Leave of Absence Letter: Template & Examples
Copy-paste leave of absence letter templates plus a checklist of what to include, when you need one, and how to handle the return-to-work conversation.
A leave of absence letter is a short written request that tells your employer you need extended time away from work, when, why, and how your responsibilities will be covered while you're out. You need one any time you'll be gone longer than your normal PTO covers, when the leave is governed by a law or company policy, or when HR asks for the request in writing. Below are ready-to-use templates for the most common situations, plus a checklist of what every version should include.
When you actually need a leave of absence letter
Not every absence requires a formal letter. A day off for a dentist appointment is a quick message to your manager. A leave of absence is different: it's longer, often crosses into unpaid territory, and usually triggers paperwork on the employer's side.
Write a formal letter when:
- You'll be out for more than a week or two, beyond what a casual PTO request covers.
- The leave is tied to a legal protection such as FMLA (in the US, up to 12 weeks of job-protected unpaid leave for eligible employees), military leave, jury duty, or a state paid-family-leave program.
- You're requesting unpaid time and need a written record of the arrangement.
- HR or your manager asks for it in writing, which most do once a leave exceeds a few days.
- You want a paper trail protecting your job, your benefits, and your return date.
The letter does two jobs. It formally starts the approval process, and it becomes the reference document everyone returns to later when questions come up about dates, pay, or your role on return.
What to include in every leave of absence letter
A good letter is one page and answers every question your manager and HR will have before they have to ask. Use this as a checklist.
| Element | What to write | Why it matters |
|---|---|---|
| Dates | Start date and expected return date | Lets your team plan coverage |
| Type of leave | Medical, family, personal, military, etc. | Determines which policy applies |
| Reason | One line; general is fine for personal | Sets expectations without oversharing |
| Pay status | Paid, unpaid, or PTO applied | Avoids payroll surprises |
| Coverage plan | Who handles your work and how | Shows you've thought it through |
| Contact preference | Reachable or fully offline | Prevents awkward interruptions |
| Documentation | Note if you'll provide it separately | Speeds up protected-leave approval |
| Signature and date | Your name, the date you wrote it | Makes it official |
A few writing notes that save back-and-forth:
- Lead with the dates. The first thing anyone wants to know is how long you'll be gone.
- Match your reason to the leave type. Medical leave needs only "for medical reasons"; you don't owe a diagnosis.
- Be concrete about coverage. "Priya will cover client check-ins; I've documented the monthly close in our shared drive" beats "I'll make sure things are handled."
- State your boundaries. If you'll be fully offline, say so. If you'll check email once a week, say that instead.
Put the numbers in writing
Template 1: General leave of absence (personal)
Use this when the reason is personal and you'd rather keep it general. You're not obligated to explain a family matter or personal situation in detail.
Subject: Leave of Absence Request, [Your Name]
Dear [Manager's Name],
I'm writing to request a leave of absence for personal reasons. I would like to be away from work from Monday, March 3 through Friday, March 28, returning on Monday, March 31.
I plan to apply my accrued PTO to cover the first two weeks, with the remaining time unpaid. Please let me know if I've understood the policy correctly.
To keep things running smoothly, I've outlined a coverage plan: Jordan Lee has agreed to handle day-to-day client requests, and I've documented the weekly reporting process in our shared folder. I'll complete the open Henderson project before my last day.
I'll be largely offline during this period but can be reached by email for genuine emergencies.
Thank you for considering this request. I'm happy to discuss the details whenever works for you.
Sincerely, [Your Name] [Title] | [Date]
Template 2: Medical leave of absence
For your own health condition. Keep the medical detail out of the letter; provide documentation through HR or occupational health, not in the email thread.
Subject: Medical Leave of Absence Request, [Your Name]
Dear [Manager's Name],
I'm requesting a medical leave of absence on the advice of my doctor. My expected dates of leave are Monday, April 7 through Friday, May 16, with an anticipated return of Monday, May 19. This date may shift depending on my recovery, and I'll keep HR updated.
I understand this leave may qualify under FMLA. I'll submit the required medical certification to HR by the end of this week so the paperwork is in order before my start date.
Regarding coverage: I've briefed Samira Okafor on my active accounts and saved handoff notes for each in the team drive. I'd suggest we hold any non-urgent projects until I'm back.
I'd appreciate guidance on how my health benefits and pay continue during the leave. I'd prefer to be contacted only for true emergencies while I focus on recovery.
Thank you for your understanding.
Sincerely, [Your Name] [Title] | [Date]
Template 3: Family or caregiving leave
For caring for a new child, a sick family member, or a similar family event. This is often the other half of FMLA eligibility in the US.
Subject: Family Leave of Absence Request, [Your Name]
Dear [Manager's Name],
I'm writing to request family leave to care for a close family member. I'd like to take leave from Tuesday, June 2 through Friday, July 25, returning on Monday, July 28.
I believe this qualifies under FMLA, and I'll provide the supporting documentation to HR within the next few days. I plan to use two weeks of accrued PTO at the start, with the balance taken as unpaid job-protected leave.
For coverage, Marcus Bell will step in on my recurring responsibilities, and I've scheduled a one-hour handoff with him before I leave. All process docs are current in our shared workspace.
