may be able to use accrued vacation time if you can plan ahead.

In many circumstances, employers are happy to honor your request for a leave of absence, especially if you are open and honest with your boss about what you are going through and request the time off with plenty of notice.

Unfortunately, you will sometimes find yourself seeking leave unexpectedly and may not be able to give much warning ahead of time. Whatever your circumstances, be sure to ask for an extended period of leave professionally and courteously.

Plan to  request your time off both verbally and in writing . It is always advisable to have a face-to-face conversation with your supervisor about your need to take a leave of absence.

You do not have to provide every detail about what you are dealing with, but the more aware your employer is about what you are going through, the more understanding they are likely to be. That will increase your chances of getting your leave approved.

You should follow up your in-person meeting with a written document clearly requesting the terms of your leave.

You can either email your letter or give it to your supervisor in person.

Also, if you have a team of co-workers, you should notify them after your leave is approved. You can also send an email to your colleagues as a group or individually, depending on the size of your company/department and how close you are to the people with whom you work. The key is to be open and honest with those you work for and with, but remember, you only need to share as much detail as you are comfortable with regarding your leave.

When you write your letter, there is some essential information you should include:

• Begin by stating how much time you are planning on taking off and when you would like the leave of absence to begin and end.
• Include a brief explanation of why you are taking the leave and perhaps state where you will be while you are away.
• If it is possible, offer your assistance and provide the best way to contact you during your time off.
• Be sure to thank your employer for considering your request.

Hannah Ferrari 16 Crossberry Lane Declan, MI 12345

November 15, 2022

George Nguen Human Resources Manager ABC Company 111 Broadway Sanders, MI 12346

Dear Mr. Nguen,

I would like to formally request a two-month leave of absence for personal reasons. If possible, I would like the leave from work to begin on December 1, 2022, with a return date of February 1, 2023.

If approved, I will be staying with family in Lansing during this time period, and I would be glad to assist with any questions via email or phone whenever possible.

Thank you very much for your consideration.

Signature  (hard copy letter)

Hannah Ferrari

If you are sending your letter by email, you don’t need to include the contact information at the top of the message.

Your subject line should state something clear and concise, such as: “Leave of Absence Request – [Firstname Lastname].” Begin your email with a salutation, and include your contact information with your signature.

Subject: Leave of Absence Request — Michaela Fox

As we discussed, I am requesting a personal leave of absence from work for family reasons from January 15, 2023 through February 28, 2023.

If approved, I will return to the office on March 1, 2023. I’d be glad to assist with planning for covering my responsibilities when I am away.

Michaela Fox

How long can you be on leave from work?

The Family and Medical Leave Act (FMLA) provides eligible employees with up to 12 weeks of unpaid FMLA leave during any 12-month period. There are other leaves that are mandated by federal or state law, including sick leave, jury duty, military leave, and, if eligible, the legal guidelines will determine how much leave an employee is eligible for.

Personal leave is typically a voluntary agreement between an employer and an employer, and the length of the leave will be part of the arrangement.

How do I take leave from work?

Before you request a leave from work, talk to your manager or human resources department to learn about your employer's leave policies and the benefits you are entitled to. Some leaves are mandated by federal or state law, and the company may have guidelines for requesting leave that you will need to follow.

U.S. Department of Labor. " The Employee's Guide to Military and Family Leave ."

U.S. Department of Labor. " Leave Benefits ."

U.S. Department of Labor. " Family and Medical Leave Act ."

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• How to Write a Leave Application Letter [+5 Letter Samples]

The need to write a leave application letter could arise for a number of reasons . So your son is ill and you need to stay home to take care of him. Would management even let you go? How do you get this drafted? It’s not like anybody is allowed to just travel right? 

The truth is, at some point during your employment, you may need to request a leave of absence. This could be for a variety of reasons ranging from personal or family health problems, the birth and/or adoption of a child, to rest from excessive job stress. It could also be the loss of a loved one or the pursuit of a hobby or a desire to travel. A leave of absence in your case is not a luxury, but a necessity.

What is a Leave Application Letter? 

A leave application letter is a letter written to apply for a leave of absence from the office for a certain period.

The concept of a leave application centers around a formal way of asking for a break/leave of absence from work for a specified time period.

A person writes leave application letter they’re unable to perform their duties for a stipulated period of time.

Types of Leave Applications 

• Sick Leave  

Sick leave is basically a leave of absence due to an illness. Sick leave is granted under a number of scenarios; for personal physical or mental illness, the care of a sick child, spouse, parent, or parent of a spouse, regular health checks, and/or to address the physical, psychological, and legal effects of domestic abuse. 

At the moment, there are no federal legal requirements for paid sick leave. For companies subject to the Family and Medical Leave Act (FMLA), the Act does require unpaid sick leave. The U.S. government ensures that federal employees get 13 paid sick days a year.

• Study Leave 

Study leave is basically a leave of absence from work granted in order to allow a person time to study or carry out research. In the case of a school pupil, it allows them to study at home, usually in order to prepare for examinations.

According to the labor laws in the US, Study Leave with or without pay is a matter for arrangement entirely between the employer and the employee. By law, the maximum length of study leave granted in the same employer’s service is two years. 

• Sabbatical 

By definition, a Sabbatical leave is a period in which a person does not report to his regular job but who remains employed with that company. Also commonly referred to as ‘career break’ or ‘adult gap year’, It is a period away from work, agreed with your employer.

The truth is, there are no laws that cover taking a career break or sabbatical; as such employees have no statutory right to take leave. A sabbatical will in most cases be an authorized, unpaid leave of absence.

• Maternity/Paternity Leave

Maternity leave is basically a period of absence from work that is granted to a mother before and after the birth of her child. The US government doesn’t guarantee for paid maternity leave, employers may, however, provide paid leave if they choose. If you have worked at a company for at least a year, you are entitled by federal law to take up to 12 weeks of unpaid maternity leave.

Paternity leave is a period of time that the father of a new baby is allowed away from work. Usually, a company provides up to eight weeks of paid paternity leave. When a man takes time off because his partner is having a baby, adopting a child or having a baby through a surrogacy arrangement he might be eligible for: 1 or 2 weeks’ paid paternity leave, paternity pay and/or shared parental leave and pay.

• Vacation/Holiday Request Letter 

Vacation leave is ideally available to all eligible employees for the purpose of rest, relaxation, and to attend to personal affairs. It is strikingly similar to annual leave which is paid time off work granted by employers to employees. Although not stipulated by law, many employers nonetheless offer paid vacation, typically around 10 workdays, to attract employees.

• Emergency Leave Application 

Emergency leave is necessary to cater to unforeseen circumstances such as the death of a loved one/family member. A funeral leave, which is leave of absence with pay, must not exceed three days and can be granted for absence from work. You qualify for an emergency leave if; there is a verified death, a life-threatening condition due to an accident, illness, or major surgery, or to visit a terminally ill person in the immediate family.

5 Top Leave Letter Format

Sick leave letter format.

The Manager,

(Insert company name)

Subject: Leave Application due (Insert illness)

Dear Sir/ma’am,

Respectfully, it is to inform you that I am suffering from (Xyz’s illness). I am an employee of your firm for the past (x years). I recently have been diagnosed with a (insert illness). Due to this sudden illness, it would not be possible for me to make an appearance at the office for a month. 

This critical condition has deteriorated my health a lot. I cannot eat properly and have a really bad body rash. It is impossible for me to concentrate on anything. I can attest to have been a dedicated employee and did not take any additional leave from work ever. 

The employee regularity record would serve as evidence of this claim. I would be able to come back after my complete recovery and serve your firm again with the same vigilant and attentive inclination. I hope you take my plea into consideration and allow me a leave of absence for a month. I shall remain indebted to you for this kindness.

Yours Truly,

(Insert name),

(Insert date)

Study Leave Letter Sample

The Manager (Authority name),

Institute Name…

Institute Address…

Sub: Leave Application for Further Study

Dear Sir/Ma’am,

The Higher Education Commission, (Country name) has recently offered a free six-month study program (Another country name) for the candidates fulfilling the criteria. For government and private servants, it is a prerequisite to get approval from the relevant authority. 

Sir/Ma’am, I fulfill the criteria of this study program. I believe it is a once in a lifetime opportunity for me to fulfill my dream of studying abroad.

I am committed to continuing my services to the department after receiving higher education in (Country name). I shall be indebted to you for approving my leave application for the study program.

Thanking you in anticipation.

Yours faithfully,

Job Designation…

Contact no…

Sabbatical Leave Letter Sample

Dear [Recipient Name],

My name is [insert name] and I have been working in the ICT department for the past decade. I have recently found myself stuck in a loop, doing the same things over and over again. My learning process stopped and I haven’t improved for a while now.

Feeling the need for self-development, I would like to request for an extended leave, sabbatical, in order to continue my studies and earn another degree. 

I am committed to [company name] and I am happy to work here. I am planning to resume my work at [company name] once I earn my degree, by then, I will be more knowledgeable, motivated, experienced, and more committed.

I do believe that this move is beneficial for both me and the organization. I plan to enroll in late September. The program will take no longer than nine months, so I should be back by May. I have briefed the head of the department and he assured me that coverage is available and that workflow will not be affected much.

I kindly ask you to consider my request and I am hopeful that will approve it. Attached to this letter are the program acceptance letter and other related documents for your reference.

