Writing a Leave Letter in Passive Voice
Writing a leave letter in passive voice is a unique and more formal approach to requesting time off. Passive voice emphasizes the action and the receiver of the action, rather than the person who is performing it. While most leave applications are written in active voice, using passive voice can create a more formal tone and subtly shift the focus from the writer to the situation or reason for the leave.
In this article, we will guide you through writing a Leave Letter in Passive Voice, ensuring that your letter is polite, clear, and professional.
Table of Contents
Structure of a Leave Letter in Passive Voice
1. Sender’s Information
Start by providing your full name, designation (if employed), or class/grade (if a student). This helps the recipient easily identify your request.
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
Address the letter to the appropriate authority, such as your manager, supervisor, HR department, or class teacher/principal. Include their name, designation, and the name of the company or school.
Example for an Employee:
Mr./Ms. [Recipient’s Name]
Manager/Supervisor/HR Manager
[Company Name]
Example for a Student:
Mr./Ms. [Teacher’s Name]
Class Teacher/Principal
[School Name]
3. Subject of the Letter
The subject line should clearly state the purpose of the letter. Keep it brief and direct, indicating that a leave request is being made.
Examples:
- Subject: Leave Application for Two Days
- Subject: Request for Personal Leave
- Subject: Request for Medical Leave
4. Salutation
Start the letter with a polite and respectful greeting. Use “Dear Mr./Ms.” followed by the recipient’s name if you know it. If not, use “Dear Sir/Madam”.
Examples:
- Dear Mr. [Last Name],
- Dear Ms. [Last Name],
- Dear Sir/Madam,
5. Reason for Leave (Passive Voice)
In the body of the letter, make sure the passive voice is used. The focus should be on the action and situation, not the person performing the action. Avoid using “I” or “we” as much as possible.
Example:
- It is requested that leave for two days be granted due to a medical condition that requires rest. A doctor’s recommendation has been provided, and it is advised that recovery be prioritized.
Instead of saying, “I am requesting leave because I am sick,” the passive voice shifts the focus to the action of requesting and the reason for the leave.
6. Specify the Dates of Absence (Passive Voice)
Clearly mention the dates during which you will be absent, using passive voice to emphasize the time period and situation rather than the person making the request.
Example:
- Leave is requested from [Start Date] to [End Date], and a return to work/school is expected on [Return Date].
7. Optional: Mention Work Arrangements (Passive Voice)
If applicable, mention any work arrangements or responsibilities that will be managed during your absence. In passive voice, the task or arrangement is emphasized.
Example for an Employee:
- All tasks will be completed before the leave period begins. During the absence, urgent matters will be handled by [Colleague’s Name], and availability via email will be ensured.
Example for a Student:
- Any missed lessons will be caught up on upon return, and assignments will be completed as necessary.
8. Request for Approval (Passive Voice)
Politely request that the recipient approve your leave in a passive voice. This shifts the focus to the action of approval rather than on the person asking for it.
Example:
- Approval of this leave request is kindly requested. Your understanding in this matter is appreciated.
9. Closing and Gratitude (Passive Voice)
End the letter by thanking the recipient for their time and consideration. Again, keep the focus on the action rather than the writer.
Example:
- Your time and consideration are appreciated. A timely response regarding the approval is kindly requested.
10. Closing and Signature
End the letter with a formal closing and your signature. If submitting the letter via email, simply type your name.
Examples:
- Sincerely,
[Your Name] - Best regards,
[Your Name]
Sample Leave Application Written in Passive Voice (Employee)
[Your Name]
Marketing Assistant
ABC Corporation
Date: September 18, 2024
Mr. John Smith
HR Manager
ABC Corporation
Subject: Request for Three Days Medical Leave
Dear Mr. Smith,
It is requested that leave for three days be granted due to a medical condition. A doctor’s recommendation has been provided, and rest has been advised from September 20, 2024, to September 22, 2024. A return to work is expected on September 23, 2024.
All current tasks will be completed before the leave period begins, and availability via email for urgent matters will be ensured.
Approval of this leave request is kindly requested, and your understanding in this matter is appreciated.
Sincerely,
[Your Name]
Marketing Assistant
Sample Leave Application Written in Passive Voice (Student)
[Your Name]
Class 10, Section B
XYZ High School
Date: September 18, 2024
Ms. Jane Doe
Class Teacher
XYZ High School
Subject: Request for Two Days Leave Due to Family Function
Dear Ms. Doe,
Leave for two days is requested due to a family function that requires attendance. The leave is requested from September 20, 2024, to September 21, 2024, and a return to school is expected on September 22, 2024.
Any missed lessons will be caught up on upon return, and assignments will be completed as necessary.
Your understanding regarding this matter is appreciated, and approval of this leave request is kindly requested.
Sincerely,
[Your Name]
Class 10, Section B
Sample Leave Application Written in Passive Voice (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 Three Days Leave for [Child’s Name]
Dear Mr. Smith,
It is being requested that leave for three days be granted to [Child’s Name] due to a family event that requires attendance. The leave is requested from September 20, 2024, to September 22, 2024.
All missed lessons will be caught up on, and any assignments will be completed upon return to school.
Your understanding is appreciated, and approval of this request is kindly requested.
Yours faithfully,
[Parent’s Name]
(Parent of [Child’s Name])
Tips for Writing an Effective Leave Application in Passive Voice
- Focus on the Action: In passive voice, the action and result should be emphasized, not the person performing the action. For example, instead of saying “I am requesting leave,” say “Leave is being requested.”
- Avoid Overuse of “I”: To maintain the passive voice style, minimize the use of “I” or “we.” This helps shift the focus from yourself to the situation or the reason for leave.
- Be Clear and Formal: Keep the letter formal and concise. Passive voice adds a layer of formality, so ensure that your message is easy to understand and direct.
- Provide Necessary Information: Even when using passive voice, make sure to provide all relevant details, such as the reason for leave, dates of absence, and any work arrangements.
- Proofread: Ensure that the letter is grammatically correct and free from errors. Passive voice can sometimes lead to awkward phrasing, so review the letter carefully.
Conclusion
Writing a Leave Application in Passive Voice is a more formal approach to requesting leave, focusing on the action rather than the person performing it. By using passive constructions, you can create a professional and respectful tone, shifting attention to the situation at hand. Whether you are requesting leave for personal reasons, medical appointments, or family events, your letter should be clear, formal, and concise. Be sure to provide all necessary details, and express gratitude for the recipient’s understanding.
