Many employees find writing leave application emails challenging. Finding the right words to ask for time off while staying professional often leaves people stuck staring at blank screens. Should you keep it brief or add details? What tone strikes the perfect balance between respectful and genuine?
Here’s the good part. Using proven approaches and examples, crafting these emails becomes simple and straightforward. These carefully crafted samples hit all the right notes and help you request your time off smoothly.
Leave Application Email Samples
Here are 20 well-written leave application emails you can adapt for your needs.
1. Medical Leave Application for Surgery
Subject: Leave Application for Scheduled Surgery – [Employee Name]
Dear Mr. Thompson,
Hope this email finds you well. Writing to formally request medical leave for an upcoming surgery. My doctor has scheduled a knee replacement procedure for August 15th, 2024, and advised a recovery period of three weeks.
The surgery requires two days of hospitalization, followed by physical therapy sessions. My recovery timeline spans from August 15th to September 5th, 2024. During this period, Sarah from my team will handle my ongoing projects. She’s already briefed on the timelines and deliverables.
All pending tasks will be completed before my leave starts. Additionally, ready to provide any medical documentation you need for HR records.
Looking forward to your approval.
Best regards, James Wilson
2. Emergency Leave Due to Family Crisis
Subject: Urgent Leave Request – Family Emergency
Dear Ms. Rodriguez,
Writing with urgency as my father has been admitted to City Hospital following a severe heart attack. Need to take emergency leave starting tomorrow, December 12th, 2024, to be with him during this critical time.
The doctors suggest he might need immediate bypass surgery. Given the situation’s uncertainty, requesting a week’s leave initially. Will keep you updated on any changes to this timeline based on his recovery progress.
My team is aware of this situation. Robert will manage the client presentations scheduled for this week, and Lisa will oversee the ongoing marketing campaign.
Thank you for understanding this sudden request.
Regards, Michael Chang
3. Vacation Leave for Family Wedding
Subject: Leave Application for Sister’s Wedding
Dear Mr. Baker,
Writing to request leave from July 5th to July 15th, 2024, to attend my sister’s wedding in Boston. As the maid of honor, need to arrive early for wedding preparations and rehearsals.
Already completed the quarterly reports due next month. Also prepared detailed handover notes for Tom regarding the upcoming client meetings. He’s agreed to cover for me during my absence.
Will remain available on phone for any urgent matters that might need my input.
Please approve my leave request.
Thank you, Rachel Green
4. Study Leave for Final Exams
Subject: Leave Request for MBA Final Examinations
Dear Mrs. Patterson,
Requesting study leave from October 10th to October 20th, 2024, for my MBA final examinations at State University. These exams mark the completion of my part-time master’s program.
The project status report for Q4 will be submitted before my leave starts. Also, created a detailed timeline for the pending tasks, which Jessica will monitor during my absence.
Regular team meetings have been rescheduled, and all team members are notified of these changes.
Your approval would be greatly appreciated.
Best regards, David Chen
5. Maternity Leave Application
Subject: Maternity Leave Request Starting September 2024
Dear Mr. Harrison,
Writing to formally request maternity leave starting September 1st, 2024. Based on my doctor’s recommendation and company policy, planning to take four months of leave, returning to work on January 2nd, 2025.
Started preparing a comprehensive handover document detailing all ongoing projects. Will schedule training sessions with Kate next month to ensure smooth workflow during my absence.
Happy to discuss any questions about the handover plan or return-to-work schedule.
Thank you for your consideration.
Best regards, Emma Thompson
6. Religious Holiday Leave Request
Subject: Leave Application for Ramadan Celebrations
Dear Ms. Clarke,
Writing to request leave for three days, from April 10th to April 12th, 2024, to celebrate Eid-ul-Fitr with my family.
Current project milestones will be met before the holiday begins. Prepared detailed status updates for all running tasks, and Ryan has agreed to handle any urgent matters during these three days.
Will complete extra hours this week to ensure no pending work affects team deadlines.
Looking forward to your approval.
Regards, Amir Khan
7. Bereavement Leave Request
Subject: Bereavement Leave Request – Grandmother’s Passing
Dear Mr. Martinez,
With deep sadness, writing to request bereavement leave following my grandmother’s passing this morning. Need to travel to Chicago for the funeral services and family matters.
Requesting leave from March 15th to March 19th, 2024. All immediate deadlines have been met, and pending tasks assigned to team members with clear instructions.
Thank you for understanding during this difficult time.
Regards, Sarah Johnson
8. Personal Leave for House Moving
Subject: Leave Request for Residential Relocation
Dear Ms. Anderson,
Writing to request two days of leave on May 23rd and 24th, 2024, to manage my house move. Need these days to oversee the moving process and setup at the new location.
Completed all priority tasks ahead of schedule. Created detailed notes for pending items, which Chris will monitor during my absence.
Will check emails periodically for any urgent matters.
Thank you for considering this request.
Best regards, Peter Zhang
9. Sick Leave Due to Food Poisoning
Subject: Sick Leave Request – Food Poisoning
Dear Mr. Williams,
Writing to inform you that suffering from severe food poisoning since last night. The doctor advises rest for the next two days, from June 5th to June 6th, 2024.
Rescheduled today’s team meeting to next week. Shared project updates with the team via email, and Mark will lead the client call scheduled for tomorrow.
Will share the medical certificate once back at work.
Thank you for your understanding.
