How To Write A Leave Extension Letter?

While we might be good planners and have a schedule for everything, certain circumstances arrive unannounced. You might have planned a week-long vacation but a roadblock could prevent you from proceeding as planned. In such a scenario it is only a professional approach to inform your company about the same as soon as possible. This blog discusses what is a leave extension letter, how to write it, and provides you with sample letters.

What is a Leave Extension Letter?

A leave extension request letter is a formal letter written to HR or the manager to ask for an extension to an already granted leave due to unexpected circumstances. One can ask for a leave extension or additional leaves for reasons such as family issues, extension of vacation, medical issues, or any other emergency. The letter is important because it informs the employer that the employee will not be able to return to work on the predetermined date. 

The letter for an extension of leave not only shows an employee’s professional attitude towards your work but also serves as proof just in case it is needed in the future. Otherwise, it is helpful to explain the employee’s situation to the employer who can then plan the work efficiently in their absence. If you are pursuing jobs for freshers and need help writing letters and applications learn business communication to write in a professional manner.

How to Write a Leave Extension Letter?

To write a professional leave extension application follow these steps.

1. Check the Leave Extension Rules: Read and review your company’s leave extension rules carefully. Check the requirements, proof documents to be attached, and the format of the application. You must know how well before the leave extension is to be applied for and to whom the letter should be addressed. Part time jobs and work from home jobs may not have a dedicated leave policy, it’s best to confirm the policies while applying for job vacancies.
2. Include Date, Name, and Address: Mention the date of writing the letter on the top. Just below it write your name along with your employee ID, designation, department, and address. 
3. Add the Name and Address of the Recipient: Mention the details of the manager or the person you are addressing your letter to. Along with the name, their designation, and official address should be added. 
4. Add a Subject Line: Adding a subject line is a must. It concisely describes the purpose of the letter. 
5. Add a Salutation: Write a professional salutation to greet the recipient. If you are mentioning their name, ensure that you write their professional name regardless of your relationship. 
6. Mention Your Original Leave Status: This is where the main text of your letter begins. Start by stating that you are writing the letter to ask for a leave extension. Refer to the original leave status and mention the start and end dates for the same. 
7. Give Reason for Leave Extension: Write about the reason for the extension of the leave. Be specific while explaining the situation and inform why you could not foresee it when the original leave was applied for. 
8. Specify the Duration of Leave Extension: Now specify the extension period you require with the start and end dates. Refer to the rules on leave extension mentioned in the company’s leave policy. 
9. Documentary Proof: Mention the documentary proof attached to the letter. They can be medical certificates, doctor’s prescriptions, test reports, etc. You can also add a list of attachments at the end of the letter for the convenience of your manager. 
10. Apologize for the Inconvenience: Though unforeseen circumstances can arise, one cannot ignore the fact that sudden leave extensions disturb the workflow in the office. It is out of courtesy that you should express regret and apologize because the manager would now have to put in extra work to make necessary adjustments to maintain the workflow. 
11. Suggest an Alternate Work Plan: If you have a plan to maintain the workflow in your absence, mention it in the letter. Mention the steps you have taken or suggest a plan to offer your help. 
12. Express Gratitude: Conclude your letter by expressing gratitude and thanking your manager in advance for their time. Express hope that they will consider your leave extension application favorably. 
13. Add Closing Salutation: Finally, add a closing salutation such as ‘Yours sincerely’ or ‘Yours faithfully’ to your letter. Then write your name after leaving some space for the signature. 
14. Proofread: You are done writing or typing your letter but make sure to proofread it before signing and sending it to the manager. Check for typos, errors, or any factual inaccuracies. 
15. Print and Sign: Take a printout of the letter and sign it. If you are applying for the leave extension through email, then you can skip signing it or add a digital signature.

Leave Extension Letter Template

Here is a template for a letter for a leave extension request.