Thank you very much.

Best Regards

(Insert name)

Maternity Leave Application Letter

Subject: Application for Maternity Leave

Dear Mr./Mrs. {Recipient’s Name},

I write to inform you of my intention to take the allotted {Number of weeks} of maternity leave available to me. I hope to start my maternity leave on {Starting date} and return to the office by {Tentative joining date}, barring any unforeseen issues regarding my pregnancy and delivery arise.

If my plans change for any reason, I will let you know as soon as possible. A letter from my doctor confirming the relevant details have been attached to this letter.

Please do well to contact me if you need any additional information.

Yours Sincerely,

{Your Name}

Annual Vacation Request Letter  

Subject: Annual Leave Application

Dear Mr./Ms. {Recipient’s Name},

I write to inform you that I will be traveling with my family for a period of one month, between {start date} and {end date}. Due to the fact that my entire quota of annual leave sanctioned by the company is pending, I request you to adjust my leaves accordingly.

Following my earlier discussion with my team lead, I have requested my colleague, Mr./ Ms. {enter name} to take over my project while I am on leave. I have already handed over all material regarding the project to him/ her, and expect there to be no exigencies in my absence.

Due to the nature of my travel plans, I may not be available to take phone calls. I request you to address any urgent work-related matters to my email address {enter email ID}.

I will be grateful for a positive reply to my leave request.

Thanks and regards,

How Employers & HRs Can Receive Leave Application Requests

With online forms, Formplus provides a flexible way to store your received data in the cloud storage of choice. You also have the option to opt-out of storing your data on our servers

With unlimited file uploads , users can submit online forms without any restriction to the size or number of files that can be uploaded, Formplus is a great tool to manage employee data. 

Form analytics and reports also give you an insight into an overview of the data submitted to your form.

 Top Leave Application Template for HR and Employers

• Maternity Leave Application Form 

This online maternity leave application form is for a pregnant employee intending to apply for maternity leave as the delivery period nears. This request will help you plan ahead and help solve challenges that may arrive as a result of an employee leave which might be up to 6 months, depending on the labor laws in your country. 

• Paternity Leave Application 

Form Formplus’ online paternity leave application form allows your employees to apply for paternity leave when expecting a baby. That is if the labor laws grant prospective Fathers paternity leave when expecting a child with their partners.

• Sick Leave Form

This sickness notification form template allows your employees to formally notify you of their illness and unavailability to work. With this form, you can track all sick notifications from employees.

• Travel Request Form 

With the online travel request form template, you can let your prospective customers, employees or ward request for a travel package for business trips, holidays, honeymoons, pilgrimage, etc. This travel request template is perfect for travel agencies, employers and tour consultants.

On the whole, a leave application letter should contain a valid reason for your leave application, which should convince the employer and make him grant you leave. 

If you are having a reasonable enough claim for leave application then your request will not be declined without any justification, particularly, when it is due to some personal reasons, could be an illness, urgent piece of work or for visiting sick parents, etc

Most importantly, the leave application should not sound friendly or casual; rather it must be formal and professionally-written.

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Unpaid Leave Letter: How To Draft It Right!

Key takeaways:.

• Understand what an unpaid leave letter is and when it’s appropriate to use one.
• Follow a step-by-step guide to writing an unpaid leave letter.
• Utilize a template to ensure all necessary information is included.
• Learn best practices for a polite and professional tone.
• Gain insights on how to submit your letter and follow up.

Writing an unpaid leave letter is an important skill for any working professional. Whether you need time off for personal reasons, an emergency, or other commitments that do not fall under paid leave policies, an unpaid leave letter can help you communicate your situation to your employer effectively. 

Below is a step-by-step guide to crafting a polite, professional letter, complete with a template to get you started.

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Step 1: understand the purpose of your letter.

Before drafting your letter, know why unpaid leave is necessary for your situation. Unpaid leave might be needed for:

• Personal health issues
• Family emergencies
• Extended travel
• Volunteering commitments
• Educational pursuits

When to Use an Unpaid Leave Letter:

• When all paid leave options are exhausted
• For long-term absence that exceed paid leave allowances
• When taking leave for reasons not covered by company policy

Step 2: Review Your Company’s Leave Policy

Always review your company’s leave policy before requesting unpaid leave. This will guide you on how to format your request and what details to include.

Items to Review in Leave Policy:

• Unpaid leave eligibility requirements
• Length of leave permitted
• Notice period for leave request
• Documentation required

Step 3: Begin with the Basics

Start your letter by addressing it properly. Use a formal salutation and include your name, position, and date.

Letter Formatting Basics:

• Employer’s name and address
• Salutation (e.g., Dear [Manager’s Name])

Step 4: Clearly State Your Request

Be clear and concise in stating your request for unpaid leave. Include the start and end dates of your proposed leave.

What to Include in Your Request:

• Reason for the unpaid leave
• Exact dates of leave
• Any previous discussions with management about the leave

Step 5: Explain Your Reason (Briefly)

Give a brief explanation of why you are requesting unpaid leave. Keep this part concise but informative enough to convey the necessity.

Example Reasons:

• To care for a sick relative
• To recover from a medical procedure
• To attend a family member’s funeral

Step 6: Offer a Plan for Your Absence

Show that you are considerate of the impact your absence will have on your team or company by suggesting a plan.

Planning for Your Absence:

• Who can cover for you?
• Status of current projects
• How you will ensure a smooth transition

Step 7: Close with Appreciation

Thank your employer for considering your request and expressing your willingness to discuss the matter further if needed.

Closing Your Letter:

• Thank you for your statement
• Offer to discuss in person or answer questions
• Formal sign-off (e.g., Sincerely, [Your Name])

Step 8: Proofread and Submit

Always proofread your letter before submission. Check for any grammatical errors or typos, and ensure the tone is professional and polite.

Step 9: Follow Up

After submitting your letter, follow up with your manager or HR department if you do not receive a response within the expected timeframe.

Frequently Asked Questions (FAQs)

Q: what is an unpaid leave letter .

Answer : An unpaid leave letter is a formal written request submitted by an employee to their employer or HR department, seeking permission to take time off from work without receiving regular salary or wages. 

The letter outlines the reasons for the requested leave and specifies the dates of the intended absence.

Q: How do I start writing an unpaid leave letter? 

Answer : To start writing an unpaid leave letter, format the letter with your contact information, the date, and the recipient’s details. 

Address the recipient with a professional salutation, introducing the purpose of the letter – which is to request unpaid leave using the phrase “unpaid leave letter.”

Q: What should I include in the reason for taking unpaid leave in my letter? 

Answer : In the reason for taking unpaid leave, provide a clear and concise explanation for why you need the time off. Use the phrase “unpaid leave letter” to indicate the purpose. 

Whether it’s a personal emergency, medical issue, or family event, be transparent and honest while maintaining professionalism.

Q: How do I specify the duration of my unpaid leave in the letter? 

Answer : To specify the duration of your unpaid leave, mention the exact start and end dates using the phrase “unpaid leave letter.” Clearly state the number of days you intend to be absent from work to help your employer or HR department plan accordingly.

Q: Can I mention my plan for managing work during my unpaid leave? 

Answer : Yes, you can mention your plan for managing work during your unpaid leave in the letter. Discuss how you will ensure a smooth transition, delegate tasks if necessary, or provide guidance to colleagues who might cover for you. This demonstrates your commitment to maintaining productivity even during your absence.

Q: Is it important to express gratitude in the unpaid leave letter? 

Answer : Absolutely. Expressing gratitude in your unpaid leave letter is a courteous gesture. Use the phrase “unpaid leave letter” to convey your appreciation for your employer’s consideration and support in granting you the leave, despite it being unpaid.

Q: How should I close my unpaid leave letter? 

Answer : Close your unpaid leave letter with a professional closing such as “Sincerely” or “Best regards,” followed by your full name. This maintains the formal tone of the letter and marks its conclusion.

Q: Can I provide my contact information in the unpaid leave letter? 

Answer : Yes, providing your contact information is important. Reiterate your phone number and email address in the letter, using the phrase “unpaid leave letter.” This allows your employer to reach out to you if they have any questions or need further details.

Q: Should I proofread my unpaid leave letter before sending it? 

Answer : Absolutely. Proofreading your unpaid leave letter is essential to ensure that it’s error-free and professionally written. Look for grammatical errors, typos, and formatting issues to maintain a polished impression.

Q: How should I deliver my unpaid leave letter? 

Answer : Deliver your unpaid leave letter through the appropriate channels, such as email or physical mail, to your employer or HR department. If sending it digitally, consider converting it to a PDF format to preserve formatting. 

Use the phrase “unpaid leave letter” in the subject line or the addressing line to clearly indicate its purpose.

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How to write a leave of absence letter (plus template)

Understand Yourself Better:

Big 5 Personality Test

Jump to section

What is a leave of absence?

When should i take personal leave, how to write a personal leave letter.

Letter templates

Planning ahead

Every workday, you show up and do your best. But sometimes, your work-life balance feels unmanageable, and your best starts to fall below your regular. It’s hard to perform at 100% all the time.

Eventually, things may begin to feel truly overwhelming, and you’ll find you're losing focus and control.  

When you’re really struggling, you may need to take time away from work to recover. And that’s OK. If that’s relatable — or sounds like it will be soon —  it's important to learn how to write a letter explaining your personal reason for leave to your boss. It’s best to be prepared. Your mental and physical health may depend on it later.