Regards, Lucy Carter
10. Professional Development Leave
Subject: Leave Request for Digital Marketing Conference
Dear Ms. Turner,
Writing to request leave from September 20th to September 22nd, 2024, to attend the Annual Digital Marketing Summit in San Francisco.
This conference offers valuable insights into emerging marketing trends and networking opportunities. Will share key learnings with the team through a presentation upon return.
All project deadlines for that week will be met before leaving, and Helen will handle any urgent client requests.
Please approve this professional development opportunity.
Best regards, Kevin Brooks
11. Leave for Civil Service Exam
Subject: Leave Application for Civil Service Examination
Dear Mr. Douglas,
Writing to request leave on November 15th, 2024, to appear for the Civil Service examination. The exam center requires candidates to report by 8 AM.
Already completed next week’s deliverables. Briefed Alex about ongoing tasks, and he agreed to manage any urgent matters during my absence.
Will return to work the next day.
Looking forward to your approval.
Regards, Maria Garcia
12. Paternity Leave Request
Subject: Paternity Leave Application
Dear Mrs. Henderson,
Writing to apply for paternity leave as my wife and expect our first child around July 20th, 2024. Requesting two weeks of leave starting from the delivery date.
Currently preparing detailed handover documents for all projects. Will conduct knowledge transfer sessions with the team next week to ensure smooth operations.
Will confirm exact dates once the baby arrives.
Thank you for your consideration.
Best regards, Thomas Anderson
13. Leave for Dental Surgery
Subject: Leave Request for Wisdom Tooth Extraction
Dear Mr. Phillips,
Writing to request medical leave for a wisdom tooth extraction procedure scheduled for April 25th, 2024. The dentist recommends two days of rest for proper recovery.
Will complete all pending reports before the procedure. Shared project status with Jenny, who will handle any urgent matters during my absence.
Planning to return to work on April 28th, 2024.
Please approve my leave request.
Regards, Sophie Lee
14. Leave for Home Repairs
Subject: Leave Application for Emergency Home Repairs
Dear Ms. Foster,
Writing to request urgent leave for tomorrow, February 15th, 2024, due to a burst water pipe at home. Need to supervise the emergency repairs and prevent further damage.
Updated all project timelines this evening. Shared necessary files with the team and briefed Sam about tomorrow’s client meeting, which he will handle.
Will remain available on phone if needed.
Thank you for understanding this last-minute request.
Best regards, Daniel Kim
15. Leave for Court Appearance
Subject: Leave Request for Court Testimony
Dear Mr. Reynolds,
Writing to request leave on March 8th, 2024, as received a court summons to appear as a witness in a civil case. The hearing starts at 9 AM and might take the entire day.
Completed this week’s targets ahead of schedule. Prepared detailed notes for the team meeting, which Carol will chair in my absence.
Will share the court attendance certificate upon return.
Looking forward to your approval.
Regards, Robert Mitchell
16. Leave for Family Reunion
Subject: Leave Application for Annual Family Reunion
Dear Ms. Bennett,
Writing to request leave from December 27th to December 29th, 2024, to attend our annual family reunion in Denver. This gathering happens once a year when all family members travel from different states.
Ensured all year-end reports are updated. Created a detailed handover document for Mike, who will monitor ongoing projects during these days.
Will check emails regularly for any urgent matters.
Please consider my request.
Best regards, Jennifer Wong
17. Leave for Blood Donation
Subject: Half-Day Leave Request for Blood Donation
Dear Mr. Carter,
Writing to request half-day leave on May 5th, 2024, afternoon to donate blood at the City Blood Bank. The donation process takes approximately two hours.
Morning meetings and deliverables will proceed as scheduled. Shared afternoon task updates with the team for seamless workflow.
Will return to work the next day.
Thank you for considering this request.
Regards, Paul Turner
18. Leave for Pet Emergency
Subject: Emergency Leave Request – Pet Surgery
Dear Ms. Morgan,
Writing to request emergency leave today as my dog needs immediate surgery following an accident. The vet estimates the procedure and initial recovery monitoring will take the full day.
Shared project updates with the team via email. Alice will present the marketing proposal to clients this afternoon as planned.
Will complete pending tasks from home this evening.
Thank you for understanding this urgent situation.
Best regards, Laura Martinez
19. Leave for Visa Interview
Subject: Leave Application for Visa Interview
Dear Mr. Hughes,
Writing to request leave on June 18th, 2024, to attend a visa interview at the Australian Embassy. The appointment is scheduled for 10 AM.
Completed all weekly targets ahead of time. Briefed Ryan about ongoing projects, and he will handle any urgent matters during my absence.
Will share the interview attendance proof upon return.
Please approve my leave request.
Regards, Steven Chang
20. Leave for Anniversary Celebration
Subject: Leave Request for Wedding Anniversary
Dear Ms. Parker,
Writing to request leave on October 5th, 2024, to celebrate my 10th wedding anniversary. Planning a special day trip with my spouse.
Ensuring all deadline-bound tasks are completed beforehand. Shared detailed notes with the team about ongoing projects.
Will remain available on phone for any critical issues.
Looking forward to your approval.
Best regards, Michelle Lee
Final Thoughts: Writing Effective Leave Application Emails
A well-written leave application email shows professionalism and consideration for your team. These examples showcase the essential elements that make requests effective. Using clear dates, providing solid handover plans, and maintaining a respectful tone helps ensure your leave requests receive prompt approval.
Using these samples as a starting point, adjust the content based on your specific situation while keeping the core elements intact. This approach helps maintain professional relationships while ensuring your time-off needs are met.