How to Write a Leave Extension Letter With Template and Example. Requesting a leave extension can be a delicate task, especially if you’re already on leave and need more time off. Whether it’s due to personal reasons, health issues, or unforeseen circumstances, writing a professional and polite leave extension letter is essential to ensure your request is considered favourably. In this article, we’ll guide you through the process of writing a leave extension letter, provide a ready-to-use template, and share an example to help you craft your own.
What Is a Leave Extension Letter?
A leave extension letter is a formal written request to extend your current leave period. It is typically addressed to your employer, manager, or HR department. The letter should clearly explain the reason for the extension, the additional time required, and any supporting documentation (if applicable).
When to Write a Leave Extension Letter
You may need to write a leave extension letter in situations such as:
- Medical reasons (e.g., recovery from surgery or illness).
- Family emergencies (e.g., caring for a sick family member).
- Personal reasons (e.g., maternity/paternity leave, mental health break).
- Unforeseen circumstances (e.g., travel delays, natural disasters).
Key Elements of a Leave Extension Letter
A well-written leave extension letter should include the following:
- Sender’s Information: Your name, position, and contact details.
- Recipient’s Information: Name and designation of the person you’re addressing.
- Date: The date you’re submitting the letter.
- Subject Line: A clear and concise subject (e.g., “Request for Leave Extension”).
- Salutation: A formal greeting (e.g., “Dear [Manager’s Name]”).
- Body of the Letter:
- Please provide your current leave status and the corresponding dates.
- Could you please explain the reason for the extension?
- Specify the additional time needed.
- Offer to provide supporting documents (if applicable).
- Closing: A polite closing statement (e.g., “Thank you for your understanding”).
- Signature: Your name and signature.
Leave Extension Letter Template
[Your Name]
[Your Position]
[Your Contact Information]
[Date]
[Recipient’s Name]
[Recipient’s Designation]
[Company Name]
[Company Address]
Subject: Request for Leave Extension
Dear [Recipient’s Name],
I hope this message finds you well. I am writing to formally request an extension of my current leave period, which was originally scheduled from [start date] to [end date].
Due to [reason for extension], I require an additional [number of days/weeks] to [explain the reason briefly, e.g., “fully recover from my surgery” or “address a family emergency”]. I am happy to provide any necessary documentation to support my request.
I understand the importance of my responsibilities at work and will ensure a smooth handover of my tasks before the extended leave period begins. I am also willing to assist remotely, if needed, during this time.
I sincerely apologise for any inconvenience this may cause and appreciate your understanding and support. Please tell me if you require any further information or documentation.
Thank you for considering my request. I look forward to your positive response.
Sincerely,
[Your Full Name]
[Your Signature]
Leave Extension Letter Example
John Doe
Marketing Manager
+123 456 7890
johndoe@email.com
October 10, 2023
Jane Smith
HR Manager
XYZ Corporation
123 Business Road, Doha, Qatar
Subject: Request for Leave Extension
Dear Ms. Smith,
I hope this message finds you well. I am writing to formally request an extension of my current leave period, which was originally scheduled from October 1, 2023, to October 15, 2023.
Due to unforeseen complications in my recovery from surgery, my doctor has advised me to take an additional two weeks of medical leave. I have attached the medical certificate for your reference.
I understand the impact of my absence on the team and have already delegated my ongoing projects to my colleague, Sarah Johnson, to ensure a smooth workflow. I am also available via email for any time-sensitive matters during this period.
I sincerely apologise for any inconvenience this may cause and appreciate your understanding and support. Please tell me if you require any further information or documentation.
Thank you for considering my request. I look forward to your positive response.
Sincerely,
John Doe
[Signature]
Tips for Writing a Leave Extension Letter
- Be Clear and Concise: Keep your letter brief and to the point.
- Provide a Valid Reason: Clearly explain why you need the extension.
- Attach Supporting Documents: Include medical certificates or other proof if applicable.
- Show Professionalism: Maintain a polite and respectful tone throughout the letter.
- Offer Solutions: Suggest ways to minimise the impact of your absence on the team.
- Submit Early: Send your request as soon as possible to give your employer ample time to respond.
Conclusion
Writing a leave extension letter doesn’t have to be stressful. By following the steps outlined above and using the provided template and example, you can create a professional and effective request. Remember to be honest, polite, and proactive in addressing any concerns your employer may have.