Sample Leave Letters

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How to Write a Leave Letter


Your leave letter should be respectful, complete, and clear. As you consult the leave letter samples, keep these key points in mind.

Create notes beforehand: Gather your notes and think carefully before you begin to write. Much of your letter will consist of dates, facts, details, and guidance for your employer in your absence, so you don’t want to skip anything important accidently

Focus on critical details: You may want to express how much you’ll miss this place while you’re gone, but focus on core information first.

Be gracious: Even if your employers are obligated by law to hold your position while you’re gone, say thank you. It never hurts to thank.

Double check: After you share your letter with your employer, gain confirmation that both of you are on the same page regarding dates and expectations. Do this before you walk out the door.

How to Format a Leave Letter


Your leave letter, like these leave letter samples, will consist of an introduction, a body and a conclusion. Begin with a brief and polite introduction that gets directly to the point (for example, “As you know, I will be taking a temporary period of leave this summer to travel to Belgium to complete my dissertation”).

The body of your letter will include the important information that your employer should know about your departure date, return date, expectations upon your return, and anything you expect your employer to do, handle, or monitor during your absence (you may want to break these items into distinct bullet points for the sake of clarity). Your final sign-off should be polite and respectful.

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Common Leave Letter Mistakes


As you draft and edit your letter, use these leave letter samples as a model and watch out for the following common mistakes:

▪ Erroneous details: Check and double check to make sure your factual information is correct. Check your departure date, return date, reasons for leaving, and cite the company or legal policies that protect your job while you’re gone.

▪ Skipping your contact information: Make sure your boss knows how to reach you in the event of news or emergencies. If you don’t want to be contacted, make this clear.

▪ Leaving room for misinterpretation: Some of your responsibilities may be difficult to explain, but find a way. If your letter contains even a small degree of ambiguity, you may find yourself returning to a mess.

▪ Too much detail: If you ramble on for too long, your most important information may slip through the cracks. If possible, limit your letter to one or two pages at the most.

You’ve Written Your Leave Letter. Now What?


Now that you’ve consulted these leave letter samples and written your own, you’ll be ready to hand your letter over to your boss and, possibly, your temporary replacement. Make sure you’ve correctly followed the rules provided by your company or organization, and obtain clear confirmation that your letter has been received and understood before you move on with your plans.

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