Need to take some time off from work but unsure how to ask your boss? Whether it’s a family emergency, a planned vacation, or just a personal day, knowing how to write a good permission letter for leave from work can make all the difference. A clearly written request not only shows responsibility but also helps your employer make necessary arrangements in your absence.
In this post, we’ll walk you through what a permission letter for leave is, why it’s important, and how to write one that gets approved. We’ve also added a ready-to-use template and a sample to make things easier for you.
What Is a Permission Letter for Leave from Work?
A permission letter for leave is a formal way to ask your employer or manager for time off. This could be for a variety of reasons, such as:
- Medical appointments
- Family emergencies
- Vacations
- Religious holidays
- Personal matters
Think of it as a polite heads-up to your employer. Rather than simply disappearing or calling in at the last minute, a well-worded letter shows professionalism and respect for workplace procedures.
What to Include in Your Leave Letter
Not sure where to start? Don’t worry! A permission letter doesn’t have to be long or complicated. Here are the key components to include:
- Date – When you’re writing the letter.
- Recipient’s name and position – Your manager or HR representative.
- Subject line – Keep it short and clear. For example: “Request for Leave From [Start Date] to [End Date]”.
- Salutation – A simple “Dear [Manager’s Name]” works well.
- Reason for the leave – You don’t have to give all the details, but be honest.
- Dates you’ll be away – Clearly mention your start and end dates.
- Assurance of responsibility – Mention how your work will be handled in your absence.
- Signature – End with a polite thank-you and include your name.
And yes, it’s okay to keep it short and sweet—as long as it’s clear and respectful.
Permission Letter Template for Leave
Here’s a simple, customizable template you can use. Just fill in your details and you’re good to go:
✅ Template 1: General Leave (Personal Reasons)
[Your Name]
[Your Position]
[Department]
[Date]To: [Manager’s Name]
[Manager’s Position]
[Company Name]Subject: Request for Leave from [Start Date] to [End Date]
Dear [Manager’s Name],
I hope you are doing well. I would like to request leave from [Start Date] to [End Date] due to [brief personal reason].
I will ensure that all my responsibilities are managed during my absence and have coordinated with [Colleague’s Name] for any urgent matters.
Kindly consider and approve my request. Please let me know if any additional details are needed.
Sincerely,
[Your Full Name]
✅ Template 2: Emergency Leave
[Your Name]
[Your Position]
[Department]
[Date]To: [Manager’s Name]
[Manager’s Position]
[Company Name]Subject: Request for Emergency Leave from [Start Date] to [End Date]
Dear [Manager’s Name],
I am writing to request leave from [Start Date] to [End Date] due to an unexpected personal emergency that requires my immediate attention. I apologize for the short notice.
I’ve informed [Colleague’s Name], who will cover urgent responsibilities while I’m away. I appreciate your understanding and support.
Thank you,
[Your Full Name]
✅ Template 3: Vacation Leave
[Your Name]
[Your Position]
[Department]
[Date]To: [Manager’s Name]
[Manager’s Position]
[Company Name]Subject: Request for Vacation Leave from [Start Date] to [End Date]
Dear [Manager’s Name],
I would like to request vacation leave from [Start Date] to [End Date], as I have planned personal time off during that period.
I will complete any pending work before my leave begins and coordinate with [Colleague’s Name] to handle important matters.
Please let me know if my leave request is approved. Thank you for your consideration.
Warm regards,
[Your Full Name]
✅ Template 4: Newborn Baby (Paternity/Maternity Leave)
[Your Name]
[Your Position]
[Department]
[Date]To: [Manager’s Name]
[Manager’s Position]
[Company Name]Subject: Request for [Paternity/Maternity] Leave from [Start Date] to [End Date]
Dear [Manager’s Name],
I’m writing to formally request [paternity/maternity] leave from [Start Date] to [End Date] due to the birth of my baby. I would like to take this time to support my family and fulfill important personal responsibilities.
I have planned my workload accordingly and have delegated tasks to [Colleague’s Name] during this time.
I kindly request your approval. Please let me know if any documentation is required.
Sincerely,
[Your Full Name]
Tips for Writing a Leave Permission Letter
Let’s face it—asking for time off can be awkward. But with the right tone and approach, it doesn’t have to be. Here are some quick tips to get it right:
- Be respectful: Use polite language. You’re requesting, not demanding.
- Be clear and specific: Mention exact dates and reason (without oversharing).
- Use formal formatting: Even if it’s an email, follow a structured format for professionalism.
- Plan ahead: Submit your request as early as possible, especially for long leaves.
- Offer a solution: Let them know how your tasks will be covered.
Also looking to grow in your career? Learn how to write a promotion request letter that gets noticed.
Final Thoughts: Keep It Simple and Courteous
Writing a permission letter for leave from work doesn’t have to be intimidating. Just keep it simple, respectful, and clear. Whether it’s for a couple of days or several weeks, a good leave request shows that you’re organized, responsible, and thoughtful about your role in the workplace.
So the next time you need a day off, don’t hesitate to write that letter. With the right structure and tone, chances are your boss will say “yes, enjoy your time off!” in no time.
📄 Need to write a formal request for something else at work? Check out this request letter for completion certificate to help you draft another essential workplace letter with ease.