Writing a leave application letter can be a source of stress in itself. It’s a personal letter, but how formal should it be? Do you have to go into lots of detail, or can you maintain your privacy? 

Don't let these unknowns stop you from putting in a leave request. In 2021, 3,200 American full-time workers took a leave of absence from work. It's perfectly common, so don't hesitate to take advantage of this option. And remember that it’s not a failure: taking steps to care for yourself is always a victory.

Don’t worry — if you've never written a leave of absence letter, you're in good hands. We’ll guide you through writing the perfect leave of absence letter so you don’t have to struggle and stress when you’re not feeling your best. Grab a pen and paper, and let’s dive in.

A leave of absence is when you take time off to handle a personal matter. Sometimes these matters are unexpected, like a sudden illness. Other times, you see them coming, like needing time to move a parent into a retirement home. 

These absences span a period of time — sometimes fixed, sometimes not — when you're away from your work responsibilities to dedicate more focus to your personal life. Think of it like a sabbatical where you spend time away from work to care for yourself. 

Depending on the matter, you might only need a week to feel better or resolve a situation. Your employer might be able to offer you sick days or PTO to cover this break.

But if the matter you need to attend to will take longer than a few days, you’ll need a true personal leave. A leave of absence grants you more time off than a string of sick days without leaving your job . You'll return to work eventually, but you need more time than the standard employment agreement offers.

Personal leave of absence reasons include:

• Experiencing a medical condition that makes you chronically ill or in pain
• Having a baby and taking maternity leave
• Address mental health issues or mental illness
• Supporting a loved one or family member in need
• Undergoing major life changes like moving cities or getting married 

When you submit your leave request, make sure you document everything. If you had a conversation with your HR manager and worked out all the details, remember to follow up with an email so you have a written record of the conversation. It’s uncomfortable to ask , but having your request in words is handy should you need to reference it down the road.

It’s normal to be worried your personal circumstances won’t be enough to convince your employer to grant you a leave of absence. Not to worry — that's why the Family and Medical Leave Act (FMLA) exists. 

The FMLA is a law that provides employees with up to 12 weeks of unpaid leave each year. During that time, your health benefits are maintained and you can take time off without fear of losing your job. 

Here are the situations in which you can take an FMLA leave of absence:

• The birth of your child and caring for them
• Adopting or fostering a child
• Taking care of an immediate family member with a serious health condition
• Taking medical leave to address your own health condition

For example, if you have a spouse dealing with post-traumatic stress disorder , the FMLA would support your decision to care for them from home. If your child is experiencing burnout from work that has resulted in an intense episode of mental illness, the FMLA grants you a period of time to care for your child while they need you.

Sometimes, your leave of absence letter for personal reasons won’t meet the FMLA guidelines. These circumstances require a voluntary leave of absence, which means your job and benefits aren’t protected.

That’s not to say you shouldn’t request the leave — in many cases, your boss will be compassionate about your needs. They might offer to protect your position, even though the law doesn’t require it. 

Here are a few examples of voluntary leave:

• Continuing your education
• Taking a break to travel
• Relocating to a new home
• Mourning the loss of a loved one

A leave request letter goes to your HR manager or boss, so it should be formal and professional. Because your letter describes personal circumstances, strive to be clear and concise.

Give enough details to justify your request, but only disclose what’s comfortable and necessary. For example, if you’re undergoing cancer treatment and don’t want to bring that part of your life to work, you can simply say you’re undergoing medical treatment that requires you to stay home. 

Another thing to keep in mind is timing. Ideally, your letter should be sent in advance of when you'd like to have your time off. Sending your letter with two days' notice isn't always enough time for your employer to cover your responsibilities and make an effective plan for your time away.

Giving ample heads-up means you're being courteous to your team. But emergencies happen, so try to cooperate while navigating the terms of your leave.

Here are five things to include in your leave application letter:

1. How much time you require off

This seems like a no-brainer, but you shouldn’t forget this key piece of information: how much time you need. Perhaps you only need to request six weeks off, or maybe you'd like to take the full 12. That's a big difference.

Explaining how much time you'd like off will better prepare your workplace for your absence. It also gives your boss some perspective on how the rest of the workplace will be impacted.

2. The start and end date of your leave

Besides how long you'd like your leave to be, you need to give exact dates and times. A concrete start date acknowledges when your time away will begin. An end date will also let your employer know when they can expect your return, so they know when to start scheduling work for you.

Setting a timeline also holds you accountable. You'll know when you should push work from your mind and when it's time to get back into the zone.

3. The reason you're requesting leave

Personal circumstances are exactly that: personal. But your boss will need to know, in general terms, why you're writing a leave application. If it's difficult to talk about, know that you can describe your reason for requesting terms within your boundaries. 

Keep in mind that this letter is private — the rest of your coworkers won’t be taking a peek. So try to describe your circumstance succinctly, but don’t feel pressured to describe every little detail.

4. Contact information and a plan

You're going to be missing some work. Do you have any solutions planned so your workplace doesn't fall behind? Provide some suggestions about how someone could manage your work while you're away and highlight any resources the team might need for a smooth transition. 

If you have the capacity to answer messages while you’re away, share your contact information with your manager (if they don’t already have it). Provide an emergency contact, like a family member or friend, too.

If you’re not up for helping out, no problem. During your leave of absence, you’re entitled to your rest. Any emails you answer are a favor, not an obligation.

5. A thank you

Save room for a thank you to close out your absence letter. Politely thanking your employer for considering your letter and taking the time to find a solution shows you're grateful for their support.

Letter templates 

You're ready to ask for time off , but how do you start your letter? Sometimes you need a little inspiration to start your writing. That’s where templates come in. 

Every letter of request looks different, so copy-pasting a template will only get you so far. But using a template as a jumping-off point and making the words your own is a straightforward way to pen a letter with confidence. 

Here are two sample leave letters for personal reasons:

[Your name]

[Your address]

[Your supervisor’s name]

[Organization name]

Dear [name of your supervisor],

I would like to request a leave of absence. My spouse is on sick leave, and they require my care while they regain their strength. If possible, I'd like my absence start date to be March 1 and my end date to be June 1. 

If my request is approved, I'll be reachable via email or Slack if you need me. I was talking with [coworker’s name], and they think they’ll be able to take on some of my responsibilities while I’m away. I'd be happy to chat more about how to make this temporary transition as smooth as possible.

Thank you for considering my leave of absence request. As you know, family is very important to me, and I'd be grateful for the time to support my spouse.

All the best,

I would like to formally request a six-week leave of absence. I'm requesting medical leave after an operation. I'd like my absence start date to be July 1, making August 12 the end date. My doctor has asked that I take it easy so my body can heal properly, requiring me to spend a few weeks on bed rest. 

If my request is approved, I won't be able to come into the office. However, I’ll be reachable via email, Slack, and video call if necessary. I'm very willing to chat about how we can work this out with minimal inconvenience to you and my coworkers. If you'd like to discuss this more, my phone number is [your number].

Thank you for considering my leave application.

When it’s a personal reason, leave requests can be overwhelming. Taking the initiative to learn how to write a strong leave of absence letter will help you in the long run.

Your leave request letter could make a big difference in your life. Research has found that having flexibility at work is something workers value the most . Flexibility at work helps with job engagement, job satisfaction, and overall happiness. If taking a leave of absence will make your life a run bit smoother, resulting in less stress and leaving you with fewer regrets, why not take it? 

Life isn't all about work. Don't forget to make time for yourself and your health. 

Maggie Wooll

Thought Leader

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Free Unpaid Leave of Absence Letter

Related Tags

• leave letter
• absence letter

Free Download this Unpaid Leave of Absence Letter Design in Word, Google Docs, PDF, Apple Pages, Outlook Format. Easily Editable, Printable, Downloadable.

Sometimes, we have priorities that come before our work, even if that means affecting our income. To help you request time off ASAP, use our Free Unpaid Leave of Absence Letter Template. With our sample’s professionally written content and highlighted placeholders, your note will be ready in no time. This template comes fully compatible with Apple Pages, Google Docs, and Microsoft Word.

UNPAID LEAVE OF ABSENCE

Dear [RECIPIENT NAME],

This letter is a formal request for an unpaid leave of absence. As discussed earlier, I would like to request an unpaid leave of absence from [START DATE] to [END DATE]. 

The reason for this leave of absence is [REASON]. I hereby request you to consider my request. 

Please let me know if you have any further questions on my leave of absence or if you need additional information.   Regards,

[YOUR SIGNATURE]

[YOUR NAME]

No  template.net  attribution required

You may also like

• Personal Letters /
• Leave of Absence

Leave of Absence Letter Samples

Email Delivery

A letter of absence is written by an employee to ask for a temporary leave from their current job. Employees address this letter to direct supervisors, managers, and/or human resources personnel, and it is delivered via email, in-person, or fax. This letter provides documentation to the employee and the company about the time off, and it communicates all necessary information to the involved parties. Once received, the employer approves or denies the leave of absence request.

How to Write a Leave of Absence Letter

Although there is no single correct way to write a leave of absence letter, the letter must be professional, informative, and timely. It should include the current date, the request for leave, the beginning and end dates of the leave period, and any plans for preparation or coverage during the employee’s absence.

