We all need a break from time to time. Whether it’s for a vacation, illness, or personal reasons, taking a leave of absence is a normal part of work life. However, informing your boss and colleagues about your absence can sometimes be a hassle. Fortunately, creating a professional and effective leave notification email is easier than you might think.
In this article, we’ll provide you with several leave notification email samples that you can use as templates, edit and personalize them as you need. You’ll learn how to structure your message and what details to include to ensure that your absence won’t cause any inconveniences in the workplace.
So, if you’re unsure about how to write a proper leave notification email, read on. We’ve got you covered.
The Best Structure for Leave Notification Email Sample: A Comprehensive Guide
Whether you’re taking a day off or a month-long sabbatical, notifying your employer of your absence is a necessary step. However, it can be challenging to know how to structure the perfect leave notification email. In this guide, we’ll break down the most effective structure for your email so that you can rest easy knowing that you’ve communicated your plans clearly and concisely.
Opening Paragraph
The opening paragraph should be straightforward and to the point. Start by stating your intent to take a leave of absence, then provide the dates that you’ll be away. It’s also a good idea to thank your employer for their understanding and support in advance.
Body Paragraphs
The body of your leave notification email should include all relevant details surrounding your absence, such as who will be covering your workload while you’re away and how best to contact you in case of an emergency. If you’re taking an extended leave, you may also want to include any details about your return, including whether you’ll need any time to catch up on missed work.
If you’re comfortable doing so, you may also want to include the reason for your leave, such as an illness or a family emergency. However, this should only be included if you feel comfortable sharing this information with your employer.
Closing Paragraph
In your closing paragraph, reiterate your gratitude for your employer’s understanding and support during your absence. You should also provide any necessary follow up information, such as the date on which you plan to return to work and your availability to discuss your absence further if needed.
Make sure to conclude your email with a professional closing such as “Best regards” or “Sincerely”, followed by your name and contact information.
Final Thoughts
By following this structure for your leave notification email, you can ensure that you’ve communicated your plans clearly and concisely. Remember that communication is key to a healthy work environment, and notifying your employer of your absence is just one way to show that you take your responsibilities seriously. With this guide under your belt and a well-written email in your outbox, you can take your leave of absence with confidence and peace of mind.
Leave Notification Email Samples
Medical Leave
Dear Manager,
This email serves to inform you that due to a medical condition, I will need to take a medical leave of absence from work from [start date] to [end date]. This is to ensure that I am properly treated and return to my duties with good health and full strength.
I have arranged for all important assignments and deadlines to be taken care of during my absence, and I will remain reachable by email in case of an emergency. I am grateful to have an understanding team that has been supportive during this situation – thank you for your patience and care.
Sincerely,
[Your Name]
Personal Leave
Dear Manager,
I am writing to let you know that I need to take a personal leave from work from [start date] to [end date]. This leave is necessary to attend to a personal matter that requires my full attention and presence.
To ensure that my responsibilities are handled appropriately, I have made arrangements for coverage during my absence and have briefed my team on any ongoing projects. I have confidence that my colleagues will continue to function smoothly in my absence.
Thank you for your understanding and support.
Sincerely,
[Your Name]
Paternity Leave
Dear Manager,
I am writing to inform you that my partner and I have been blessed with the addition of a new member to our family and thus, I need to take paternity leave from work from [start date] to [end date] to be present and take care of my newborn and my partner.
I have made all necessary arrangements to ensure that my responsibilities are handled smoothly while I am away. I shall remain available for any urgent matters that may arise. I thank the organisation for its support and understanding in this joyful but demanding time.
Sincerely,
[Your Name]
Maternity Leave
Dear Manager,
I am writing to inform you that I am expecting a child and plan to take maternity leave from [start date] to [end date]. This is to ensure that I have adequate time to recover from childbirth and adjust to the demands of motherhood.
I have arranged for coverage for my responsibilities during my absence and briefed my colleagues on on-going projects. I remain available by email should any urgent work-related matters arise. This period is an exciting time of change and growth for me personally, but rest assured that I will rejoin the team with full vigour and motivation.
Thank you for your consideration and support.
Sincerely,
[Your Name]
Vacation Leave
Dear Manager,
This email is to inform you that I wish to take a vacation leave from work starting from [start date] to [end date]. I have planned this vacation in advance and would like to take this opportunity to recharge, relax and re-energize.
I have made sure that there is no important project or deadline happening during my leave. I have arranged for coverage during my absence and briefed my team on important ongoing projects to ensure a smooth transition during my absence. I thank the organization for its support and hope to return to work refreshed and motivated.
