You might need to take some extended time off work at some point in your career. For instance, you may have some health issue that needs prolonged treatment, or you need to take care of a sick family member or take extra time for the birth/ adoption of a child.
Whatever the case might be, if you need extended time off from work, you must submit a leave of absence request to your boss.
We understand that writing a leave of absence request can be quite stressful. It’s a kind of personal letter, so you might think how personal it should be. Do you have to go into detail about why you are taking leaves, or can you maintain privacy?
Such questions might arise in your mind. But don’t let these thoughts stop you from putting in a leave request. Also, don’t worry if you haven’t written a leave of absence request earlier. Stick to this guide to know how you can write it. So, without further ado, let us begin!
What Is A Leave Of Absence Letter?
Unlike the standard paid time off that employees use for short-term absences, like sick days or vacations, a leave of absence request is used for long-term absences that exceed the allotted PTO (paid time off).
Generally, a letter of absence is unpaid, but a few employers might pay a part of your time off. In addition, some employers might also require you to exhaust your remaining PTO before beginning your official letter of absence request.
What Is The Family Medical Leave Act?
FMLA, i.e., Family & Medical Leave Act, ensures eligible/ suitable employees can take up to 12 workweeks of job-protected leave per year for things like adoption/ birth of the child, a severe health condition, or immediate family/ military leave.
You might be eligible for FMLA if you:
- Work for an employer covered by FMLA.
- Have worked for your employer for at least 12 months.
- Have worked for at least 1,250 hours in those 12 months before taking leave.
- Work at a place that recruits at least 50 employees.
Before taking/ writing a leave of absence request, it is vital to study the company’s leave policy. This can help you learn whether you are eligible for FMLA & if your employer is likely to grant your request.
If your company does not have any leave policy or doesn’t grant you a leave, taking time off without their approval could be considered a job abandonment or resignation. You must know that both are grounds for termination. Therefore, it is best to consult with your company’s human resource department before writing a leave of absence request or temporarily resigning from your job.
How To Write A Leave Of Absence Request
There are a few things that you must consider before you submit your leave of absence request to your employer. Here they are:
- Familiarize Yourself With Leave Absence Policy
Some employers have a leave absence policy outlining which circumstances are covered, along with some specific requirements and a procedure for applying.
Therefore, as an employee, you must check your employee handbook for data about LOA, i.e., leave of absence. In addition, you can even contact the company’s HR department to ensure you are taking all the required steps.
- Determine The Duration Of Your LOA
If you can, then it’s best to recognize when your leave of absence will begin & end. For instance, in some situations where you are experiencing a medical problem or being a caregiver to a loved one, you might not know when you will return to work. Thus, providing an estimate will help your supervisor determine an apt plan for covering your work while you are away.
- Put Your Request In Writing
Carefully compose a letter to your supervisor & be as detailed and transparent as possible. Because some employers might ask for a doctor’s note, you might want to have a document signed by your physician beforehand. If you do not feel comfortable sharing your personal details, you can request leave using more generic terms like ‘personal issues/ reasons’, ‘medical reasons’, etc.
- Consider If There Are Any Alternatives
In some cases, if you can work, you can negotiate some other arrangement with your boss. For instance, you might take on some temporary part-time work, telecommute, ask for work from home, etc. This way, you can still earn income & your supervisor might not need to delegate your work.
- Communicate Your Leave Of Absence
Work with your employer to determine how & when it is best to communicate your leave to the rest of the team. Your boss/ company might have a specific procedure for this, so it’s best to follow it while communicating.
While some employers might announce your leave to your colleagues, others might just speak with those who work directly with you.
- Say Thank You
Save room for a thank you to close out your leave of absence request. Politely thanking your employer for considering the letter shows you are grateful for their support.
Examples Of Absence Request Letters
It is vital to note that the Family & Medical Leave Act has specific documentation you must use. For non-FMLA leave, here are two examples from which you can take help to craft your request.
- Medical Leave Of Absence
‘I am writing to request a month of medical leave of absence beginning next week from Monday, i.e., October 1 to Wednesday, i.e., October 30. I will be having surgery, after which I will require a minimum of three weeks of recovery period.
Well, I am happy to assist in managing any necessary preparations before starting my leave, like training colleagues on forthcoming projects.
Lastly, thank you so much for understanding.’
- Personal Leave Of Absence
‘I am submitting the request for a leave of absence to tend to urgent personal matters beginning next week. If possible. I would like to take my leave from Monday itself & return to the office at the end of this month.
However, I will make myself available intermittently to answer queries via phone & email. Lastly, I am happy to do whatever is necessary to ensure an effortless transition before my leave begins.
Thank you for your consideration.’
Wrapping Up!
When submitting a leave of absence request, it’s vital to be as professional & timely as possible.
By using the tips & taking help from the examples given, you can ensure your boss/ company understands your need for the leave, thus increasing your chances of getting the time off as requested!
Lastly, if you seek more information on this topic, visit our official website RILC Academy. Our counselors are here to help you out with your queries & concerns.
Suggested Read: Career Planning & Goal Road Mapping