Employers or corporations can require the employee to provide a reason for the leave of absence. For instance, if the worker applies for the Family Medical Leave Act, they must include a statement determining their eligibility.

However, in general, the employee does not need to go into full detail about their situation. Instead, they can use discretion when writing the letter. In this case, statements such as “attending to family issues” or “having a medical procedure” provide sufficient reasoning.

Simple Leave of Absence Letters

Understanding the Family Medical Leave Act

The Family Medical Leave Act (FMLA) is a law created by the federal government to allow employees to take temporary, unpaid time off. It enables the worker to take temporary leave (up to twelve (12) months). The law’s primary purpose is to guarantee that the employee can resume their position in the company after they take time off. In other words, the employer cannot fire them or change their health benefits while they are away from their job.

An employee is eligible for FMLA if they:

• Give birth or care for a newborn child; or
• Adopt or receive a foster care child;
• Care for an immediate family member (i.e., spouse, parent, child) with a serious health condition; or
• Are unable to work due to a severe medical illness or condition; AND
• Have worked for a covered employer for at least 12 months, with at least 1,250 hours of work before leaving.

An employer has coverage (and thereby can offer FMLA to its employees) if they:

• Are in the private sector and employ 50 or more employees for 20 or more workweeks in the preceding calendar year; or
• Are a public agency (i.e., local, state, or federal government), regardless of the number of employees; or
• Are a public or private elementary or secondary school, regardless of the number of employees.

Leave of Absence Letter Examples

How to Request a Leave from Work

When requesting a leave of absence from work, refer to the company’s policy. Understand if the employer has FMLA coverage and/or the criteria that the employee needs to meet to take time off. If the company has a human resources department, discuss the leave with staff and ask relevant questions.

As soon as the employee takes the initial steps, they should submit a formal leave of absence. Once the worker sends the official document, the company accepts or rejects the request. Each letter remains on file with the employee, even if the employer does not approve the application. It serves as a record and, if accepted, provides guidelines and/or information about the agreement between both parties.

Employees should request leave as soon they can to notify the company properly. However, an individual cannot always predict significant life events. If sudden changes arise that require short- or long-term leave, the worker should give the employer as much notice as possible.

Leave of Absence Approval Letters

Key Takeaways

Sometimes life events can interfere with an individual’s job – that is normal and often expected. Requesting a formal leave of absence demonstrates self-responsibility, professionalism, and consideration for colleagues. In addition, it communicates necessary information and plans for leaving to the relevant staff.

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Legal Templates

Home Business Employee Leave of Absence Letter

Leave of Absence Letter

Use our free Leave of Absence Letter template to request time off from work.

Updated August 15, 2023 Reviewed by Brooke Davis

A leave of absence letter is a formal letter you write to your supervisor to request a leave of absence from work. It is an essential document of your personnel file, providing a written record of the notice you have given your company in advance of your impending leave of absence.

Your letter documents the reason for your request. While you can explain your situation in person, a written letter explains your need for time off. This makes the request easier for your manager or HR person to understand.

The letter can be forwarded to other executives within the company rather than relying on a manager to explain the situation. From a legal standpoint, this formal letter also records your request if your case falls under situations protected by law, such as the Americans with Disabilities Act  (ADA) or the  Family and Medical Leave Act (FMLA).

If the leave of absence is approved, it is recommended for both employers and employees to outline the terms of the leave in a leave of absence agreement .

When a Leave of Absence Letter Is Needed

Consequences of not using a leave of absence letter, most common uses for a leave of absence letter, what should be included in a leave of absence letter, sample leave of absence letter.

It’s important to submit a formal leave of absence request for time off not covered by sick or personal days, following company policy or legal requirements like ADA and FMLA. Before requesting a leave of absence, check if your leave request aligns with the employee handbook and applicable laws.

For instance, the company must have 50 employees or more to be required to adhere to FMLA. Your situation must also meet the criteria, and you may need to provide documentation from a physician or other party.

If you’re chosen for jury duty, the company must give you the time off without compromising your employment. Many companies have their protocol for dealing with lengthy absences. They may offer to use your existing vacation and personal days to allow the maximum paid time off for your situation.

Even if your situation isn’t explicitly covered by law or company policies , it’s still essential to formally request a leave of absence. Experienced and dependable employees are invaluable assets to the company, and such requests can ultimately benefit both parties.

Without this letter, there’s no record that you requested a leave of absence.

For example, you have a verbal conversation with a manager. The manager grants your leave of absence but doesn’t record it anywhere in your employment file or notify other executives. The company may automatically terminate you once your absence exceeds your accrued paid time and vacation days.

Some companies have rules that fall under “no call/no show.” This means that an employee who is absent without notice will be penalized. It’s possible that you would lose your vacation, sick days, and position if you didn’t follow the protocol of formally writing this letter.

You might wish to take a leave of absence from work for many reasons. Some of these are covered under the law. Some of them may be covered under your company’s policies.

These are a few of the most common reasons why people request a formal leave of absence:

• Birth of a Child.  Maternity and Paternity leave is often covered under the company policy and FMLA. Your company may allow for a set number of paid weeks off.
• Death in the Family.  Many companies allow for extended days off when there’s a death in the family.
• Military Duty/Family Member. Military leave of absence is often covered. This might include employees who are members of the armed forces. It might also have family members in the military.
• Health Reasons. Health reasons might include surgery, ongoing medical issues, trauma caused by an accident, or mental health issues such as depression.
• Education. In some scenarios, employees will request to pursue advanced training.
• Care for Ailing Family Members . Many employees take time off to care for family members suffering from an injury or illness.

Your letter should be concise and clear. There are a few pieces of information that are important to include:

• The Date.  The date should be included at the top of the letter.
• Your Information. This includes your name, title or position, home address, email, and phone number.
• Your Manager’s Information.  This shows a record of who the request was made. It’s also the standard way to address any letter to an individual.
• The Reason for the Request. This would be a brief explanation of the reason you need time off.
• The Dates of Your Proposed Absence.  Your letter should include exact dates.

You may discuss the matter with your supervisor about the request before writing the leave of absence letter. In that case, you should reference the date of the discussion in the body of the letter.

Many employees write the majority of their correspondence through email. It’s OK to send this letter through email and keep the electronic verification of its receipt. The hard copy of the letter makes it more formal.

The sample leave of absence letter below shows what a typical one looks like:

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Leave Without Pay Letter Sample

Is there a valid reason for the leave, how to write unpaid leave letter, putting it all together.

Unpaid Leave Letter

Instructions

You will also need to clarify the situation regarding your existing workload and assignments and how you plan to deal with them during the leave period.

Finally you thank your supervisor for the time and seek his/her approval for your request before you sign off.

Go through the tips given below and then look at the sample of an unpaid leave letter we have provided along with a template for your own use.

Tips for Writing an Unpaid Leave Letter

Sample of an Unpaid Leave Letter #1 From: David Beckham 123 London Ave, Los Angeles, California 555-5555 June 1, 2009

To: Bob Hope Area Manager North America ABC Widgets 111 Profit St., Los Angeles, California

Subject: Unpaid Leave Request Dear Mr. Hope,

I must regretfully request a 2-week leave starting this Monday, June 15 to June 30. Since you know I recently moved from London to New York, I need to shift all my belongings here over that time period.

I am fully aware that my leave request does not comply with our company’s policy, but it is not possible for me to leave my belongings in the city any longer. Given the urgency of my situation I am inclined to request a leave without pay for the aforementioned duration.

There are several projects I am currently working on, and Christopher Hawkins, my team member, will be looking after my tasks in my absence. However, I will be reachable by phone and e-mail if someone needs to contact me urgently.

I hope you will favorably consider my leave application and allow me to take the time off to manage my affairs. Sincerely, (Your Signature) David Beckham

Unpaid Leave Letter Sample #2 To: Bob Hope Area Manager North America From: David Beckham Assistant Manager June 1, 2009

Mr. Hope, I am writing to request an unpaid leave starting from Monday, June 15 to June 30. I have just returned from my annual leave and do not have any more off days left for this year. However, I urgently need to go out of state to tend to my sick mother.

I would like to request a leave without pay for the duration between June 15 and June 30. I am fully aware that my annual leaves are done and I can’t take any more days off. Unfortunately though, I need to go out of state to look after my sick mother.

I recommend that Christopher Hawkins to take over my role until I return. I will not be completely out of contact and you can reach me by phone at any time during my leave period.

I appreciate your cooperation in this matter. Sincerely, (Your Signature) David Beckham

Template of an Unpaid Leave Letter From: (Your Name) (Your Personal Mailing Address) (Your Personal Phone number) (Date) To: (Managers name) (Managers Position) (Company name) (Company Address)

Subject: (The overall reason of the letter) Dear (Manager's last name), I would like to request a leave for (number of days/weeks) starting (Date). I will need the days off to (Short reason for leave).

I understand that my requested leave will be against company policy because I have only joined the team 2 months ago. However, (Give a detailed description of the reason for your leave). I propose that I be given the time of as leave without pay.

I am working on several projects at the moment and (Name of staff member who will be covering your work), a member of my team, can easily take over my tasks. I will be available by (Communication methods you prefer) if anyone from team needs to contact me.

I would also like to take this chance to assure you that my output will not decline due to this leave. Thank you for your time. Sincerely, (Your Signature) (Your Name)

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Unpaid Leave of Absence Letter Sample (5 Samples)

In this brief guide, we will look at a list of unpaid leave of absence letter samples.

