Personal Leave of Absence Letter — Free Template
A personal leave of absence covers time off for reasons that aren't medical or a new child: caring for a relative, moving, handling a family crisis, or taking time to recharge. Because personal leave is usually at your employer's discretion, the letter needs to make a clear, reasonable case and show you've thought about how your work will get done.
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October 15, 2026
[Your manager or HR contact]
[Company name]
Re: Request for personal leave
Dear [Your manager or HR contact],
I am writing to formally request personal 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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Making the case for discretionary leave
Most personal leave isn't protected by law, so approval depends on your employer's policy and your manager's judgment. Explain the reason briefly and honestly, keep the leave as short as you realistically can, and choose dates that avoid your team's busiest periods if possible.
Your coverage plan matters even more here than for other leave. A concrete handover — who will cover what, and what you'll finish before you go — shows you're taking responsibility for the impact on your team.
Check whether a protected leave applies
Some situations that feel personal may be covered by family or medical leave laws. Caring for a parent, spouse or child with a serious health condition, for example, can qualify under FMLA for eligible employees. Some states also protect leave for things like domestic violence or a family member's military deployment.
If your reason might qualify, ask HR before you send the letter. A protected leave gives you more security than a discretionary one.
Get the terms in writing
Before you go, get written confirmation of your dates, whether your benefits continue, who pays your share of health premiums, and that your job will be available when you return. With discretionary leave, these details are only as solid as what's agreed.
If your employer can't approve the full leave, ask about alternatives, such as fewer weeks, working part-time for a period, or working remotely while you handle things.
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 personal 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 personal leave
Dear Karen Chen,
I am writing to formally request personal leave beginning January 4, 2027. I plan to return to work on February 1, 2027.
My family is relocating my grandmother to an assisted living facility in Arizona, and I need four weeks to help manage the move, sell her home and get her settled.
I would like to use my remaining 40 hours of paid time off, with the rest of the leave unpaid.
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
Can my employer deny a personal leave of absence?
Usually, yes. Personal leave that isn't protected by a federal or state law is generally up to your employer. That's why it helps to make a clear request, offer a coverage plan and be flexible on dates.
Is personal leave paid?
Usually not, beyond any paid time off you choose to use. Ask whether your benefits, such as health insurance, continue during unpaid leave and whether you'll need to pay your share of premiums directly.
How long can a personal leave of absence be?
That depends on your employer's policy. Some allow a few weeks; others allow several months for long-tenured employees. Ask HR what the policy permits before you decide how much time to request.
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.
FairLetter is not a law firm and does not provide legal advice. Letters are templates you customize and send yourself.