From: [Your Name] [Job Title] [Department] [Address] [Contact details] [Date] To: [Name of Manager/Recipient] [Designation] [Office Address] Subject: Leave extension request due to [mention reason]. Dear Sir/Ma’am This is to notify you about my [type of leave] leave status. I am on leave from [start date] to [original end date] currently. Due to [reason for an extension], I need an extension to my original leave duration for another [number of days] until [new end date]. I am attaching [specify the documents] for your ready reference. According to [specify rule number] of the organization’s leave policy, I am entitled to a maximum leave of [number] [days/weeks/month].  I have spoken to [name of the person] and he/she has agreed to continue working for [duration]. I will coordinate with him/her to ensure the workflow is not affected. My contact details remain the same as provided at the beginning of this letter.  Sincere apologies for the inconvenience caused due to the change in my leave plan. It is a request that you consider my application positively. I will be obliged to you. Thank you. Yours Sincerely [Signature] [Your Name]

Leave Extension Letter Samples

The following are sample letters for various situations that you can use when you need to apply for a leave extension. 

Sample 1: Family Member’s Illness

Here is a sample letter for leave extension in case of a family member falling ill.

Arav Bhatt Sales Representative, Sales Department C-34 Vasant Vihar Delhi Phone No.: 123456789 Email: arav@gmail.com 10 August 2023 N. Shah Manager Sales Department K-24 Karol Bagh Delhi Subject: Leave extension request due to my sister’s health problem. Dear Sir I am writing to inform you about my leave status. Currently, I am on leave from 5 August 2023 to 10 August 2023 due to my sister’s health problem. I need an extension to my original leave duration for another four days until 14 August 2023.  My sister is suffering from Malaria. I had discussed this in my previous leave application. Because my parents are out of town, I will have to accompany my sister to the hospital for further tests as she is yet to recover from the illness. Therefore, I would like to apply for a four-day extension of my leave.  I apologize for the inconvenience caused due to my change of leave plans. I hope you will consider my request for a leave extension positively.  Thank you for your time and consideration. Yours sincerely Arav Bhatt

Sample 2: Personal Issue

Here is a sample leave extension letter in case of a personal issue.

Arav Bhatt Sales Representative, Sales Department C-34 Vasant Vihar Delhi Phone No.: 123456789 Email: arav@gmail.com 16 August 2023 N. Shah Manager Sales Department K-24 Karol Bagh Delhi Subject: Leave extension request due to personal issues. Dear Sir I am writing this letter to seek your approval for an extension of my current leave period because of my health problem. I was on leave from 10 August 2023 to 14 August 2023. But it will take me some more time to recover completely. Hence, I request you to grant me leave for another three days till 18 August 2023.  Please find a copy of the medical reports attached with this letter, for your kind verification.  I will try to return to work by 19 August 2023. In case of some emergency work, I will be available on my phone at any time. Please find my contact details at the top of this letter.  I request you to kindly accept my request for a leave extension. I will be thankful to you.  Yours sincerely Arav Bhatt

Sample 4: Maternity Leave Extension

Here is a sample letter for leave extension in case of pregnancy.

Geeta Bhatt Software Developer, IT Department C-34 Vasant Vihar Delhi Phone No.: 123456789 Email: geeta@gmail.com 08 August 2023 K. Sharma Manager IT Department K-24 Karol Bagh Delhi Subject: Requesting an extension of maternity leave. Dear Sir I am writing this letter to seek an extension of my current leave duration. As I had intimated to you earlier, I had taken a three-month maternity leave from 10 April 2023 to 10 August 2023. Thank you for your cooperation during this time.  I was hoping to return soon but due to certain post-delivery complications, the doctor has advised me to complete bed rest. Because of this, I will have to extend my leave for another month.  So I would like to request you to allow an extension of my leave for the next month as well. Thank you for your consideration. I will be available through my email during this time if a need arises.  Thank you. Yours sincerely Geeta Bhatt

Sample 5: Extending the Vacation

At times the vacation you have taken might get extended due to unforeseen circumstances. In such cases, you can use the following sample letter to apply for a leave extension.