Unpaid Leave of Absence Letter Sample 

An unpaid leave of absence letter may be given in a circumstance where you have a situation that needs to be taken care of and you need to take a short period of time off in order to do so, but since it is not sanctioned under any particular leaves, you take time off without pay.

An unpaid leave of absence letter is similar to most other professional letters, and in that it is meant to be professional and brief, and the better thing to do is always to talk to your employer before you hand in the letter and get their verbal permission first, rather than blindside them with a letter without telling them what is going on.

You may cite anything in a letter of this sort, as you will see in every unpaid leave of absence letter sample below.

According to the Family and Medical Leave Act (FMLA), the breakdown of unpaid leave of absence may also be applicable like this:

“The FMLA entitles eligible employees of covered employers to take unpaid, job-protected leave for specified family and medical reasons with continuation of group health insurance coverage under the same terms and conditions as if the employee had not taken leave. 

Eligible employees are entitled to:

• Twelve workweeks of leave in a 12-month period for:
• the birth of a child and to care for the newborn child within one year of birth;
• the placement with the employee of a child for adoption or foster care and to care for the newly placed child within one year of placement;
• to care for the employee’s spouse, child, or parent who has a serious health condition;
• a serious health condition that makes the employee unable to perform the essential functions of his or her job;
• any qualifying exigency arising out of the fact that the employee’s spouse, son, daughter, or parent is a covered military member on “covered active duty;” or
• Twenty-six workweeks of leave during a single 12-month period to care for a covered servicemember with a serious physical damage or illness if the eligible employee is the service member’s spouse, son, daughter, parent, or next of kin (military caregiver leave).”

An employer cannot refuse leave of absence for any of the reasons mentioned above.

Unpaid Leave of Absence Letter Sample 1

The first unpaid leave of absence letter sample in the list is a brief and concise one, which is great from the point of staying professional and formal. This letter covers only the important points, and it also alludes to the person having had a conversation with the employer before they sent the letter.

Your Address

Your City, State Zip Code

Your Phone Number

Supervisor’s Name

Organization

City, State Zip Code

Dear Mr./Ms. [Last Name]:

This letter is a formal request for a leave of absence, to follow up on our meeting yesterday. As we discussed, I would like to request a leave of absence from August 31, 2020, through October 30, 2020.

I will return to work on November 2, 2020.

If approved, I would be glad to help with a plan to cover my workload in my absence. I would also be available to answer questions and provide assistance while I am away.

Please let me know whether you require any additional information. Thank you very much for your consideration of my request.

Your Signature (hard copy letter)

Your Typed Name”

Unpaid Leave of Absence Letter Sample 2

As discussed previously in this article, the FMLA says that the employee is eligible for an unpaid leave of absence due to medical reasons, and the same is true in this case, as the person is requesting an unpaid leave of absence through the letter for medical reasons.

“Aug. 8, 20XX

Roberto Diaz

ABC Company, Inc.

1234 E. Main St.

San Diego, CA 92101

Dear Mr. Diaz,

I am writing to request a one-month medical leave of absence beginning Monday, Sept. 10, and ending Wednesday, Oct. 10. I will be having surgery—my surgeon has ordered a minimum three-week recovery period (see doctor’s signed recommendation attached.)

I am happy to assist in handling any necessary preparations before beginning my leave, including training colleagues on upcoming projects. Thank you so much for your understanding.

Dave Smith”

Unpaid Leave of Absence Letter Sample 3

This is another great unpaid leave of absence letter sample, as it is concise, brief, and professional, and it manages to provide all the necessary details that the employer may need, and it does so without engaging in too many details.

This is another example of an unpaid leave of absence letter for personal matters, and it gives a good insight into how this reason may be presented.

“Feb. 1, 20XX

Deborah Jones

Dear Ms. Jones,

I am submitting this request for a leave of absence to tend to important personal matters beginning next month. If possible, I would like to take my leave beginning March 15 and return to the office on April 3, 20XX.

I can make myself available intermittently to answer questions via phone or email, and am happy to do whatever necessary to ensure a smooth transition before my leave begins.

Thank you for your consideration.

Johanna Jansen”

Unpaid Leave of Absence Letter Sample 4

This is a more detailed unpaid leave of absence letter sample, and it goes into some detail of the help the person is willing to provide while they are gone, and it provides a space for someone to fill in their own reason for wanting to take a leave of absence.

“Insert Your Name

Insert Your Home Mailing Address

Insert City, State, Zip

 Recipient’s Name (Supervisor or HR Contact)

Company Name

Mailing Address

City, State, Zip

 Mr./Ms./Mrs. Last Name:

The purpose of this letter is to request approval for a leave of absence from my position with insert company name from insert beginning date through insert ending date. The reason for this request is (briefly explain the reason that you are requesting time off from work, being sure that it is consistent with your company’s leave of absence policy requirements).

 I will make sure that you and any other employees who may be impacted by my leave of absence are aware of the status of any pending projects and client expectations well in advance of my departure, and I will be happy to train any co-workers who will handle my duties while I am out. Additionally, during the time I am on leave, I can be reached at insert cell number and insert a personal email address if there are any questions about my work.

 It is my full intention to return to work as scheduled, and do not expect to need to request additional time off for this matter beyond the dates indicated above. Please let me know if you need any additional information, and let me know your decision as soon as possible. I will need to know if my request is approved no later than the insert date. Thank you for your consideration.

Insert Your Name”

Unpaid Leave of Absence Letter Sample 5

This unpaid leave of absence letter sample is taking a leave of 2 months for personal reasons, and if you too need to take time off of work for personal reasons, you do not need to specify why you are doing so and you may simply mention that you have personal issues to take care of.

In addition, it mentions where the person will be at this time, (staying with family in another city), which is necessary if you are going on a long leave and may not be reachable or reachable with difficulty, and you need to provide adequate details of contact to your employer in case they need you.

I would like to formally request a two-month leave of absence for personal reasons. If possible, I would like the leave from work to begin on August 1, 2019, with a return date of October 1, 2019.

If approved, I will be staying with family in [Anycity] during this time period, and I would be glad to assist with any questions via email or phone whenever possible.

Thank you very much for your consideration.

Unpaid Leave of Absence Letter Sample 6

This is an extremely brief unpaid leave of absence letter and it does not specify the reason for taking the leave either.

However, it provides all the necessary details required for the records and it also does not provide too many complicated details that may be confusing to the reader.

“Date: February 7, 2019

[POSTAL CODE]

Subject: Unpaid Leave request

To Whom It May Concern  /  Dear Mr., Mrs.,

Hereby, I would like to request a 1-month unpaid leave, starting this June 30th. I will be returning to the factory on July 31st to pick up my duties. The reason for my extended leave is

[REASON UNPAID LEAVE].

I have several projects in the pipeline, and since I will be working on them from home, my work will not be affected. If someone needs to contact me from the office I will try to be available via [phone/ email] in case of any query.

Thank you for considering my request. Looking forward to your confirmation,

Yours sincerely,

[Signature]”

In this brief guide, we looked at a list of unpaid leave of absence letter samples. Please feel free to reach out to us with any questions or comments you may have.

Frequently Asked Questions (FAQs): Unpaid Leave of Absence Letter Sample 

How do i write a letter asking for unpaid leave.

To write a letter asking for unpaid leave one might write something like this, “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.

Is an unpaid leave of absence a qualifying event?

Yes, an unpaid leave of absence is a qualifying event.

When one takes an unpaid leave of absence, the employee and dependent coverage may drop and it may get reinstated when they return to work.

Can I get fired for taking unpaid leave?

No, you cannot get fired for taking unpaid leave for being sick or physical damaged if you are able to provide evidence of their illness or physical damage, or if you have family or personal reasons.

Other Sample resignation & Leave letters you may like

Below is a list of other sample resignation letters we have curated.

Remember, your health comes first and if you are feeling exhausted or work is simply stressing you out then taking a break doesn’t make you weak but strong.

If you’re facing this, it may be a good idea to seek the help of a therapist or other mental health professional. You can find a therapist at BetterHelp who can help you learn how to cope and address it.

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https://business.lovetoknow.com/business-communications-sample-letters/sample-leave-absence-letter

https://www.thebalancecareers.com/formal-leave-of-absence-letter-request-example-2060597

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Related posts, leave of absence letter for family reasons (5 samples), leave of absence letter for personal reasons (5 samples), leave of absence letter for school (5 samples).

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Letter Asking Unpaid Leave

Sample letter to get long leave from office to visit abroad, or some other reason without salary, or without pay of leave days.

Application for Long Service Leave Due to Training Workshop

Respected General Manager,

Sir, it is stated that I am working in Orient Electronics from last 3 years, and my designation is Production  Manager. I have to go to London for about 8 months for the training of some new technology machines which are being used by other multi-national companies. So, it is informed to you that I will not be able to be on my duty for further 8 months.

Unpaid Leave Request Letter UK

Derbyshire,

London, UK,

With utmost respect, I want to say that I want to have an unpaid leave due to some personal problems I am suffering at home. I am asking about the unpaid leave because I intend to have a leave for a longer duration, and when I will not be working for a long time then there is no point for a salary, and secondly, all my paid leaves are finished. I shall be very thankful to you if you grant me the leave.

