How to write a request for leave email (with template and examples)

Knowing how to compose a request for leave email is an essential skill in the workplace. A professional letter to your employer can encourage them to approve your leave. It allows your manager and colleagues to prepare for your absence and maintain a productive work environment. It also provides a paper trail of your leave requests and time off taken. 

This guide shows you how to write a letter of leave from work. Reviewing the examples and template can help you draft your email. Here's what this article will cover: 

• What is a request for leave email? 
• How to write a request for leave email 
• Tips for writing an email requesting leave 
• Request for leave letter template 
• Request for leave letter examples 
• Why is a request for leave email important? 
• Conclusion 
• FAQs 

What is a request for leave email? 

A request for leave email is a formal communication that you submit to your employer to ask for time off work. The message includes important details, such as your specific leave dates and a brief explanation of the reason for your absence. The email may also contain documentation to support your request, such as a medical letter. Reasons that people may need to request leave include: 

Vacation (annual leave) 

The most common reason for people to request leave is when they're planning a vacation. According to the ​​Employment Act 1955, the number of days of paid annual leave that employees are entitled to is as follows:  

• eight days a year for employees who have been continuously employed for one to two years 
• 12 days a year for employees who have been employed for two to five years 
• 16 days a year for employees who have worked for more than five years  

Personal reasons 

Most employees can request time off, such as carer's leave, to attend to personal matters. A personal matter may also involve visiting a relative or completing a personal project. Employers typically count personal leave as part of your annual leave allowance. 

Sickness 

You can apply for sick leave to give yourself time to recover from injury or illness. Your employer may ask for a medical certificate, depending on the situation and company policy. As with annual leave, the number of sick days Malaysian employees are allowed to take per year depends on how long they've been employed, such as: 

• 14 days for employees who have been with the company for less than two years 
• 18 days for employees who have worked for two to five years 
• 22 days if employed for more than five years 

Furthermore, you're entitled to 60 days of hospitalisation leave per year regardless of your service duration. 

Emergency 

Ask for emergency leave if you need to take unexpected time off at short notice. Many Malaysian companies have an emergency leave policy that enables you to resolve urgent matters, even though they aren't legally required to do so. Typically, they provide two to three days of emergency leave per year.  

Bereavement 

Also known as compassionate leave in Malaysia, bereavement leave is for people who have lost a family member. Employment law doesn't require employers to grant this type of leave. However, many employers offer two to five days of paid bereavement leave to support their employees during this difficult time. 

Giving birth 

Childbirth is another common reason for time off work. According to the Employment (Amendment) Act 2022, Malaysian women who are giving birth are entitled to paid maternity leave of up to 98 days. Paternity leave is also available for male employees whose spouses have given birth. New fathers can request up to seven consecutive paid days off. 

Pilgrimage leave 

In Malaysia, Muslim employees may be allowed to request a leave of absence to perform Hajj or Umrah in Mecca. This type of leave isn't mandatory, and the number of paid days off and conditions of entitlement may differ from one company to another.  

How to write a request for leave email 

Here are some tips to help you compose a well-crafted communication when you want time off work: 

Address the appropriate person/team 

Addressing your leave application email to the correct person or team can help them process your request quickly. Many employees apply to their immediate supervisor or manager. To check who takes responsibility for approving your leave application, review your company's policy. 

Write the recipient's name in your formal email greeting. Start with "Dear" and follow this with the person's name. You can also add their job title. 

State the purpose and duration of the absence 

Write a clear and concise message. Include the specific dates of your absence. Briefly explain the reason for your request. 

Include supporting documentation or information 

Including relevant information and supporting documents can increase your chances of approval. If you're applying for sick leave, attach a scanned copy of the doctor's note to your email. If you're requesting paternity leave, include documents proving your spouse has given birth. 

Offer assistance or suggest solutions to minimise disruption 

Your employer needs to make arrangements to cover your work when you take time away from your job. Offering alternative solutions can lessen the impact of your absence. If you're handing off pending tasks or passing an ongoing project to a team member, provide instructions to make the job easier. 

Express gratitude for your employer's support and consideration. Let your email recipient know that you're available for questions or clarification regarding your leave. Include your contact number to ensure that they can reach you. 

Use a professional closing 

Remember that your email is official correspondence. End your leave request letter with a formal closing. For example, you can write "Sincerely" or "Best regards" and then follow it up with your name. 

Proofread the email 

Identify and correct errors in spelling, grammar, and punctuation before you send your letter. Make sure that the recipient's name is correct and the subject line is clear. Check that you've included your contact number and attached other relevant documents. 

Tips for writing an email requesting leave 

Here are several tips for composing email leave requests: 

Understand the deadlines and procedures for correct submission 

The process for approving leave can vary between companies. Know the submission deadline to give your application the best chance of approval, and learn the process your employer uses for approving leave requests. 

Follow company-specific guidelines 

Guidelines may include instructions on whom to address your email to, how to format subject lines and body text, and which relevant details to include. If you're unsure, ask your supervisor or manager for clarification. 