Thank you for your understanding and support.
Sincerely,
[Your Name]
Bereavement Leave
Dear Manager,
I regret to inform you that I have lost a loved one who passed away on [date of death]. I would like to request a bereavement leave from work from [start date] to [end date] to attend to the funeral and help my family cope with this loss.
I have made arrangements for all work responsibilities to be covered during my absence but will ensure that I remain contactable by email in case of an emergency. I am grateful for the understanding and support of my colleagues and the organisation during this challenging time, and I am confident that I will return to work with new energy and enthusiasm.
Sincerely,
[Your Name]
Study Leave
Dear Manager,
I would like to take a study leave from work from [start date] to [end date] to pursue further education in my area of work in order to develop my knowledge and skills.
I have made sure that there is no important project or deadline happening during my leave, and I have made arrangements for coverage during my leave. I will remain available for contact in case of emergencies, but I appreciate your support in providing this learning opportunity.
Sincerely,
[Your Name]
Effective Tips for Writing a Leave Notification Email
When writing a leave notification email, it’s important to keep in mind that this email will be the official record of your planned absence. Hence, it’s important to follow best practices to avoid any misunderstandings and ensure that your request for leave is approved promptly. Here are some effective tips to help you write a professional and informative leave notification email:
- Be concise and to the point: Keep your email brief and concise, while providing all the necessary information. Remember that your manager or HR personnel is likely busy, so make it easy for them to quickly understand why you need the leave and when you plan to return to work.
- Start with a polite greeting: Begin your email with a professional greeting, such as “Dear [Manager’s Name]” or “Hello [HR Personnel’s Name].” This sets the right tone and shows that you’re taking your leave request seriously.
- Provide details about the leave: Specify the reason for your leave and how long you plan to be away from work. If you’ll be taking multiple leaves, mention that as well. This information helps your manager or HR personnel plan for your absence and make necessary arrangements.
- Give notice in advance: It’s best to give as much notice as possible, ideally at least two weeks before your planned start date. This gives your team enough time to make adjustments and ensures a smooth transition before you go on leave.
- Try to be flexible: Sometimes your manager or HR personnel may suggest an alternative start date or length of leave. Be open to these suggestions and try to find a mutually agreeable solution.
- Include your contact details: Provide your contact details in case of an emergency or if someone needs to get in touch with you while you’re on leave. This can include your personal email, phone number, or any other preferred method of contact.
- End with a polite thank you: Conclude your email by thanking your manager or HR personnel for their understanding and support. This shows that you appreciate their help and are confident that your leave request will be handled efficiently.
By following these simple tips, you can craft a well-written and professional leave notification email that will help you get your leave approved smoothly without any delays.
Leave Notification Email Sample
What is a leave notification email?
A leave notification email is an email that one sends to their employer to notify them of their absence from work.
When should I send a leave notification email?
You should send a leave notification email as soon as you know that you will be absent from work.
What should I include in a leave notification email?
You should include the dates and reason for your absence, your contact information and any relevant details your employer may need to know.
What format should I use for a leave notification email?
The format might depend on your employer’s policy on leave notification emails. However, a standard format usually includes a greeting, an introduction of the leave request, the dates of the absence, the reason for the absence, and a closing statement.
How long should my leave notification email be?
It is recommended to keep your leave notification email concise and direct to the point. Ideally, it should be no more than 2 paragraphs long.
Who do I send my leave notification email to?
You should send your leave notification email to your employer or the appropriate person in your organization’s HR department.
Do I need to provide any supporting documents with my leave notification email?
Your employer may request additional documentation to support your absence depending on their HR policies and your reason for the absence.
What should I do if my leave notification email is rejected?
You should have a discussion with your employer or HR department to understand the reason for the rejection and find a possible solution.
Can I request for a different type of leave after submitting a leave notification email?
Yes, you can request for a different type of leave after submitting a leave notification email. However, you will need to inform your employer and submit a new request if the policy demands one.
Sending a Leave Notification Email Should Be a Breeze!
We hope this leave notification email sample serves as a useful guide for you. Remember, the most important thing is to keep it simple, specific, and sincere. Letting your colleagues know of your plans ahead of time can help prevent any confusion or inconvenience to the team. Don’t forget to thank your boss and co-workers for their understanding, and make sure you set an out-of-office reply as well. We hope you found this article helpful, and stay tuned for more informative posts soon. Thanks for stopping by!