Yours Respectfully,

Mr. Wayne Richard

Florida, USA

Sir, this is Mr. Nial Frederick, and I am an employee in the Sales department. I have been working at this company for the last 5 years. I have had the honor of working alongside you that has made me even more skillful than I ever was.

You might be aware of the fact that my mother had been very sick last month, and I had to go, and take care for her because of which the limit of my allowed vacations reached. However, the doctors have informed me today that her situation is very critical for that I have to go, and take care of her. For that purpose, kindly grant me unpaid leave for 3 weeks starting from Monday 5 th of December to 26 th of December. I wish to continue working for you as soon as the well-being of my mother is ensured. Thank you for your kind attitude.

Yours sincerely,

Nial Frederick

Employee, Sales Department

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Unpaid leave employee agreement template

Is your organisation on the list of businesses being affected by the spread of COVID-19?

How do you use this unpaid leave employee agreement template?

If you find yourself in a position where you need to ask employees to take a leave of absence, unpaid leave, or an employee wants to stay at home to self-isolate and cannot work remotely, this template, written and approved by Employment Law experts is fully customisable to your businesses situation.

Download this free Unpaid Leave Employee Agreement Template now.

COVID-19: What are your employees’ rights to leave and pay?

With everything going on, it’s normal to feel unsure about what your obligations are as an employer . This is especially applicable to handing employees rights to leave and pay in these unsettling times.

Many of our clients have been asking for clarification and support on this topic, so we’ve worked with our sister company, EI Legal to bring you this handy guide relating to your employees’ rights to leave and pay.

This article will cover:

• Pandemic Leave Disaster Payment
• Leave without pay (LWOP)
• Ordinary pay
• Special leave
• Stand down (no pay)

If you’re looking at getting your team set up for remote working, download the COVID-19 employer response pack here.

Disclaimer: All information is intended for general use only and is current as of 31 August 2020.

When does sick leave (personal/carers leave) apply?

According to FairWork , Sick and carer’s leave (also known as personal leave or personal/carer’s leave) allows an employee to take time off work to help them deal with personal illness, caring responsibilities or family emergencies.

An employer can offer annual leave or unpaid leave (or long service leave (LSL) if applicable) if the employee has not accrued any paid sick leave (personal/carers leave).

Situations where sick leave might apply; if an employee:

• tests positive for COVID-19
• is in Government directed OR optional self-isolation and is sick
• is sick with any illness or injury
• any illness
• school closure due to COVID-19
• Government-directed isolation of child/dependant due to COVID-19 (NB does not include general coverage for own Government directed isolation. This leave is offered for the unexpected care required for the child, not for the isolation itself – see below)

When does Pandemic Leave Disaster Payment apply?

In response to the COVID-19 pandemic, the Australian Government has introduced a special Pandemic Leave Disaster Payment for some workers during coronavirus. This payment is available to eligible workers who don’t have paid sick leave and who live in Victoria or Tasmania.

For more information about the payment and how to claim it, you can visit Services Australia .

Some states and territories have similar schemes ( QLD , SA and ACT) that don’t fall under the federal government, you can find more information on your state or territory government website.

When does leave without pay (LWOP) apply?

First let’s clarify: what is leave without pay?

Leave without pay (LWOP), or unpaid leave is an absence from employment that is authorised or approved by an employer. It’s sometimes called a leave of absence.

It is rare for LWOP to be covered under a modern award or an enterprise agreement, and is not a statutory entitlement in Australia.

Can I take leave without pay?

It is usually granted at the discretion of the employer. An employer can offer annual leave (or LSL if applicable) if the employee requests this and has an adequate annual leave balance.

Situations where leave without pay might apply; if an employee:

• is in Government directed OR optional self-isolation and is not sick (i.e. has returned from overseas and feels well) *
• has come in to contact with a known case of COVID-19 and is in Government directed OR optional self-isolation and is not sick
• has come in to contact with a suspected case of COVID-19 and is in Government directed OR optional self-isolation and is not sick
• is stuck overseas (on a cruise ship etc) due to COVID-19

Note: Casual employees are not entitled to paid sick (personal/carer’s) leave. A casual employee who has to self-isolate or has contracted COVID-19 must not attend the workplace without additional payments.

If you’re an employer and find yourself in a position where you need to ask your employees to take an unpaid leave of absence, or an employee wants to self-isolate and cannot work remotely, you can download our free Unpaid Leave Employee Agreement Template .

This template has been written and approved by Employment Law experts and is fully customisable to your business situation.

When does ordinary pay apply?

Ordinary pay is as the name suggests. Ordinary pay usually applies to normal hours worked during the normal span of working hours prescribed. Ordinary pay is usually required if an employee:

• is requested to not come to work/isolate which is not in line with Government direction
• is working from home (and the employer has approved this)
• is getting an assessment for fitness for work under the direction of the employer. Following the assessment, leave and pay entitlements will revert back to normal as per this guide.

And, if an employer:

• requests an employee to not come to work/isolate, not in line with Government direction
• closes the business/office/location using discretion (not Government directed) as an added precaution but the employee’s role does not allow for working from home (i.e. works in a café, cleaner, factory worker, manual labour, mechanic etc).
• closes business temporarily due to a downturn in work/business (refer to redundancy if this is a prolonged situation).

When does special leave apply?

Special leave is an arrangement granted to an employee who needs to be absent from work during working hours which does not come under other types of leave.

For instance, it might be worth considering setting up a new leave type for COVID-19, paid and/or unpaid for those affected. The University of Queensland has a good example of this in action.

The Government may need to offer special paid leave (over and above annual leave and/or sick leave) for this pandemic. This could be delivered at a later date as part of a stimulus package for businesses.

Read more on stimulus packages offered for small businesses:

• NSW government support
• VIC government support
• QLD government support

When does stand down (no pay) apply?

An employer may stand down an employee during a period in which the employee cannot usefully be employed because of a number of circumstances including:

• industrial action (other than industrial action organised or engaged in by the employer).
• a breakdown of machinery or equipment if the employer cannot reasonably be held responsible for the breakdown.
• a stoppage of work for any cause for which the employer cannot reasonably be held responsible.
• A government-issued directive for closure (not at the discretion of the business). Seek further advice before actioning.

In terms of rights to leave and pay, if an employer stands down an employee during a period in accordance with the Fair Work Act, then the employer is not required to make payments to the employee for that period. For more information please reach out to our partners at Employment Innovations.

Generally, an employer would not be able to “stand down” an employee without pay just because there was a downturn in business caused by COVID-19.

However if the Government ordered a business not to open (and the employees could not be given any other meaningful work), this might well give rise to a right to stand down.

When does redundancy apply?

No one likes to hear the word ‘redundancy’. Unfortunately, you should be prepared in the unfortunate event you need to enact this.

What is it? Redundancy is a form of employment termination, but rather than being a fault-based dismissal, redundancy is usually caused by factors such as economic conditions, business efficiency, or technological development.

To make an employee’s role redundant, the employer believes that their role and duties should no longer exist within the company. When an employee’s job is made redundant their employer may have to give them redundancy pay, also known as severance pay.

Generally, businesses with less than 15 employees do not have to pay redundancy (unless a modern award, enterprise agreement or contract of employment has more generous terms).

When might redundancy apply:

• A significant downturn in work
• When a role and its duties are no longer appropriate or needed within a business

For COVID-19: Due to the impact of COVID-19, we’d advise you openly discuss ways to mitigate redundancy if possible. Consider talking with staff and seeking expressions of interest from employees who might agree to temporarily reduce hours, take annual leave or leave without pay where possible.

Unfortunately, for many businesses, we know this is not possible. If this is the case for you, then begin consultation for redundancies.

Guidance on the process to follow when considering redundancies can be found here .

A few extra tips on how to support employees

We encourage businesses to continue to support their employees by:

• Providing remote and flexible working arrangements if possible
• Paying employees even if no leave type is applicable if possible
• Sharing the following resource from Headspace or providing your employees with an EAP ( What is an EAP? )
• Communicating regularly and checking in with employees

Disclaimer: The information provided in this knowledge base article is general in nature and is not intended to substitute for professional advice. If you are unsure about how this information applies to your specific situation, we recommend you contact Employment Innovations for further advice.

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Sample Request Letter for Asking Unpaid Leave

[Here briefly describe Sample request letter to get long leave from office to visit abroad or some other reason like study, training etc., without salary or without pay of leave days. You can modify it according to your requirements.]

The Managing Director,

Institute Name…

Institute Address…

Sub: Application for Long Service Leave Due to Training Workshop

Respected General Manager,

Sir, it is stated that I am working in (Institute/Organization name) for last 3 years and my designation is Production Manager (Job position). I have to go to (Country/Institute/Area name with purposes) for about 4/5 months for the training of some new technology machines which are being used by other multi-national companies (State your actual situation). So, it is informed to you that I will not be able to be on my duty for further 4/5 months.

Job Designation…

Contact no…

Another format,

Sub: Unpaid Leave Request Letter

Respected Sir,

With utmost respect, I want to say that I want to have an unpaid leave due to some personal problems I am suffering at home. (state your actual situation) I am asking about the unpaid leave because I intend to have a leave for a longer duration and when I will not be working for a long time then there is no point for a salary and secondly, all my paid leaves are finished. I shall be very thankful to you if you grant me the leave.

