As if a family emergency wasn’t stressful enough, knowing how to notify your workplace about your predicament is far from easy. However, ensuring your workplace responsibilities are tended to is of the utmost importance as it maintains trust.
Taking the time to write a proper letter of absence from work is an integral part of your professional and personal reputation. The following different templates in this post will illustrate various styles constructing such a letter of absence to your employer.
Also see: Warning Letter to an Employee for Misconduct | Templates & Examples
Elements to Incorporate Into Your Absence Letter
You will want to collect a few fundamental pieces of information before commencing work on the letter to your employer. Good letter of absence would require the following:
- Crystal-Clear Subject line: Use this to state the purpose of the email and make your request as clear as possible (For example, “Emergency Leave Request – Family Emergency”).
- Direct Statement of Need: Clear out the ambiguities and state that time must be taken off due to a family emergency.
- Expected Absence: Give the approximate dates which will be absence from work and, if dates are hard to pin down, offer a rough timeline with an explanation that updates will be sent.
- Brief explanation (Optional, but recommended): There is no obligation to convey sensitive personal information which is quite understandable. However, a brief explanation either about the family member being hospitalized, or that the family is dealing with an urgent medical situation. Adding any of these points is guaranteed to build further understanding with your employer.
- Plan for Your Work: This is the most professional step. Briefly mention how you’re handling urgent tasks.
- Point of Contact: State how you can be reached (or if you will be unreachable).
- Apologetic and Professional Closing: Express regret for any inconvenience and thank your manager for their understanding.
Sample Letters of Absence for a Family Emergency
Here are three adaptable formats for different scenarios and levels of urgency.
Sample 1: The Direct & Immediate Notification (Email)
Best For: When you need to inform your manager as soon as the emergency happens, often outside of business hours. This is about speed and basic information.
Subject: Urgent Family Emergency Leave – [Your Name]
Dear [Manager’s Name],
Please accept this email as immediate notification that I must take a leave of absence starting today, [Date], due to an urgent family medical emergency.
I do not yet know the full duration of my absence, but I will provide you with an update by [Date, e.g., tomorrow afternoon] regarding my expected return date.
I have alerted [Colleague’s Name] to the most critical tasks, and I will be accessible by email for the most urgent matters, though my response may be delayed.
I apologize for the short notice and any disruption this may cause. Thank you for your understanding during this time.
Sincerely,
[Your Name]
[Your Phone Number, if appropriate]
Sample 2: The Formal & Detailed Request (Formal Letter/Email)
Best For: When you need to submit a formal request for a planned absence (e.g., for surgery of a family member) or for HR records. This is more structured and comprehensive.
[Your Name]
[Your Address]
[Your Phone Number]
[Date]
[Manager’s Name]
[Manager’s Title]
[Company Name]
[Company Address]
Subject: Formal Request for Leave of Absence Due to Family Emergency
Dear [Mr./Ms./Mx. Last Name],
I am writing to formally request a leave of absence from work due to a family emergency. My [e.g., father] has been hospitalized and requires my immediate care and support.
I am requesting leave beginning on [Start Date] and anticipate returning on [End Date]. I will confirm my return date by [Date, e.g., two days before anticipated return] or inform you immediately if the situation changes.
Before my leave begins, I will ensure all urgent projects are handed over to [Colleague’s Name] and provide them with all necessary documentation. I can be reached at [Your Phone Number] for true emergencies only.
I have attached any required HR forms and would be happy to discuss this further at your convenience. Thank you for your compassion and understanding.
Respectfully,
[Your Signature]
[Your Typed Name]
Sample 3: The Brief & Professional Note (Quick In-House Notification)
Best For: A shorter-term absence (e.g., 1-2 days) or in a less formal workplace culture. It’s concise but still covers all the key points.
Subject: Absence Today – Family Emergency – [Your Name]
Hi [Manager’s Name],
I am writing to inform you that I will be unable to come into work today, [Date], due to an unforeseen family emergency.
I expect to be back in the office tomorrow, [Date], and will check my email periodically today for any urgent issues.
I have already spoken to [Colleague’s Name] about covering the [e.g., 10 AM client call].
My apologies for the late notice. Please let me know if you need anything further.
Best,
[Your Name]
Best Practices for Communicating During a Family Emergency
- Should notify ASAP: You should communicate with your manager and employer as soon as is practical and quickly possible for you. There should be a brief text message or phone call to your direct manager followed by a formally written email.
- Know Company Policies: There may be specific procedures you can adopt listed in your employee handbook. You may have rights to some form of protected leave through the FMLA in the USA or some similar laws in other countries.
- Be Honest without Disclosing too Much: You should be as minimal as possible without having to explain in the minutiae. It is perfectly professional to simply state that it is a “serious medical emergency that involves my spouse.
- Set Communication Boundaries: If you can be offline and unplugged as is the case sometimes during emergencies, simply explain and instruct your team that they are able to reach out for supervision with anything that is essential and urgent. This aids them in understanding your situation and allows you to be more concentrated.
- Follow up: once you have a real emergency, brief your team on the status update and communicate the specific date to return. You can thank them for the help they have provided in covering your work for the time you used up.
The tips provided above, coupled with the templates provided above, you can handle the situation with clarity and minimal difficulty so you get the time needed without having to lose the respect and trust of your employer.
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