Leave of Absence Letter — Free Template to Request Time Off Work
A leave of absence letter asks your employer, in writing, for an extended period away from work and sets out your dates, your reason and how your work will be covered. Answer the questions below and your letter fills itself in as you type.
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October 15, 2026
[Your manager or HR contact]
[Company name]
Re: Request for [Type of leave]
Dear [Your manager or HR contact],
I am writing to formally request [Type of leave] beginning [First day of leave]. I plan to return to work on [Expected return date].
[Why you're requesting leave]
I am happy to complete any forms or provide any documentation needed to support this request. Please let me know if you approve, or if you would like to discuss the dates or arrangements. I appreciate your understanding and support.
Sincerely,
[Your full name]
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Templates for your situation
Each version starts with the right wording for that situation already filled in.
What to do, step by step
Read your company's leave policy
Check your employee handbook for the types of leave offered, how much notice is required, whether leave is paid, and which forms HR needs. Ask HR if anything is unclear.
Find out what protections may apply
Depending on your employer's size, how long you've worked there and where you live, federal or state family and medical leave laws may protect your job during certain kinds of leave. HR can tell you whether you're eligible.
Fill in your letter
Answer the questions above. Give clear dates, a brief reason, your plans for pay or paid time off, and how your work will be covered.
Give as much notice as you can
For planned leave, such as a birth or a sabbatical, many policies ask for 30 days' notice or more. For emergencies, send the letter as soon as you reasonably can.
Get the answer in writing
Send the letter to your manager and HR, keep a copy, and ask for written confirmation of your approved dates and pay arrangements before your leave starts.
What if your employer denies your leave request?
Ask for the reason in writing. Some leave, such as a sabbatical or extended personal leave, is entirely at your employer's discretion. Others may be protected: eligible employees can generally take up to 12 weeks of unpaid, job-protected leave a year under the federal Family and Medical Leave Act for their own serious health condition, a new child or caring for a seriously ill family member.
If your leave may be protected and your employer refuses, ask HR exactly which policy or rule they're relying on. Many states have their own family leave, paid leave or pregnancy-related protections that go further than federal law. Your state labor department can explain what applies to you.
If a full leave isn't possible, consider asking for a compromise: different dates, a shorter leave, a phased return or reduced hours. If you believe you were denied leave you're entitled to, or treated badly for asking, contact the US Department of Labor or a legal aid organization for help.
Example leave of absence letter
A filled-in sample with made-up details, so you can see the finished result.
Natalie Brooks
October 5, 2026
Karen Chen
Summit Health Partners
Re: Request for medical leave
Dear Karen Chen,
I am writing to formally request medical leave beginning November 2, 2026. I plan to return to work on December 14, 2026.
My doctor has advised that I need surgery followed by a recovery period of about six weeks, during which I will be unable to work. I can provide a note from my doctor confirming the dates.
I would like to use my 64 hours of accrued paid time off first, with the remainder of my leave unpaid. I would also like to apply for short-term disability benefits if I am eligible.
To keep things running smoothly while I am away, I plan to do the following:
Before my leave, I will finish the Q4 billing reconciliation and write a handover document for Luis Ramirez, who has agreed to cover my daily claims queue.
While I am on leave, I can be reached by email at natalie.brooks@email.com for urgent questions.
I am happy to complete any forms or provide any documentation needed to support this request. Please let me know if you approve, or if you would like to discuss the dates or arrangements. I appreciate your understanding and support.
Sincerely,
Natalie Brooks
Frequently asked questions
What should a leave of absence letter include?
Your name, the date, who it's addressed to, the type of leave, your first day of leave and expected return date, a brief reason, how you plan to handle pay or paid time off, how your work will be covered, and an offer to provide paperwork or discuss the arrangements.
Do I have to tell my employer why I need leave?
You usually need to give enough information for your employer to know what kind of leave you're requesting, especially if you want it to count as protected medical or family leave. You don't generally have to share a detailed diagnosis; a doctor's note confirming you need time off is often enough.
How much notice should I give for a leave of absence?
For foreseeable leave, give as much notice as you can — 30 days is a common expectation and is what the federal FMLA asks for when leave is foreseeable. For sudden emergencies, notify your employer as soon as practical and follow up with the letter.
Is a leave of absence paid?
It depends on your employer's policies and where you live. Some leave is unpaid, but you may be able to use paid time off, short-term disability or a state paid family leave program, which several states offer. Ask HR what's available.
Will my job be waiting for me when I come back?
If your leave is protected under federal or state law, you're generally entitled to return to the same or an equivalent job. For leave that isn't protected, your return depends on your employer's policy, so ask for written confirmation before you go.
FairLetter is not a law firm and does not provide legal advice. Letters are templates you customize and send yourself.