Yours Respectfully,

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• Entering and staying in the UK
• Visas and entry clearance
• Visa refusals and appeals
• Litigation debt: caseworker guidance
• UK Visas and Immigration

Suitability: unpaid litigation costs (accessible)

Updated 15 November 2023

© Crown copyright 2023

This publication is licensed under the terms of the Open Government Licence v3.0 except where otherwise stated. To view this licence, visit nationalarchives.gov.uk/doc/open-government-licence/version/3 or write to the Information Policy Team, The National Archives, Kew, London TW9 4DU, or email: [email protected] .

Where we have identified any third party copyright information you will need to obtain permission from the copyright holders concerned.

This publication is available at https://www.gov.uk/government/publications/litigation-debt/suitability-unpaid-litigation-costs-accessible

About this guidance

This guidance tells you what to do when an applicant applying for entry clearance, permission to enter or permission to remain owes a litigation debt to the Home Office.

If you have any questions about the guidance and your line manager or senior caseworker cannot help you or you think that the guidance has factual errors then email the Administrative Policy team.

If you notice any formatting errors in this guidance (broken links, spelling mistakes and so on) or have any comments about the layout or navigability of the guidance then you can email the Guidance Rules and Forms team.

Publication

Below is information on when this version of the guidance was published:

• version 6.0
• published for Home Office staff on 15 November 2023

Changes from last version of this guidance

‘Appendix Electronic Travel Authorisation’ added to the list of applications to which this guidance does not apply in the ‘What is a litigation debt?’ section.

Litigation debt

What is a litigation debt.

Litigation debt, also referred to as unpaid litigation costs, is a debt owed to the Home Office because a court or Tribunal has ordered a person to pay the Home Office’s legal costs.

Litigation debt can arise from all types of litigation, including appeals, judicial reviews and private law claims such as unlawful detention.

You must always check whether an applicant owes a litigation debt. See How to check if a person owes a litigation debt .

The burden of proof is on the Home Office to prove a litigation debt. The standard of proof is the balance of probabilities (which means it is more likely that not) but you must be able provide evidence of the debt if it is contested (generally this evidence will come from the Litigation Finance Team.

Litigation debt is not relevant to, and this guidance does not apply to the following applications:

• protection claims (this means decisions on asylum and humanitarian protection claims, as well as on protection-based claims under article 3 of the European Convention on Human Rights (ECHR)), except under paragraphs 352ZH to 352ZS, and 352I to 352X, and 352A to 352FJ of the Rules
• applications for entry clearance under the ECAA Association Agreement (but it does apply to ECAA Extensions of Stay)
• an application on private life grounds under paragraph 276ADE to 276DH of the Rules
• Appendix S2 Healthcare Visitor
• Appendix Service Providers from Switzerland
• European Economic Area (EEA) nationals and their family members who apply under the EEA regulations
• Appendix EU
• Appendix EU (Family Permit)
• Appendix Domestic Worker who is a Victim of Modern Slavery
• nationality applications

For suitability considerations under Appendix Electronic Travel Authorisation, refer to the Electronic Travel Authorisation guidance. Part 9 does not apply to Appendix Electronic Travel Authorisation and so this guidance does not apply to Appendix Electronic Travel Authorisation applications other than the sections specified in Electronic Travel Authorisation guidance.

Litigation debt and applications made before 6 April 2016

The power to refuse applications on the basis of litigation debt applies only to applications made on or after 6 April 2016.

You must not apply this rule to any applications made before 6 April 2016. For guidance on when an application was made, see Validation, variation and withdrawal of applications.

You must take account of all litigation debts, including those accrued before 6 April 2016, when considering an application made on or after 6 April 2016.

Where this guidance applies, If an applicant is applying for entry clearance, permission to enter or permission to stay you must normally refuse the application on suitability grounds under paragraph 9.12.1.of Part 9 of the Immigration Rules , except cases under Appendix Armed Forces and Appendix FM where different provisions apply.

On those routes, refusal is under:

• paragraph 10A of the suitability rules if Appendix Armed Forces applies (for more information see: Armed forces)
• paragraph S-EC.3.1 or S-LTR.4.4 of the suitability rules (for more information see: Appendix FM family-members guidance)

Litigation debt is a discretionary ground for refusal and although it would normally be appropriate to refuse an application where there is a litigation debt you must not do so automatically, you must consider whether it is appropriate to do so based on the circumstances of the individual case: see Considering refusal .

How to check if a person owes a litigation debt

Official – sensitive: start of section

The information in this section has been removed as it is restricted for internal Home Office use.

Official – sensitive: end of section

Considering refusal

Once you have confirmed that the litigation debt is still outstanding, you must consider whether to refuse the application on this basis.

If the person has not yet fully paid off the debt but the Litigation Finance Team (LFT) confirm they have entered into an arrangement to pay it off in instalments and the person is paying as agreed, you must not take the debt into account when considering the application.

If the person agreed to pay by instalment but then failed to start making payments, missed payments or stopped paying, LFT will reassess the debt. LFT will confirm to you whether the debt is again outstanding and must therefore be taken into account when you contact LFT to check whether the debt is outstanding.

If you decide to grant the application despite the litigation debt, this does not mean that the debt is written off. It is still a debt. The Home Office expects all litigation debts to be paid.

Litigation debt is a basis for refusing an application on suitability grounds. Although you may refuse an application, you must consider whether refusal is reasonable, taking account of all relevant factors in the case.

You must take account of the evidence and information provided by the applicant with their application and any information provided by LFT when they confirm that the debt exists.

You must consider the case for exercising discretion in the round, taking account of all relevant factors, such as:

How the debt was accrued

You must consider how the litigation debt was built up and the conduct of the applicant in bringing the litigation. It would not normally be appropriate to grant the application in circumstances where the debt was built up from repeated and unmeritorious litigation. You must always consider whether human rights and child’s best interest factors apply.

The applicant accrued a litigation debt by bringing unsuccessful judicial review (JR) proceedings in an attempt to frustrate their removal from the UK. The JR was found by the court to be totally without merit. It would not normally be appropriate to grant the application in such a case.

Level of cooperation with Home Office debt recovery attempts

You must take account of the following:

• evidence that the applicant has ignored requests by the Home Office or our debt collecting agencies to make contact about the debt - such evidence may be provided by LFT when they confirm the debt or on previous case notes
• evidence the applicant has not honoured an arrangement to pay their debt in instalments, for example by stopping the payments

It will not normally be appropriate to grant an application where the debtor has failed to engage with the Home Office to resolve the outstanding litigation debt or have failed to honour an agreement to pay, unless there is a reasonable explanation for this behaviour.

The location of the applicant

If an applicant owes a litigation debt and is outside the UK or at the border, they may be less likely to have ongoing ties to the UK and less incentive to pay if they have not done so already, so it will not normally be appropriate to grant the application. The applicant will normally be expected to pay the debt before any application for entry clearance is made or before they travel to the UK to apply for permission to enter, or before they are allowed entry at the border.

The purpose of the application

You must consider whether the purpose of the application discloses any compassionate or other reasons for exercising discretion to grant the application.

If someone is applying to come to the UK as a tourist for 2 weeks and owes a litigation debt, it is unlikely that will be appropriate to grant the application.

If someone is applying to come to the UK to attend a close relative’s funeral and owes a litigation debt but there is evidence that they are not currently able to pay it all, it may be appropriate to grant the application if they meet all the other requirements of the rules.

An applicant for permission to stay as a visitor for private medical treatment owes a debt of £800 in respect of JR proceedings. The applicant is in the late stages of pregnancy and is therefore unable to travel and has provided evidence that she is currently unable to pay the litigation debt. It may be appropriate to grant the application if the person is seeking a short extension of her stay as a visitor until she is well enough to travel.

The applicant’s ability to pay

If an applicant claims to be able unable to pay the debt the burden is on them to provide evidence of that and the standard of proof is the balance of probabilities (it is more likely than not). Inability to pay is unlikely, in and of itself, to justify granting the application. Most applicants are expected to be able to maintain and accommodate themselves without accessing public funds and can also be expected to be able to pay their own litigation debts. Applicants who cannot pay off their debt in lump sum can negotiate a payment plan. If an applicant has entered into a payment plan but temporarily cannot make the payments due to increased outgoings, they are expected to negotiate a revised payment plan.

However, you must consider any compassionate or other circumstances surrounding the inability to pay.

An applicant for indefinite leave to remain (ILR) following points-based system (PBS) leave has a repayment plan in place, but can no longer meet it due to funding the emergency medical costs of a family member. You must consider whether the applicant could have rearranged their repayment plan but your assessment must consider everything in the round before you decide that refusal is appropriate. This includes consideration of whether the case is sufficiently compassionate to justify granting the application.

How long the debt has been outstanding

There is no limit on the time for which a litigation debt may be pursued, so such debts do not expire. LFT will confirm that the debt is no longer outstanding if the Home Office is no longer actively pursuing the debt, and they will remove any references to the debt being outstanding from the Home Office case work system. If the debt is recorded as outstanding on the Home Office system, you must assume it is still being pursued by LFT.

If a debt has been outstanding for a long period of time and the applicant has resisted attempts by the Home Office to secure repayment, this would be a factor weighing against the applicant and is more likely to lead to a decision to refuse. If the debt has only just been incurred, you must consider whether the application has had sufficient opportunity to contact the Home Office and make arrangements to pay it. If necessary, you should check with LFT.

