Leave Extension Letter: What is a Leave Extension Letter? As the name suggests, a leave extension letter is a formal document that follows up on a previously approved leave application, often seeking an extension of the leave. This could be due to some unforeseen event or sickness. Regardless of the reason, it is very important for the employee to document their absence.
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Why Should You Write a Leave Extension Letter?
If you did not inform your manager or reporting authority about the unexpected absence, the work-flow in the organisation could be compromised. It could also leave a black mark on your resume, affecting prospects of future jobs. Hence, it is absolutely necessary to inform the management of your extended absence. Leave extension letters to exist just to serve this purpose. The letter also serves as a documentary evidence for the employer as well as the employee.
In this article, we shall explore the basic guidelines to draft a leave extension letter, important tips, formats and samples.
Leave Extension Letter – Guidelines
Following are some basic guidelines that should be considered when writing a Leave Extension Letter:
- Since this is a formal letter, ensure all conventions of formal letters are followed
- Explain the reason for your leave extension – and be brief
- Provide an anticipated date for your return
- Apologise for any inconvenience caused
- Show gratitude in your letter
- And always ensure that the tone of the letter is professional
- Express sincerity in your letter
Leave Extension Letter – Template / Format
Following is a commonly used template for a Leave Extension Letter
Leave Extension Letter Template From, Date: (Provide the date of the letter) To, (Your Manager’s Name/ Reporting Authority) (Subject: Leave Extension) (Salutation – Dear/ Mr/ Ms.) (Body of the letter – Explain why you need to extend your leave. Be polite and provide the date of your return. Express gratitude and apologise for any inconvenience) (Closing – Regards/ Sincerely etc) (Name) |
Leave Extension Letter – Sample
Following is a sample of a leave extension letter. You can adopt the same format and modify the content according to your preferences.
Sample of a Leave Extension Letter
| From, John Doe Date: 02-3-2021 To, Subject: Leave Extension due to Family problems Dear Mr Jim, I require a leave extension as my wife fell unexpectedly ill after we returned from our vacation. She is currently hospitalized and I need to cater to her needs. Hence, I required an extension of at least 4 days. I will be very grateful if you could approve this request. And I apologise in advance for the inconvenience caused. Thank you in advance. Sincerely, John Doe |
FAQ’s on Leave Extension Letter
Question 1.
What is a Leave Extension Letter?
Answer:
A leave extension letter is a formal document that follows up on a previously approved leave application, often seeking an extension of the leave due to an unforeseen circumstance (such as a sudden illness).
Question 2.
Why Should You Write a Leave Extension Letter?
Answer:
Leave extension letters primarily communicate to your manager or reporting authority that you will not be able to return to work on the scheduled date. From a professional perspective, this is very important as it showcases a sense of professionalism. The letter also serves as documentary evidence for the employer as well as the employee.
Question 3.
How do you write a leave extension letter?
Answer:
A good leave extension letter will contain the following characteristics and elements: All conventions of formal letters are followed; the reason for your leave extension is comprehensive, yet brief. The letter also provides an anticipated date of return to the job. It also expresses apologies for the unexpected absence. Gratitude and sincerity are also expressed in the letter.
Question 4.
What does a leave extension letter contain?
Answer:
As the name implies, a leave extension letter contains the reason why you need to extend your leave. Hence, when you are drafting this letter, ensure that the reason stated is valid and constitutes an emergency. Also, be very polite and express gratitude when drafting your leave extension letter.
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