Writing a leave letter

We know how to write application letters but there are a few letters we may want to know how to attempt to write:

1. Letter of notice
2. Letter for leave
3. Internal communication letter

Letter of notice

A resignation letter or a letter of notice doesn’t need to be long or complicated, but some aspects should be standard, as follows.

• Date your letter so there’s written documentation of how much formal notice you have given the company.
• Address the letter to the appropriate person.
• Keep the opening paragraph short and to the point regarding your intention to resign.
• Provide the date of your last day with the company.
• Sign your letter, followed by your personal/forwarding contact information for any post-departure questions or communication.

Some topics to steer clear of:

• Don’t explain why you are leaving.
• Don’t vent about the downsides of the job, your coworkers or the company.
• Don’t brag about what you’re doing next.
• Don’t send an unedited letter with errors.
• Stick to the basics, no more than one page.

Example of a letter of notice of resignation

(Current date)

Manager’s name

Company Name

Address

Dear (manager’s name),

Please take this letter as official notice of my resignation from (company name). My last day with the company will be September 30th (date). 

Before I go, I will make certain that all of my projects are accomplished to the best of my ability. I am happy to help in any way I can to guarantee a seamless transition to my replacement. 

I’d like to express my gratitude for the opportunity to work at (business) for the next several years (years of service). I have enjoyed working with the team throughout this period and will miss our exchanges. 

While I am pleased about the new chances that await me, I will fondly recall my time at (business name). Please do not hesitate to contact me if you require any additional information after I depart, and I would appreciate it if you kept in touch. 

Kind regards,

(Your signature)

(Your printed name and contact information)

Letter of leave

There are many types of leaves on the basis of which you can take a break from your work schedule by submitting a letter of leave.

1. Annual Leave
2. Sick Leave 
3. Casual Leave 
4. Maternity Leave 
5. Paternity Leave 
6. Adoption Leave 
7. Bereavement Leave
8. Compassionate Leave 
9. Sabbatical Leave Study 
10. Leave Unpaid Leave

Type of leave

Companies have a structured leave policy that categorizes the different types of leaves their employees are entitled to during the term of employment. You should identify the type of leave you need before you begin writing a leave application. For instance, if you are going on vacation then you need to apply for vacation leave; if you are sick then apply for sick leave.

Eligibility Criteria

The leave policy usually includes the eligibility criteria for each type of leave. The company may require you to complete a minimum number of days/months/years of employment to avail a certain kind of leave.   For instance, to take a sabbatical leave, you may be required to finish at least 5 years of employment before you are eligible. 

This means that if you are a new employee, you would not be eligible for sabbatical leave.  Once you have identified the type of leave you need, you should check if you meet the eligibility criteria for that leave. This will show that you have done your due diligence before applying, ultimately ensuring that the application is not outright rejected by the manager/supervisor.

Leave Entitlement

The leave benefits (Ex: the minimum number of leaves) provided by every company vary depending upon your level of seniority, service, years of employment, internal policies, experience and applicable laws. You must therefore check the company’s leave policy regarding the number of days you are entitled to take off from work.   

Also, taking leaves means utilizing leaves from your total leave credit. It’s important to keep track of your used leave days in the manner required by the company. Before applying for leave, you must take notice of the number of leave days you are left with.

Advance Notice

One of the common reasons that leave applications are rejected is the lack of advance notice. The expectation varies from company to company – as such, companies often outline the required notice period for every leave category in the leave policy.   As an employee, you must check the notice period and ensure that your leave application is submitted well in advance such that you and your manager can make alternative work arrangements.

Inform your Supervisor

It is always a good idea to speak to your direct manager/supervisor/senior official first before you make the formal application for leave. You should discuss, with reasons, why you need that period off (Ex., it coincides with your child’s school holiday). 

This communication will lower the chances that your application is rejected. You could also seek help from your direct supervisor in the approval process if further approval from senior management / human resources is necessary.