There are times at which you may find yourself needing to request a leave of absence from work, or for your child to take time off school. When the need arises, it is often necessary to put your request in writing, so that both you and the person youโre asking have a record of the request, and that the reason for the request is fully understood. Putting your request in writing can also increase the chances of leaving being granted.
Requests should be clear, to the point, and simply stated. Any confusion as to the need for leave may cause your manager or your childโs school to deny the request.
You should also make sure that the leave you are requesting is one that goes against company policy or school rules.
EXAMPLE
You donโt want to request an absence for you to take a vacation with your child mid-semester if you know the school policy is to insist that all vacations are to be taken during school vacation periods. The request is likely to be turned down instantly.
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Why Does the Permission Have to be In Writing?
- For documentation purposes: your permission letter and the corresponding replies have to be documented to preserve your rights and the rights of your employers should there be any disagreements. You can also present the letter as proof in case anyone questions your absence.
- For approval procedures: In most instances, your request will have to go through several levels of approval, where every person involved in the process puts their seal of approval so that you can be approved.
How to Ask for Permission to Leave Office
There are three ways to request leave. It is recommended that you consult with your HR department before proceeding to send in your letter.
- Apply through your companyโs portal: if your company has a portal or a system for leave application, then you should follow the procedure and make proper use of the system.
- Email your manager or HR department: if your company has no system to apply for leave, then the only other option you may have is to send your application via registered mail.
- Verbal request: this method is not usually recommended unless you are working for a very small company. This is good since you donโt want to waste time filling out an application or writing a letter unless you have the assurance that the application is going to be approved.
What to Include in it
In a letter for absence from work, you should include:
- Why is it required
EXAMPLE
A family funeral, adoption or birth of a child, family health issues, etc?
- What you are willing to do to help prepare for your absence
EXAMPLE
Training the person taking over your duties temporarily, writing up a detailed list of your duties and responsibilities, and ensuring that the work you currently have is completed or as close to completion as possible.
- When you are looking to start the leave and when you hope to be back.
- A request that your supervisor/manager help you negotiate the leave with the relevant people within the organization.
In a letter for absence from your childโs school, you should include points 1 and 3 from the above as well as:
- How do you anticipate keeping your child up to date with their education.
- A request that the childโs teacher and principal make the transition as smooth as possible for the child.
If your work or your childโs school has a specific policy regarding requesting a leave, make sure that you follow that policy when writing your letter.Any letter you use to request absence will be placed on your personnel file or your childโs school file to begin the formal process. This documentation can be used to approve.
Sample Letters
The following two sample letters offer a valuable reference point when requesting permission to leave school or work. Crafted with a focus on clarity and courtesy, these examples provide a guide for you when seeking a thoughtful and effective way to communicate your need for a leave of absence.
Sample Permission Letter for Work
Dear Mr. Johnson,
I am writing to formally request permission to take a leave of absence from work due to the unexpected illness of my elderly parent. This is a difficult decision for me, but it is necessary to attend to these important family matters.
I am committed to ensuring a smooth transition during my absence and will do my best to minimize any disruptions to the team and the organization. Here is what I am willing to do to help prepare for my absence:
- I will provide training and support to the person who will temporarily take over my duties. I am confident that they will be well-prepared to handle my responsibilities.
- I will document my duties and responsibilities in detail, creating a comprehensive guide to assist my temporary replacement in managing my workload efficiently.
- I will make every effort to complete any pending work and ensure that my projects are in a state that allows for minimal disruption during my absence.
I plan to start my leave on January 22, 20XX, and hope to return on or around February 15, 20XX. I understand the importance of maintaining the workflow within the organization, and I kindly request your assistance in negotiating this leave with the relevant parties to ensure a smooth transition and coverage during my absence.
I understand that my absence may pose some challenges, but I am committed to working closely with you and the team to ensure a successful transition. Your support in facilitating this process would be greatly appreciated.
Thank you for considering my request. I am happy to discuss any further details or concerns you may have regarding my leave.
Sincerely,
John Doe
Sample Permission Letter for SCHOOL
Dear Principal Smith,
I am writing to request permission for my child, Emily Doe, to be granted a leave of absence from school due to a recent death in our family. This situation requires our immediate attention, and it is important for my child to be with our family during this difficult time.
I understand the significance of my child’s education and the importance of regular attendance at school. To ensure that my child’s academic progress is not compromised during this leave, I am committed to working closely with the school. This includes communicating with my child’s teachers to ensure they have the necessary materials and assignments to keep up with their studies. I will also provide any required medical or official documentation related to the reason for the leave.
We are planning for the leave to begin on February 1, 20XX, and anticipate that my child will return to school on or around March 1, 20XX. I kindly request your assistance in facilitating this leave with the relevant school authorities and teachers to ensure a smooth transition for my child upon their return.
I understand the importance of my child’s education and appreciate your consideration of this request. Please feel free to reach out if you have any questions or need further information.
Thank you for your understanding and support.
Sincerely,
Jane Doe
Mother of Emily Doe
Key Takeaways
These two letters, one requesting a leave of absence from work and the other requesting a leave of absence from school, share several key elements that make them effective guides when someone wants to write similar letters seeking permission to leave.
Here’s an analysis of why these letters are effective:
- Both letters begin with a courteous and respectful tone. They address the recipient with formal salutations and express appreciation for considering the request. This sets a positive and professional tone for the letter.
- Both letters provide a clear and valid reason for the requested leave. The reasons are explained briefly but adequately, making it easy for the recipient to understand the necessity of the leave.
- In both letters, the writers express their commitment to minimizing any disruptions caused by their absence. They offer to take responsibility for ensuring a smooth transition during their leave. This includes training and support for a replacement (in the first letter) and maintaining communication with the school and teachers (in the second letter).
- Both letters specify the intended start and end dates of the leave. This clarity helps the recipient and relevant parties plan for the absence and make necessary arrangements.
- Both letters kindly request the recipient’s assistance in facilitating the leave. This shows a willingness to cooperate and collaborate to ensure a smooth transition during the leave and upon the return. It acknowledges that the request may pose some challenges and seeks the recipient’s support in addressing them.
- Both letters include the writer’s contact information, making it easy for the recipient to reach out for further discussion or clarification.
- Both letters are signed appropriately with the writer’s name. A formal closing such as “Sincerely” is used before the signature.