10 Professional Leave Email Samples for Office

Looking for the perfect leave email sample for office that will keep your colleagues or superiors in the loop while you’re away? Well, look no further. Whether you’re taking a few well-deserved days off, or leaving for an extended period, it’s important to craft a professional and concise message that communicates your intentions in a clear and effective manner.

However, we know that crafting the perfect email can be a hassle, especially when you’re crunched for time, so we’ve compiled some helpful examples that you can use and edit as needed to suit your specific needs.

In this article, you’ll find tips on how to properly format your leave email, as well as samples that can help you create a proper message for your coworkers, managers, and supervisors.

So, whether you’re out of the office for a vacation, to take care of a personal matter, or simply to recharge, we’ve got you covered with our comprehensive guide to crafting the perfect leave email sample for office.

The Optimal Structure for a Professional Leave Email Sample

Whether you are an employee who wants to take time off from work or a manager who needs to approve or reject a leave request, having a clear and concise structure for your email can make a big difference. Here are some tips based on my own experience and observations in crafting effective leave emails:

1. Greet your recipient:

Just like any email, you should start by addressing the person you are writing to. Use a salutation that matches your relationship and the level of formality you want to convey. Examples include “Dear Mr./Mrs./Ms. [Last name],” “Hello [First name],” or “Good morning/afternoon/evening.”

2. State your purpose and context:

Next, you should explain why you are sending this email and what it concerns. Be clear and specific, but also brief and to the point. For instance, you might say, “I am writing to request a leave of absence from work for medical reasons,” or “I am approving your request for vacation time from [date] to [date].” It’s also a good idea to mention any relevant information or documents that you need to share or receive, such as a doctor’s note, a substitute’s name, or a project deadline.

3. Provide details and expectations:

Depending on your role and situation, you may need to provide additional details about your leave plan or the situation at hand. For example, if you are requesting a personal day, you might explain why you need it, how you plan to make up the work, or what tasks or colleagues will be affected. If you are approving a team member’s leave, you might clarify what is expected of them before, during, and after their absence, or what resources or support they can rely on. Make sure to communicate clearly and respectfully, and avoid any unnecessary or irrelevant information.

4. Express gratitude and offer assistance:

Before closing your email, it’s always a good idea to express your appreciation for the recipient’s time and attention, as well as any cooperation or understanding they may have shown. You can also offer your help or support if needed, such as by saying, “Thank you for your prompt attention to this matter. Please let me know if you have any questions or concerns, or if there is anything else I can do to facilitate your absence,” or “Enjoy your vacation time! I am confident that the team will be able to handle the workload in your absence, but feel free to contact me if you need any assistance upon your return.”

5. Sign off respectfully:

Finally, you should end your email with a polite and professional sign-off that matches the tone and level of formality of your message. Common options include “Sincerely,” “Best regards,” “Yours truly,” or “Thanks again.” Add your full name, job title, and contact information if appropriate, and double-check for any typos or errors.

By following these guidelines, you can create a leave email sample that is clear, concise, and effective in achieving your goal while maintaining a positive and professional relationship with your recipient. Good luck!

Leave Email Samples for Different Reasons

Sick Leave Email Sample

Dear Manager,

I am writing to inform you that due to my continuing medical condition, I need to take a sick leave starting from today, [date] for one week. My doctor has recommended bed rest for me to recuperate. I apologize for any inconvenience this may cause, and I will try my best to stay updated on any work that I might have missed during my absence. Please let me know if you need any assistance with delegating my duties to other team members.

Thank you for your understanding.


[Your Name]

Vacation Leave Email Sample

Dear Manager,

I am writing to inform you that I need to take my annual vacation leave starting from [date] to [date]. During my absence, all of my work-related responsibilities will be taken care of by [Name], who has agreed to take over my duties while I am away.

Please let me know if there are any other procedures that I need to follow or any other paperwork that I need to fill out before I leave. I will be available via email, but in case of an emergency, I can also be reached via phone.

Thank you for your time and understanding.


[Your Name]

Bereavement Leave Email Sample

Dear Manager,

It is with a heavy heart that I am writing to inform you that I have suffered a family bereavement. I will need to take a leave of absence from work starting from [date], as I need time to grieve and attend to the funeral arrangements. I understand that this comes at a busy time for our team, and I will try my best to minimize any disruption and hand over any unfinished business to colleagues.

Please let me know if there are any steps I need to follow or any paperwork I need to complete. I will be available via email, but it will be limited. I hope you understand my reason for the absence, and I would like to extend my gratitude for your support.


[Your Name]

Maternity Leave Email Sample

Dear Manager,

I’m writing to let you know that I am expecting and that I plan on taking my maternity leave starting from [date]. I intend to return to work on [date], but I will keep you updated on any changes to my plans if there are any.

During my absence, I’ve made arrangements with [Name] to take over my responsibilities. They have my contact information and can reach me if anything comes up that requires my attention. Please let me know what the procedure is concerning taking maternity leave, and if there are any forms or paperwork I need to fill out before I go.

Thank you for your time and understanding during this important time for me.

Best regards,

[Your Name]

Parental Leave Email Sample

Dear Manager,

I’d like to let you know that I will need to take my parental leave, starting from [date]. I will take [X] weeks off and plan on returning to work on [date].