Amount of debt

Debts of any size are considered to be a serious matter. You should not grant the application simply because the amount of a debt is small, that may instead be a reason why the applicant should be expected to repay the debt.

Where an applicant has a very high level of debt, this is a factor that will weigh considerably against granting an application.

The litigation debt was originally £5,050 but is now £50 because the applicant paid most of it in a single payment. The evidence with the application shows that they have enough money to pay the remaining debt. Refusal would normally be appropriate, but you must consider whether the failure to pay the rest of the debt was an accidental oversight or misunderstanding. In this case you should check with LFT that the applicant was told of the outstanding debt and whether and how the applicant responded to that notification.

Consider all relevant factors

The above factors are not intended to be an exhaustive list when considering the application. You must also take account of any relevant evidence or information provided with the application or by LFT when you consider whether to refuse on the grounds of litigation debt.

Human rights and child’s best interest factors

If the applicant is unable to pay the litigation debt but otherwise qualifies for entry clearance or permission to stay on human rights grounds, or because it is in the best interest of a child, it will not normally be proportionate to refuse the application solely because of a litigation debt.

A partner applicant under Appendix FM owes a debt of £2500. They have savings of

£1000 and a regular income of £1500 per month. The applicant started to repay the debt and then stopped. There is no reasonable explanation provided to LFT regarding the stoppage of payments. Refusal of the application on the basis of the litigation debt will normally be proportionate as there is no evidence of an inability to pay.

The applicant owes a debt of £2500. They have no savings and have not had any income for the last 4 years. They are reliant on state benefits and/or the assistance of friends to pay for basic accommodation and food. The application fee for their application was waived because the applicant is destitute. The applicant meets all the other requirements of Appendix FM. It would normally be reasonable to grant the application despite the litigation debt. The debt remains outstanding.

Requesting evidence

It will normally be appropriate to decide whether to refuse the application on the basis of litigation debt based on the evidence provided by the applicant with their application, and any further information provided by the Litigation Finance Team (LFT) relating to litigation debt.

You must contact LFT if you need further information about whether the person has been correctly notified of the debt, whether they are making the required payments or whether they have notified LFT of any reasons why they can’t pay.

However, where it is unclear why the applicant has not paid the debt you may decide to request further information before making a decision. For example, it may be appropriate to contact the applicant or their representative to request further information, if you:

• have considered the relevant factors listed under considering refusal
• believe that there may be compassionate or other reasons for granting the application despite the debt
• need further evidence before you can reach a decision on whether to grant the application

You must be clear in your request what information you require, how long they have to respond and where they must send the information. You should normally give them 10 working days to provide the information.

You must not contact applicants to request any payment.

Case notes and decision notice

Refused applications.

You must fully record your reasons for the decision, including the evidence that you considered. You must explain your decision to refuse the application on the grounds of litigation debt (or on grounds including this ground). You must record in the decision notice that you considered whether or not to refuse and explain why you decided to refuse.

You may use the following refusal wording in your decision notice:

Your application is refused because you have failed to pay outstanding litigation costs to the Home Office of £ [insert figure]. Home Office records show that that these costs were awarded on [insert date] by [add court /Tribunal]. These costs have not been paid. In deciding whether or not to refuse your application on the grounds of unpaid litigation costs I have carefully considered the circumstances of your case. I am satisfied that refusal is appropriate because [reasons including what evidence has been considered and why discretion has not been exercised].

Any further application is also likely to be refused unless you pay your litigation debt. To make arrangements to pay your debt, contact the Litigation Finance team by telephoning 02081960346 or by email to: [email protected].

Information about the date of the costs award and the court will be in the copy of the court order that LFT will provide when they confirm the debt is outstanding.

Approved applications

If you decide to grant the application when the person owes a litigation debt, you must explain on the case working system notes why you have decided to do so.

You must use the following wording in your decision notice:

You have failed to pay an outstanding litigation debt to the Home Office of £[insert figure]. Home Office records show that that these costs were awarded on [insert date] by [add court /Tribunal]]. These costs have not been paid. In deciding whether or not to grant your application I have carefully considered the circumstance of your case. On this occasion I have decided to grant your application despite the outstanding litigation debt. This does not imply that the same decision will be made on any future application. The litigation debt remains outstanding and the Home Office is still entitled to recover this debt. To make arrangements to pay, contact the Litigation Finance team by telephoning 02081960346 or by email to: [email protected].

For entry clearance offices who do not issue a decision letter when granting entry clearance, you must provide the above information in a separate letter.

Litigation Finance Team

How to handle phone calls about litigation debt.

To confirm the identity of the caller, you must:

• take the caller’s details to confirm that they are the debtor – ask for the caller’s name, date of birth, nationality, address, and also ask if they have a HO/VAF reference number or know their Government Legal Department (GLD) reference number
• check their details against the caseworking system and ask them to confirm their place of birth or details of their last application, if they can’t provide a reference number
• check their details against CRS instead if the person is overseas and has never made an application in the UK
• refuse to discuss the nature of the debt with the caller if they are unable to provide the requested details to confirm their identity – ask them to write in with their enquiry and proof of their ID instead
• if the caller is a third party, advise them that you can only discuss the case with the applicant or their appointed immigration advisor
• handle the call as below if the person is able to confirm their identity
• if the caller is not on case working systems because they were sent the notification in error, see ‘If there is no record of any debt outstanding in relation to the caller’

If the caller has no knowledge of the outstanding debt, you must:

• open their Litigation Finance Team case record
• provide the caller with details of the Court Order which awarded costs and the outstanding debt
• take the caller’s address and forward a copy of the Court Order to caller with a covering letter explaining ways to pay
• record action taken on CID debt recovery special conditions or CRS

If there is no record of any debt outstanding in relation to the caller, you must:

• apologise to the caller, explain that the notification was sent in error and that we will amend our records
• not put a note on the caller’s CID record, if they have one, because the debt is not related to them
• check what led to the notification being sent in error and update the relevant records to ensure it doesn’t happen again
• ask for the caller’s correct contact details, if they have a CID and/or CRS record, and update the person’s CID and/or CRS record with the correct contact details
• arrange for any incorrect contact details to be removed from the debtor’s CID and/or CRS record

If the caller wishes to pay in full or by instalment, you must:

• provide the caller with the appropriate debt agent contact details
• send a message to the debt agent (providing the confirmed telephone or email address of the caller) advising of the caller’s willingness to settle the debt or set up an instalment plan
• record action taken on CID/CRS debt recovery special conditions

If the caller states they were publicly funded during the judicial review, you must:

• check the Court Order – if publicly funded, the Order should say costs cannot be enforced without further assessment – if in doubt, refer to your team leader
• if the order does not mention legal aid or public funding, contact the Government Legal Department or Appeals, Litigation and Subject Access Requests (ALS) and ask them to confirm
• if the claimant was publicly funded, advise the caller no further action will be taken and credit the invoice
• if the claimant wasn’t publicly funded, explain that we have no evidence to support their claim and send them a copy of the Court Order with a covering letter explaining ways to pay

If the caller is receiving Asylum Support or Section 4 Support, you must:

• check ASYS to see whether the claimant is receiving asylum support or section 4 support
• direct the caller to the debt agents if they are receiving support but ask to pay by instalment

The agent will offer an instalment plan of no more than 15% of support. No deductions will be made from children’s support, only the main applicant’s – which is consistent with the ‘claw back’ policy (the ‘claw back’ policy is a policy under which the Asylum Support Team can recover overpayments by deducting them from support payments).

If the caller advises they are making an assisted voluntary return, you must:

• ask the caller if they wish to make a payment before leaving the UK
• if they do not wish to make a payment, a record will be kept of the outstanding debt on the Home Office case work system
• the outstanding debt will be taken into consideration and their application may be refused on that basis should they make an application to re-enter the UK – should their financial circumstances change following their departure from the UK, the Home Office would remain happy to discuss payment options
• record action taken on CID debt recovery special conditions

If the caller advises they are not able to pay, this may be because they:

• are not permitted to work in the UK
• have no income and receiving support from friends, relatives or charitable organisations
• are in detention or prison

You must explain to the caller that:

• details of the outstanding debt will be recorded on the Home Office case work system
• the outstanding debt will be taken into consideration and their application may be refused on that basis, should they make a subsequent application to enter or remain in the UK
• explain to the caller that, if they have an application for leave to enter or remain pending which was made on or after 6 April 2016, litigation debt owed to the Home Office will be taken into consideration by the caseworker when considering their application

No advice can be given by the debt recovery officer as to the likely outcome of the person’s application for leave.

If the caller advises the payment has been sent to Shared Services Connect Limited (SSCL) or debt agents, you must:

• contact SSCL or debt agents to confirm whether payment has been received
• if there is an outstanding application for leave to enter let the caseworker know if payment has been received
• update CID debt recovery special condition and CRS if payment has been made

If the caller claims that the litigation is ongoing or that they have an outstanding appeal against costs, you must:

• verify with ALS whether an appeal against costs is outstanding
• if an appeal (costs) or litigation is outstanding, notify the caseworker that the potential debt must not be taken into account when deciding the application (unless the litigation is concluded and the debt is confirmed before the application is decided)
• update CID debt recovery special conditions or CRS to reflect the current status
• place the invoice in dispute
• advise the caller that recovery action will be suspended pending the outcome of the appeal against costs or litigation

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