Leave Approval Letter Template

We have created a free leave approval letter template you can personalize to suit your company’s policies and communication tone.

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What is a Leave Approval Letter?

A leave approval letter is a formal document issued by an employer or supervisor to confirm that an employee’s leave request has been approved. It outlines the approved time period and any conditions for handover and serves as an official record of the company’s approval.

This letter is typically sent after an employee submits a formal leave request and has been reviewed and approved by management or HR.

What are the Benefits of Using a Leave Approval Letter?

Using a structured leave approval letter promotes transparency and effective workforce planning. Here are some of the key advantages:

• Clear Documentation: Confirms the leave duration and approval status in writing.
• Accountability: Helps ensure the employee prepares appropriately, such as handing over responsibilities.
• Professional Communication: Reinforces company policy and maintains a respectful, formal tone.
• Recordkeeping: Serves as a reference for HR or payroll regarding time off.

What is Included in a Leave Approval Letter?

A professional leave approval letter generally includes the following elements:

• Employee’s full name, position, and department
• Approval statement specifying the leave period and number of days
• A reminder about completing tasks or handovers prior to leave
• Contact details for HR or relevant personnel
• Sender’s name, title, and company details

The template can be adapted for different types of leave (annual, medical, emergency) and company-specific procedures.

How Soon Should I Request Leave to Ensure It Gets Approved?

It is best to submit your leave request as early as possible. Ideally, at least two weeks in advance for planned leave. Early requests allow managers to plan team workloads and ensure minimal disruption to operations.

For urgent or emergency leave, notify your supervisor or HR as soon as possible and follow up with a formal request when feasible.

What if an Employee Needs to Change Leave Plans?

If an employee needs to cancel or modify their approved leave, it is recommended that they inform HR or their supervisor in writing as early as possible. Employers can then issue a revised leave confirmation or guidance based on updated availability.

Why is it Important to Follow the Approved Leave Process?

Following the proper leave approval process helps ensure your time off aligns with the entitlements stated in your job offer letter or company leave policy. It also protects employees from potential disciplinary action; taking leave without approval could result in a warning letter for absenteeism, which may affect your employment record.

A formal leave approval letter confirms employee’s absence is authorized and helps maintain professional accountability.