I know that this comes at a difficult time for our team, and I’m eager to help in any way that I can to help ensure a smooth transition while I’m away. I’ll do everything I can to hand off my work to [Name], and I’ll make sure that all of my responsibilities are documented so that my replacement has all the necessary information.

Please let me know if there is anything else I need to do before I leave, and what the process is for taking parental leave.


[Your Name]

Unpaid Leave Email Sample

Dear Manager,

I am writing to request my unpaid leave of absence starting from [date]. Unfortunately, [insert reason here], and I must take some time off work to deal with this matter. I have spoken to [Name] about my responsibilities, and they have agreed to take over during my absence.

Let me know if there is any paperwork that I need to complete and if there are any steps I need to take before I leave. I will be sure to keep you informed about my situation and let you know when I plan to return to work as soon as possible.

Thank you for your understanding and support,

[Your Name]

Personal Leave Email Sample

Dear Manager,

I am writing to request a personal leave of absence from work starting from [date]. Unfortunately, [insert reason here], and I need time off to deal with it. During my absence, I have made arrangements with [Name] to take care of my responsibilities and duties.

Please let me know if there is any paperwork that I need to fill out before I leave. I hope to be back to work as soon as possible and I will let you know as soon as I can when to expect me back.

Thank you for your understanding.

Best regards,

[Your Name]

Tips for Writing a Professional Leave Email for Office

Leaving the office for a few days or weeks requires a proper protocol that should be followed by every employee. One of the essential requirements is to inform the boss and colleagues by writing an email asking for a leave. Therefore, it is crucial to compose a concise and professional email that is easy to understand and leaves no confusion. Below are some useful tips for writing an effective leave email for office:

  • Clarity: Clear communication is the key to writing a solid leave email. You must ensure that your email clearly states the reasons why you are taking the leave. The reason can be anything ranging from personal reasons, health issues, work-related education or any medical emergency.
  • Timeframe: Provide exact details of your leave, including the start and end dates and the number of days you will be absent from work. This information helps your colleagues to stay informed about your availability and ensures that work is appropriately assigned to other team members.
  • Advance Notice: The email should be sent as soon as possible, giving your manager, as well as your colleagues, enough heads up to plan ahead. The earlier you give notice, the more time your manager has to plan your absence and delegate your work accordingly. According to experts, giving at least two weeks’ notice is the best practice.
  • Respectful Tone: The tone of the email should be professional and courteous. Remember, this communication is going into your records, and it is essential to leave a positive impression. Express your gratitude and appreciation while writing the leave email.
  • Follow Company Policy: Each company has its specific policies regarding paid or unpaid leaves. Ensure that you are aware of your company’s policy and adhere to the requirements as stated in the policy. Your HR department can help you know the procedures of requesting leaves.

Overall, writing a professional leave email requires care and attention. By keeping these tips in mind, you can ensure that your email is appropriate, easy to interpret, and fit for purpose. Remembering to submit leaves and respecting the process helps set high standards in the workplace and makes holidays a stress-free experience.

FAQs related to Leave Email Sample for Office

1. What is a leave email?

A leave email is an email sent to your employer or team to inform them that you will not be available for a certain period of time due to personal or professional reasons.

2. When should I send my leave email?

You should send your leave email at least one or two weeks before your expected leave date. This allows your team to prepare for your absence and make adjustments to their schedules if necessary.

3. What should I include in my leave email?

Your leave email should include the date you intend to start your leave, the date you plan to return, and a brief message explaining the reason for your absence. You may also want to include contact details for someone who can handle urgent matters in your absence.

4. How should I address my leave email?

You should address your leave email to your immediate supervisor or manager, and cc any relevant team members or stakeholders who may need to be informed of your absence.

5. Can I take leave at short notice?

In general, it is best to give your employer or team as much advance notice as possible when planning to take leave. However, if you must take leave at short notice due to unforeseen circumstances, it is important to inform your employer or team as soon as possible.

6. What should I do if my leave request is denied?

If your leave request is denied, you should have a discussion with your supervisor or manager to understand the reason for the denial and see if there is any way to work out a compromise. If not, you may need to reschedule your leave or make other arrangements.

7. Can I check my work email while on leave?

While it is generally advisable to disconnect from work during your leave, you may choose to check your email occasionally to stay updated on any urgent matters. However, be sure to set clear boundaries and avoid letting work interfere with your time off.

8. Can I extend my leave once it has started?

If you need to extend your leave once it has started, you should inform your employer or team as soon as possible and explain the reason for the extension. Keep in mind, however, that extending your leave may impact your team’s workflow and may not be feasible in all cases.

9. How should I close my leave email?

You can close your leave email by expressing your appreciation for your team’s understanding and support, and assuring them that you will fulfill any pending commitments before your leave starts. You should also provide contact details for anyone who may need to reach you during your absence.

That’s All, Folks!

Well, there you have it folks, the perfect leave email samples for the office. We hope this article has been helpful in your quest for the perfect message to send your colleagues. Remember, taking time off is important, whether it’s for rest and relaxation or family emergencies. You deserve a break, and we hope these templates make notifying your colleagues of your absence that much easier. Thanks for reading and be sure to stay tuned for more helpful articles coming soon!