How to Write a Leave Approval Letter? [with Samples]

A leave approval letter is formal documentation from a manager to allow time off from work. A well-crafted approval letter plays a significant role in managing the workforce and ensuring a smooth workflow even when multiple employees are on leave. To ensure the letter’s effectiveness, it must be concise, transparent, and clearly state the work delegation. That is why we compiled a comprehensive blog to help you draft a professional leave approval letter. Additionally, we have also dived into the different types of approval letters along with their respective sample for your reference.

How to Write a Leave Approval Letter?: A Step-by-Step Guide

An official leave approval letter written by a manager is a vital document to approve a team member’s leave of absence. Therefore, it must be written meticulously to avoid misunderstandings and ensure a smooth workflow. Here is a step-by-step approach to writing an effective leave approval letter. 

• Step 1: Write the Subject Line: Write a short and succinct subject line for the approval letter for leave of absence. For example, the subject line may say, ‘Leave Approval for [employee’s full name]’.
• Step 2: Add Salutation: Greet the employee warmly with a ‘Dear [employee’s first name].’ Additionally, ensure to write the company-suggested salutation.
• Step 3: Include the Approval: State that leave has been approved. You can also mention the timeline for which it has been approved and the reason cited by the employee.
• Step 4: Mention the Company Leave Policy: Ask for any additional requirements, such as a doctor’s note, if need be (as per the company leave policy). You should state the particular policy guidelines in the letter to avoid miscommunication.
• Step 5: Detail Work Arrangements: Write about the work arrangements during the employee’s leave period. This includes any delegation of work or submission of particular files before the employee goes on leave.
• Step 6: Include Contact Information: Include your official contact details for the employee in case of an emergency or clarification regarding the leave approval.
• Step 7: Close the Letter: Conclude the letter with ‘Sincerely’ or ‘Regards’ to keep it professional.
• Step 8: Add Signature: Sign the letter by including your name and official designation. 

Format of a Leave Approval Letter

Now that you know how to write a leave approval letter, it’s time to write one yourself. We have included a sample leave approval letter for your reference. You can tailor this letter based on your requirements.

To:  [Employee’s Email] CC: [HR’s Email] BCC:  Subject: Leave Request Approval Dear [Employee’s Name], I am writing to confirm your leave application approval for the aforesaid duration from [Start Date] to [End Date]. The reason for your leave application has been noted. To make necessary work arrangements before your leave begins, ensure that your responsibilities are delegated. Kindly share an email detailing your current workflow and during the leave duration.  Best Regards, [Your Full Name] [Your Designation] [Your Contact Information]

Samples for a Leave Approval Letter

As a manager, you may come across various types of leave requests. Accordingly, you have to write approval letters for leave of absence. Your response to the leave request streamlines the process and effectively communicates work delegations. Below are some of the most common leave approval letters.

1. Sick Leave Approval Letter

A medical leave approval letter or sick leave approval is an official document written by a manager to their employee confirming an employee’s request for sick leave. A medical leave might not be premeditated. Therefore, ensure a professional yet compassionate tone while writing a sick approval leave letter. 

Here’s a sample detailing the medical leave approval letter:

To:  [Employee’s Email] CC: [HR’s Email] BCC:  Subject: Sick Leave Request Approval Dear [Employee’s Name], We understand you need time to recover and focus on your health. Therefore, your request for sick leave from [Start Date] to [End Date] has been approved. Additionally, in case of an extension please feel free to provide a medical certificate, and we will extend your leave. Please take care of your health. Wishing you a speedy recovery. Best regards, [Your Full Name] [Your Designation] [Your Contact Information]

Pro Tip: If you are wondering how to write a sick leave, check our complete guide on sick leave application for the office.

2. Vacation Leave Approval Letter

Vacations are an integral part of any employee’s life. It ensures a work-life balance and helps in increasing productivity after a period of relaxation. It is crucial for managers to ensure each employee takes their time off without compromising the team’s productivity.

Here’s a sample vacation leave approval letter from the employer:

To:  [Employee’s Email] CC: [HR’s Email] BCC:  Subject: Vacation Leave Approval Dear [Employee’s Name], This email confirms your request for a vacation leave from [start date] to [end date]. As per our company’s policy, you are entitled to [No. of leave] vacation leaves. We hope you enjoy your vacation and feel refreshed upon your return. Additionally, ensure you provide a status of your current work to delegate it accordingly.  Best regards, [Your Full Name] [Your Designation] [Your Contact Information]

3. Maternity/Paternity Leave Approval Letter

Maternity and paternity leave are bound by law and thus cannot be rejected by an employer. You must make sure that you are communicating clearly so that the work delegation takes place smoothly. 

Here’s a sample maternity leave approval letter.

To:  [Employee’s Email] CC: [HR’s Email] BCC:  Subject: Maternity Leave Approval Letter Dear [Employee’s Name], We are delighted to inform you that your maternity leave from [start date] to [end date] has been approved. Since this is an important time, we wish you our warm regards. Kindly coordinate with the team to ensure your work has been delegated during your time off.  If there are any changes to your planned leave dates, kindly inform us as soon as possible. We wish you a safe and joyful maternity period.  Best regards, [Your Full Name] [Your Designation] [Your Contact Information]

4. Emergency Leave Approval Letter

An emergency approval letter for a leave of absence is a formal document approving the leave due to unforeseen circumstances. Therefore, ensure it is clear and ensure accountability on the employee’s part. 

Here is a sample emergency leave approval letter for your reference.

To:  [Employee’s Email] CC: [HR’s Email] BCC:  Subject: Emergency Leave Approval Dear [Employee’s Name], Your request for emergency leave from [start date] to [end date] has been approved. We understand the urgency of your situation and appreciate your prompt communication regarding this matter. Please prioritize your family’s well-being and take the time you need. If there are any updates or changes to your leave duration, please let us know as soon as possible. Feel free to reach out to us if you need any assistance. Take care, [Your Full Name] [Your Designation] [Your Contact Information]

5. Unpaid Leave Approval Letter

An unpaid leave approval letter is a formal document confirming an employee’s leave without pay. It ensures mutual understanding of the terms and accountability from the employee.

Here is a sample unpaid leave approval letter for your reference:

To: [Employee’s Email] CC: [HR’s Email] BCC: Subject: Approval of Unpaid Leave Request Dear [Employee’s Name], Your request for unpaid leave from [start date] to [end date] has been reviewed and approved. Please note that this leave will be recorded as unpaid, and your salary for the respective period will be adjusted accordingly. We appreciate your proactive communication and your understanding of our company policies. If there are any changes to your planned leave dates, please let us know as soon as possible so we can make the necessary arrangements. If you have any further questions or need assistance during this time, feel free to reach out Best regards, [Your Full Name] [Your Designation] [Your Contact Information]

Conclusion

A leave approval letter is an integral part of communication between a manager and their employees. It ensures that a formal record is kept of the leave being approved for a specific period and the employee’s work is delegated to avoid work disruption. Therefore, it must be concise and clear to avoid miscommunication. We have added a few leave approval samples for your reference. You can customize them based on your requirements. Also, check out our guide on how to write a leave extension letter. The guide offers sample letters and formats to draft a letter.

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