I can check email briefly once a week if something truly needs my input; otherwise I'll be focused on family during this time.
Thank you for supporting me through this.
Sincerely, [Your Name] [Title] | [Date]
Template 4: Short, manager-to-employee approval
Managers need a version too. When you approve a leave, confirm it in writing so the terms are unambiguous.
Subject: Confirmation of Your Approved Leave
Hi [Employee Name],
This confirms your approved leave of absence from March 3 through March 28, with a return date of March 31.
The first two weeks will be paid using your accrued PTO (you have 11 days available); the remaining time will be unpaid. Your health benefits will continue uninterrupted, and we'll bill you for your portion of premiums on return.
We've noted Jordan Lee as your coverage contact. Please complete your handoff notes by your last day. Reach out anytime if your plans change.
Looking forward to having you back.
Best, [Manager Name]
How leave types compare
The right template depends on the type of leave, and so does the pay and protection. Here's how the common categories line up in the US. Always check your state and company policy, since both can be more generous than federal law.
| Leave type | Typical length | Usually paid? | Job-protected? |
|---|---|---|---|
| PTO or vacation | One to ten days | Yes | Per policy |
| Sick leave | One to five days | Often, per state | Often |
| FMLA medical or family | Up to twelve weeks | No, unless PTO applied | Yes, if eligible |
| Parental leave | Varies widely | Depends on employer and state | Often |
| Military leave | Varies | Differential pay common | Yes, under USERRA |
| Bereavement | One to five days | Usually | Per policy |
| Personal leave | Varies | Usually unpaid | Per policy |
If you're a manager deciding whether to keep a role open and at what cost, it helps to know the dollar figure attached to a leave. Our PTO cost calculator gives you the covered-pay and coverage numbers so the approval isn't a shot in the dark.
Common mistakes that delay approval
- Vague dates. "A few weeks in spring" forces HR to come back to you. Pin down a start and expected return, even if the return might move.
- Oversharing medical detail. You don't need to disclose a diagnosis in the letter. Categorize the leave and route documentation through HR.
- No coverage plan. A leave request with no handoff plan reads as a problem dumped on the team. Name names and link to docs.
- Ignoring pay status. Assuming a leave is paid when it's unpaid creates payroll friction and resentment. Confirm it before you go.
- Skipping the written confirmation. Verbal approvals fall apart when someone forgets the terms. Get the approval in writing, both directions.
To count exactly how many working days your leave actually spans, run the dates through our working days calculator before you commit to a return date.
A simple process for managers
If you're the one receiving these letters, a light process keeps it fair and consistent:
- Acknowledge within a day. Even a "got it, reviewing now" lowers the employee's stress.
- Confirm the leave type and law that applies. This drives pay and protection.
- Lock the pay status. Decide what's PTO, what's unpaid, and how benefits continue.
- Document coverage. Who's covering, and what's paused until return.
- Send a written confirmation. Use Template 4 so the terms are on record.
- Schedule the return check-in. A short conversation the week before return removes surprises.
Track it all in one place rather than scattered emails. When leave dates, balances, and approvals live in a single system, the next request takes minutes instead of a morning of digging.
Putting it together
A leave of absence letter is mostly about removing uncertainty: clear dates, an honest pay status, and a coverage plan nobody has to chase you for. Pick the template that matches your situation, fill in the specifics, and confirm the terms in writing on both sides.
SimplyPTO keeps the whole thing tidy: employees request leave, managers approve it, balances update automatically, and everyone can see who's out and when, without a single tangled email thread. Start a free SimplyPTO account and turn leave requests into a two-click process for your team.
Frequently asked questions
What should a leave of absence letter include?
At minimum: the dates you'll be away, the reason (kept general for personal matters), whether the leave is paid or unpaid, your plan for handing off work, and your contact preferences while out. Keep it to one page. If the leave is medical or covered by a law like FMLA, note that you'll provide supporting documentation separately.
Do I have to give a reason for a leave of absence?
Not always. For sick leave or short personal leave, many employers only need dates and a one-line reason. For protected leave (medical, family, military), employers can require documentation but usually cannot demand granular medical detail. When in doubt, state the category (medical, family, personal) rather than specifics.
How much notice should I give for a leave of absence?
For foreseeable leave such as a planned surgery or a wedding, give as much notice as you can, ideally 30 days, which is what FMLA expects when the need is known in advance. For emergencies, notify your manager as soon as practical, often the same day, then follow up with a written letter.
Is a leave of absence paid?
It depends on the type and your employer's policy. Vacation or PTO time is paid; most personal and extended medical leaves are unpaid unless you apply accrued PTO or a disability or paid-family-leave benefit applies. Always confirm in writing whether your leave is paid, unpaid, or a mix, and how benefits like health insurance continue.
What's the difference between a leave of absence and PTO?
PTO (paid time off) is your accrued bank of paid days for vacation or sick time, typically used for short, routine absences. A leave of absence is a formal, usually longer arrangement, often unpaid or partly paid, for situations like medical recovery, caregiving, or military service, and frequently involves legal protections and a documented return date.