One important document in human resources management is an employee leave approval letter template. This letter is meant to serve as formal confirmation of an employee’s approved time off request.
While this may seem like a formality, this formal leave approval letter is an important communication tool, as it helps ensure everyone is on the same page and it helps prevent misunderstandings in the future.
Mastering the leave approval letter template is a tool that HR professionals can use to help ensure their company is organized, transparent, and concerned.
This article is an attempt to provide step-by-step details on how to write a leave approval letter and already written samples for you to use quickly when necessary. template.
A Professional Leave Approval Letter Structure
A well-structured letter helps in conveying information in a more efficient and clearer manner. Document formatting and standardization also ensure that the leave approval letter has all the relevant details.
Each letter in this regard should be structured in the following way:
1. Header with Contact Details
As in all formal business communication, the letter to the employee should start with the necessary identification details. This includes
- The current date
- The employee’s full name, job title, and department
- The company’s name and address
2. A Clear and Direct Subject Line
The subject line should summarize the main point in as few words as possible. This will help the employee know where to prioritize the email.
Examples:
- Subject: Leave of Absence Approved
- Subject: Approved Leave of Absence
- Subject: Approved Medical Leave
3. Opening Statement of Approval
Start with confirming that the employee’s absence has been approved. This gives a positive response to the employee’s primary concern to start, and you should always mention the date of the original request to create a clear connection.
- Example: “This letter is to confirm that, effective today, we will grant your request for a leave of absence as of [Date of Request].”
4. Specific Details of the Leave Period
This is the most important section for avoiding any confusion around the dates of the absence. You must get all the dates correct.
- Start Date of Leave: The first day the employee will be out of office.
- End Date of Leave: The last day of the approved leave.
- Expected Return to Work Date: The date the employee is expected to start working again.
Listing all of these dates clearly will help with ambiguity and will help the next employees in line to make team and project adjustments.
5. Terms of the Leave (Pay and Benefits)
Employees must understand the financial implications of their time off. This segment of the letter will.
- Pay Status: Specify whether the leave is paid, unpaid, or a mix of both. If paid, clarify if it will be covered by accrued vacation time, sick days, or other paid time off (PTO) balances.
- Benefits: Detail the status of health insurance, retirement plans, and other company benefits. For extended unpaid leaves, you may need to explain if the employee is responsible for covering their own insurance premiums.
6. Pre-Leave Expectations
Outline any responsibilities the employee must fulfill before their departure. This ensures a smooth transition and minimizes operational disruptions.
- Handover of Work: Mention the need to transfer ongoing projects or daily tasks to a designated colleague.
- Out-of-Office Communication: Set expectations for an out-of-office email reply and voicemail message.
- Company Property: If applicable, provide instructions for securing company assets like laptops, phones, or access keys.
7. Closing and Point of Contact
Conclude the letter with a positive and supportive tone. Wish the employee well for their time off. Importantly, provide the name and contact information of the HR representative they can reach out to if they have questions before or during their leave.
Examples of Leave Approval Letters
The content of a leave approval letter can vary based on the type of leave requested. Here are a few common HR leave letter examples.
Example 1: Vacation Leave Approval
Subject: Approval of Your Vacation Leave Request
Dear [Employee Name],
This letter is to formally approve your request for vacation leave, which you submitted on [Date of Request].
Your leave period is approved as follows:
- Start Date: [Start Date]
- End Date: [End Date]
- Return-to-Work Date: [Return Date]
A total of [Number] days will be deducted from your accrued vacation leave balance. Your remaining balance is [Number] days.
Before your leave, please ensure all your current projects are handed over to [Colleague’s Name] and that you have set up an out-of-office notification on your email.
We wish you a wonderful and relaxing vacation! Should you have any questions, please contact me directly.
Sincerely,
[Your Name]
[Your Title]
Example 2: Medical Leave Approval
Subject: Confirmation of Your Medical Leave
Dear [Employee Name],
This letter confirms the approval of your request for medical leave, as submitted on [Date of Request] with the accompanying medical documentation.
Your medical leave is scheduled to begin on [Start Date] and is anticipated to last until [End Date]. Your expected return-to-work date is [Return Date]. This leave is granted in accordance with the Family and Medical Leave Act (FMLA) / company policy.
During this period, your leave will be [Paid/Unpaid]. Your health insurance benefits will continue under the current arrangement. Please contact HR to discuss arrangements for other benefits.
We hope for your speedy recovery. If your return date changes, please inform us as soon as possible. Do not hesitate to reach out if you have any questions about your leave.
Best regards,
[Your Name]
[Your Title]
Sample 3: Unpaid Leave Approval
Use this template for approving a leave of absence without pay. It is crucial to be explicit about the terms and the impact on benefits and pay.
[Company Letterhead]
Date: [Date]
To: [Employee’s Full Name]
From: Human Resources Department, [Company Name]
Subject: Approval of Unpaid Leave of Absence
Dear [Employee’s Name],
We are writing to formally approve your request for an unpaid leave of absence, as outlined below.
- Leave Type: Unpaid Leave
- Start Date: [Start Date]
- End Date: [End Date]
- Total Duration: [Number] Days/Weeks
Please note the following important conditions of your unpaid leave:
- You will not receive your regular salary during this period.
- Your health insurance and other benefits will continue/be handled as follows: [Specify details, e.g., “You are responsible for paying your portion of the premium directly to the company by the 1st of each month.”]
- You are expected to return to work on [End Date]. Failure to do so without prior communication may be considered voluntary resignation.
We acknowledge the reason for your request and wish you the best during this time. Please confirm your receipt and understanding of these terms by replying to this email.
Sincerely,
[HR Manager’s Name]
HR Manager
[Company Name]
Best Practices for HR Professionals
Best practices regarding leave requests directly affect how employees perceive HR and the company. Responding to leave request approvals in a timely manner also helps employees feel a positive impact.
Being Timely. Employees need to schedule personal obligations in their lives and company leave requests need to be responded to in a timely manner.
Confidentiality. Leave requests should be handled with confidentiality and discretion.
Using a Template. Using different templates for the various types of leave requests increases consistency, lessens the possibility of omission, and saves time.
Keeping It Clear and Simple. Speaking in a manner similarly to the employees should also be an objective when drafting up the leave request terms. Not too much legal jargon should be used to ensure the employees understand the leave request being offered to them.
Documenting Everything. It is also company policy to retain a copy of the signed leave request to ensure compliance.
HR should be able to seamlessly manage leave requests where employees feel supported and their requests are being accurately collected in accumulated time.
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