There comes a time where an employee will have to take a short break from work. Although there are many reasons as to why an employee would do this, it won’t change the fact that he or she will have to go through the proper procedures that will allow it. You may also see vacation leave letters.
One of the most important things that an employee will have to do is to create an official leave letter where he or she will state to the employer that he or she will need to take a leave of absence. This article is going to teach you all that you need to know in order to create a proper official leave letter.
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How Do You Structure a Leave Letter?
As with any official letter in the workplace, you must abide by some formatting rules to make sure that you are able to convey all the information that your employer will need to consider approving your leave of absence. You may also see medical leave letters.
So here are is a list of how you should structure your official leave letter:
1. Sender’s address
One of the first things that you will need to write in the official leave letter is the address of the sender at the top right corner of the page. If you’re the employee that wishes to create this letter, then you have to make sure that you provide your complete address. This means everything from the street name, block number, etc. You may also see request letter templates for leave.
You must always remember to put in the date in which the letter was created. Allow a few lines after writing down the address and then you may include the date. Be sure that you write down the month, day, and year so that there won’t be any confusion in regards to when the sample letter was made.
3. Subject line
This is only if you decide to send the letter via email. The point of the subject line is to give the receiver an idea as to what the letter will contain without even having to open it. Be sure that you go with a suitable subject name, one that’s relevant to what you’re trying to request. Since the whole point of the letter is the request for a leave of absence, then get straight to the point and write down “Requesting a leave of absence” in the subject line. The more direct it is, the better. You may also see leave application email templates.
4. Company address
Not only will you have to provide you own address, but also that of the company’s as well. Again, be sure that you include all the details regarding where the company is located to ensure that there won’t be any confusion as to its location. You may also see free simple leave letter.
Even if you’re particularly close with your employer, you will still need to address him or her properly via the letter. You should always have a formal greeting as you still want this letter to remain as professional as possible. So start with something like “Dear Mr.Smith” or anything similar. You may also see free leave letter format.
6. Opening paragraph and body
When starting the creation of the letter’s body, you’ll have to state the reason as to why you’re making the request. Stating the reason or reasons as to why you will need to miss work is what will help affect the chances of whether the employee will approve your leave or not. You will also need to provide the date or dates in which you will not be present for work so that your employer will be able to find someone to take hold of your duties and responsibilities within that time frame (assuming that your leave gets approved). You may also see a company leave letter.
Once you’ve placed everything regarding your request for an official leave, then the last steps are closing the letter. It’s important to close your letter with an appreciation for your job and company and to thank your boss for his or her consideration. You may also see letter format templates.
8. Your name and signature
If you want the employer to know that the letter did indeed come from you, then you’ll need to provide something that can help verify that. And the things that have the ability to do so are your name and signature. So all you have to do is write your complete name at the bottom left corner of the letter, and then you may provide your signature. You may also see emergency leave letters.
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Tips for Making Your Leave Approval Easier
Now that you’ve learned how to structure and make a leave letter, then you should also learn about the things that will help you get your leave approved. You want to make the situation easier for everyone involved so that you can easily have your leave approved. You may also see a letter templates.
So here are the things that you are going to have to do:
1. Warn Your Employer Ahead of Time
Let’s say that there is an upcoming event like an important family gathering that you will have to attend. If you already know when it’s going to take place and that you’re required to attend it, then you can give your employer a couple of weeks notice. This way, he or she won’t be shocked in the event that you suddenly decide to take a leave on that very day. You may also see request letter templates.
2. No Sending of the Application Without Any Warning
In order for your leave to get approved, then you’ll need to have a discussion with your manager before you even think about creating and submitting an official leave letter. It’s best that you have this kind of discussion face-to-face in a private area as there’s always that chance that others who aren’t involved might hear any information that they weren’t supposed to. You can decide to go up to your manager personally about the matter or you can send an email to tell him or her about what you would like to discuss. You may also see request letter samples.
3. Be Specific
Make sure that you’re completely honest when you’re providing the reason or reasons as to why you have to take a leave of absence. This also means that you will have to be very specific when you’re providing the reason as well. So let’s say that you want to take some time off because you simply need a short vacation to recharge. Don’t lie and get straight to the point with why you’re asking for the leave. You may also see request letters.
Also, remember that you shouldn’t go too much into detail as there are some things that not even your employee would have to know. For example, let’s say that one of your family members is currently suffering from a disease and you’ll be required to look after him or her for a number of days. While you can state in the letter that your family member is ill, you are not required to write down what kind of illness it is or other details that you cannot or do not want to share. You may also see free request letters.
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4. Discuss How Your Work Will be Handled During Your Absence
Let your supervisor know how you plan to distribute your work while you’re away. Meaning you should point out who you will be appointed to do your duties and responsibilities while you are away for a period of time. You can take a plan of action with you, where you have delegated tasks to other team members that can continue those duties while you are out of action. Doing this will show your employer that you are proactive and that you care about your role in the company. You may also see information request letters.
5. Keep the Tone of the Letter Formal
No matter what kind of letter you end up making, you must remember that you should write everything down in a polite manner. You want the letter to exude professionalism and that can only be done if you decide to keep things formal. Even if you have a closer relationship with your employer, it won’t make you look good if you just allow the letter to have a casual tone. You may also see formal request letters.
6. Consider Alternatives
If you will still be able to work remotely during this period of time, let your employers know. This will benefit both you and them, as you will still be earning an income and the work will still get done, meaning that the company won’t have to find a replacement for you. You may also see professional request letters.
7. Proofread and Edit
Let’s say that you have just finished creating your work experience letter. The last step is that you will need to go through the letter to make sure that there are no errors pertaining to grammar, spelling, and even the information regarding the leave of absence. You want to go through the letter at least twice to ensure that you don’t miss out on anything that you have to fix. You can even have someone like a co-worker you can trust to help you proofread the letter to ensure that you’re able to spot all these mistakes. Once you’re finished, you may then proceed to print out, sign, and send the letter to your employer.
If you would like to learn about all the other types of letters that you can possibly make, then all you have to do is go through our site. It has all the articles you will need that can help you in certain situations. Just make sure that you are able to go through them thoroughly so that you can use all the different information you have gathered in the most effective way possible. You may also see sample letter templates.