Letter Writing: Personal Leave
A Personal Leave Letter is a formal letter written to request time off from work or school due to personal reasons. Whether it’s for family matters, health issues, or any other personal reason, this letter helps communicate your situation and ensures that your absence is officially documented and approved. Writing a well-structured and polite personal leave letter is important to maintain professionalism and ensure a smooth process for both you and your employer or school.
This article will guide you through the steps of writing a Personal Leave Letter that is clear, respectful, and professional.
Table of Contents
Structure of a Personal Leave Letter
1. Sender’s Information
Start by including your full name, designation (if you’re employed), or class/grade (if you’re a student). This helps the recipient identify you and your role within the organization or school.
Example for an Employee:
Your Name
Your Designation
Department Name
Company Name
Example for a Student:
Your Name
Class/Grade, Section
School Name
Date: [Month, Day, Year]
2. Recipient’s Information
Next, address the letter to the appropriate authority, such as your manager, supervisor, HR department, or principal. Include their name, designation, and the name of the company or school.
Example for an Employee:
Mr./Ms. [Manager’s Name]
Manager/Supervisor/HR Manager
[Company Name]
Example for a Student:
Mr./Ms. [Teacher’s Name]
Class Teacher/Subject Teacher
[School Name]
3. Subject of the Letter
The subject line should clearly indicate that you are requesting personal leave. Keep it brief and to the point.
Examples:
- Subject: Request for Personal Leave
- Subject: Personal Leave Application
- Subject: Request for [Number of Days] Days Personal Leave
4. Salutation
Start with a formal greeting. If you know the recipient’s name, address them directly. If not, you can use a general salutation.
Examples:
- Dear Mr. [Last Name],
- Dear Ms. [Last Name],
- Dear Sir/Madam,
5. Introduction and Reason for Leave
In the introduction, clearly state the purpose of your letter and mention that you are requesting personal leave. Be polite and give a brief explanation of why you need time off. If the reason is sensitive or private, you don’t need to go into too many details — simply mention that it is for personal reasons.
Example:
- I am writing to formally request personal leave from work for [number of days], starting from [Start Date] to [End Date]. I need this time off due to personal reasons that require my immediate attention.
6. Specify the Dates of Absence
Clearly mention the dates during which you will be absent. This ensures that the recipient knows when you will be away and can plan accordingly.
Example:
- I would like to request leave from [Start Date] to [End Date], and I plan to return to work/school on [Return Date].
7. Optional: Offer to Assist or Provide a Contact
If applicable, you can offer to assist with work or provide your availability during the leave period. This shows responsibility and ensures that urgent matters are handled during your absence. For students, you may also mention your willingness to catch up on missed lessons.
Example for an Employee:
- I will make sure to finish any urgent tasks before my leave begins, and I can be reached via email for any critical matters during my time off.
Example for a Student:
- I will ensure that I catch up on any missed lessons and assignments once I return to school.
8. Request for Approval
Politely request that the recipient approve your leave. Be respectful and express gratitude for their understanding and support.
Example:
- I kindly request your approval for this leave and appreciate your understanding in this matter.
9. Closing and Gratitude
End the letter by thanking the recipient for their time and consideration. This reflects your professionalism and appreciation for their understanding.
Example:
- Thank you for considering my request. I look forward to your approval and will ensure a smooth transition during my absence.
10. Closing and Signature
End the letter with a formal closing and your signature. If you are submitting the letter via email, you can simply type your name.
Examples:
- Sincerely,
[Your Name] - Best regards,
[Your Name]
Sample Personal Leave Letter (Employee)
[Your Name]
Marketing Assistant
ABC Corporation
Date: September 18, 2024
Mr. John Smith
HR Manager
ABC Corporation
Subject: Request for Personal Leave
Dear Mr. Smith,
I am writing to formally request personal leave from work for five days, starting from September 20, 2024, to September 24, 2024. I need this time off due to personal reasons that require my immediate attention.
I will ensure that my current tasks are completed before my leave begins. If there are any urgent matters during my absence, I can be reached via email.
I kindly request your approval for this leave and appreciate your understanding and support.
Thank you for considering my request. I look forward to your approval and will make sure to resume my duties promptly upon my return.
Sincerely,
[Your Name]
Marketing Assistant
Sample Personal Leave Letter (Student)
[Your Name]
Class 10, Section B
XYZ High School
Date: September 18, 2024
Ms. Jane Doe
Class Teacher
XYZ High School
Subject: Personal Leave Application
Dear Ms. Doe,
I am writing to request personal leave from school for two days, starting from September 20, 2024, to September 21, 2024, due to personal reasons that require my attention.
I will ensure that I catch up on any missed lessons and assignments once I return to school. Kindly approve my leave request, and I appreciate your understanding in this matter.
Thank you for your consideration.
Sincerely,
[Your Name]
Class 10, Section B
Sample Personal Leave Letter (Parent on Behalf of Child)
[Parent’s Name]
Parent of [Child’s Name]
Class 5, Section A
XYZ School
Date: September 18, 2024
Mr. John Smith
Class Teacher
XYZ School
Subject: Request for Personal Leave for [Child’s Name]
Dear Mr. Smith,
I am writing this letter on behalf of my son/daughter, [Child’s Name], to request personal leave from school for three days, starting from September 20, 2024, to September 22, 2024. Due to personal reasons, he/she will be unable to attend school during these days.
We will ensure that he/she completes any missed assignments or classwork upon returning to school. I kindly request your approval for this leave.
Thank you for your time and understanding.
Yours faithfully,
[Parent’s Name]
(Parent of [Child’s Name])
Tips for Writing an Effective Personal Leave Letter
- Be Clear and Concise: Keep the letter focused on the reason for your leave and the specific dates. Avoid unnecessary details and maintain professionalism.
- Use Polite Language: Maintain a respectful tone throughout the letter. You are requesting time off, so politeness and gratitude are key.
- Provide Relevant Information: Clearly state the duration of your leave and when you plan to return. If you prefer not to disclose personal details, simply mention “personal reasons.”
- Offer to Assist: If applicable, offer to assist with work or provide availability during your leave. This shows responsibility and consideration.
- Proofread: Before submitting the letter, check for spelling or grammatical errors. A well-written letter reflects professionalism and attention to detail.
Conclusion
Writing a Personal Leave Letter is an important step in formally requesting time off for personal reasons. Whether you’re a student or an employee, your letter should be clear, polite, and professional. By clearly stating your reason for leave, specifying the dates, and maintaining a respectful tone, you can ensure that your leave request is well-received and approved. Always express gratitude for the recipient’s understanding and offer to assist with any responsibilities during your absence if necessary.