Geeta Bhatt Software Developer, IT Department C-34 Vasant Vihar DelhiPhone No.: 123456789 Email: geeta@gmail.com 16 August 2023 K. Sharma Manager IT Department K-24 Karol Bagh Delhi Subject: Vacation leave extension request due to landslide. Dear Sir I am writing this letter to inform you that it will not be possible for me to join the office on the 18th August, 2023 due to some unforeseen circumstances. As per the previous leave application, I was supposed to be in Manali with my family for a week-long vacation. But due to a landslide near my hotel, the road connecting to the city has been blocked and I am unable to return home. Hence, I would like to request you extend my leave for another four days until 21 August 2023.  The local authorities are trying to bring the situation under control and have assured that the roads will be cleared soon. While I am aware that this extension would hamper the workflow of the office, I have already reached out to S. Rastogi and he is willing to help me with the work till I come back.  I will be available on my number if there is a situation that requires my immediate attention. I would be thankful to you if you consider my situation and extend my leave. Yours faithfully Geeta Bhatt

Sample 6: Accident/Mishap

The following is a sample leave extension letter when you have met with an accident and are unable to be at work. 

Geeta Bhatt Software Developer, IT Department C-34 Vasant Vihar Delhi Phone No.: 123456789 Email: geeta@gmail.com 16 August 2023 K. Sharma Manager IT Department K-24 Karol Bagh Delhi Subject: Leave extension request due to accident. Dear Sir As you are aware, I met with an accident last month and have been on leave for the last fifteen days. With your support and prayers, I am recovering gradually. I want to inform you that it will take me another two weeks to fully recover until then the doctor has advised me a complete bed rest. Therefore I request you to kindly consider my application for a leave extension and grant me leave until 30 August 2023. I sincerely apologize for the inconvenience caused.  Thank you. Yours sincerely Geeta Bhatt

Sample 7: Leave Extension Mail

You can apply for a leave extension through email as well. Here is the leave extension application format for email.

To: ksharma@gmail.com CC: BCC: Subject: Leave extension request Dear Sir, I, Geeta Bhatt, with Employee ID 123456, am writing this mail to inform you that I had taken leave from 7 August 2023 to 14 August 2023 because I was diagnosed with Malaria. My health has not improved and the doctor has advised me further rest. Therefore, I request you to extend my leave for another four days till 18 August 2023.  So that the workflow is not affected, I have coordinated with Mr. S. Rastogi and Miss H. Gupta, and they have agreed to help me with the work in my absence. I apologize for the inconvenience caused.  I hope you will consider my situation and grant me the leave extension. Thank you for your time and consideration. Awaiting your response.  Thank you. Regards  Geeta Bhatt Software Developer IT Department Employee ID: 123456 Attachments: – Latest medical report – Doctor’s prescription

Tips to Write a Leave Extension Letter

Writing a professional letter is not that difficult. Here are some tips to help you write one.

• Maintain Clarity: State the purpose of your letter clearly and concisely. Be brief and avoid sharing irrelevant details. 
• Use Formal Language: When you use formal language in the letter it shows your professional attitude and sincerity. Be it a physical letter or an email, the tone and language should always be formal. 
• Mention Original Timeline of Leave: Mention the original timeline of your leave, so that your manager can better grasp the context of the extension applied for. 
• Specify Leave Extension End Date: It is advisable to mention the end date of your leave extension. It is done to let the manager know when they can expect you to be back at work and plan accordingly in your absence. 
• Explain the Reason: Just mentioning the reason is not enough. You should explain the situation in detail and why you cannot be available for work. 

Conclusion

A leave extension letter is important because it informs your manager about the change in the work plan they will have to make to manage work in your absence. As a professional, you should be able to write an application for a leave extension well in advance with all the necessary details. The sample letters given in this blog will help you draft one of your own. Ensure that you customize it according to your requirements.