Customise the email content based on your circumstances 

Tailor the language and content of your email to match the type of leave you're requesting. If you're seeking permission to take time off for maternity or paternity leave, include the baby's due date and the potential start and end dates of your leave. Write a clear subject line. For instance, "Maternity leave request" clearly indicates a maternity leave application.  

Maintain a polite and professional tone 

Professionally writing an email means using correct grammar and a formal tone. It also entails being clear about your reasons for requesting time off. Professionalism helps to build trust and demonstrates your courtesy and respect for your workplace and colleagues. 

Address potential concerns and offer possible solutions in the email 

Offering solutions to your employer's concerns demonstrates your commitment to your work role and responsibilities. For instance, if you have a current project, acknowledge that your extended sick leave may push the timeline. You can also create a timeline of the project's deadlines​ and outline any necessary arrangements you have ​​Click here to enter text.​ made. Also, include details like who to check in with​,​ and who they can contact in case something needs to be fixed or addressed during your leave. 

Request for leave letter template 

Here's a template you can use for your leave request email: 

Dear [Recipient's name], 

I am writing to request leave from [start date] to [end date]. During this period, [provide the reason for your request]. 

I have taken into consideration the impact my absence may have on the company and the team. As such, [provide any solutions you have in mind to address any concerns or potential issues]. 

Thank you for your time and consideration. Please let me know if you have any questions or concerns regarding my leave request. You can reach me at [contact information]. 

Best regards, 

[Your name] 

Request for leave letter examples 

Below are a few examples of leave requests that you can use as a reference for your email: 

Carer's leave sample letter (personal reasons) 

Here's a personal leave request example: 

Dear Said bin Ahmad, 

I am writing to request leave from Dec. 30, 2023, to Jan. 9, 2024, for personal reasons. I have taken into consideration the impact my absence may have on the company, the team, and ongoing projects. As such, I have created a detailed brief that includes the project's deadlines and who to contact in case certain aspects of the project need to be adjusted or fixed during my absence.  

Thank you for your time and consideration. Please let me know if you have any questions or concerns regarding my leave request. You can reach me at 017-903-9439. 

Best regards, 

Michael Chua 

Sample sick leave request 

Here's a sick leave request example that can help you create your own sick leave request: 

Dear Ms. Devi Krishnan, 

I am writing to request 10 days off – Dec. 4 to 8 and Dec. 11 to 15. I intend to take this time to recover from my illness, which we discussed yesterday. I have attached my medical certificate for your reference. 

I have considered the impact my absence may have on the company and the team. I have informed my colleagues of my time off, and they have offered to cover for me so I can get proper rest. 

Thank you for your time and consideration. You can reach me at 019-998-7337 if you have any questions or concerns regarding my request. 

Best regards, 

Siti Aisyah Binti Salim 

Sample annual leave request 

If ​you ​have an upcoming planned vacation, here's an annual leave request email example that can provide some guidance: 

Hello Raymond, 

As we discussed in our meeting yesterday, I would like to request annual leave from Dec 26 to 29. I have completed my tasks for the week. Thank you for your time and consideration. You can reach me at 014-558-7733 or [email protected] if you have any questions or concerns regarding my request. 

Sincerely, 

Varun 

Why is a request for leave email important? 

Writing a formal request for leave is important to maintain clear communication. A professional email: 

• Ensures a smooth transition: Your manager or supervisor can plan accordingly and delegate tasks to other team members if they know when you're on leave and when you intend to resume work. 
• Minimises misunderstandings and disruptions: Providing the relevant details of your leave reduces miscommunication or confusion and allows your team to plan for your absence. 
• Provides documentation for employee and employer records: Your leave request email is an official document that you and your employer can reference in workplace disputes. 
• Complies with legal/company policies: Submitting a leave request ensures that you follow the company's policy for taking time off. 
• Provides the necessary details for successful leave approval: You're more likely to gain approval for time off if your email contains all the information your supervisor requires. 

Conclusion 

Writing a well-structured leave request email maintains your professionalism and can help you get the time off you need. A formal request is also important for effective communication with your employer and colleagues. To create a successful letter, include all necessary details and documentation. Check that the email has no grammar or spelling errors. Finally, use a professional tone and ensure that the email subject line clearly explains its content. 

FAQs 

Here are answers to common questions about leave requests: 

1. What information should I include in my leave letter? 
   ⁠Your leave application's format should include the start and end dates of your absence, the reason (if necessary) for your leave, and your name and contact information. Also, remember to include the recipient's name and copies of any supporting documents. 
2. How should I state the reason for my leave request? 
   ⁠State your reason for requesting time off clearly and concisely. You can begin with, "I am writing to request leave for," and then mention your reason in one or two straightforward sentences. 
3. What level of detail is necessary in a leave letter? 
   ⁠Include enough detail for the recipient to understand your request. The level of detail depends on the reason and type of leave you're applying for. When requesting sick leave, for instance, your employer may require you to provide more specific information than for a casual leave application.  
4. How much notice should I give before requesting leave? 
   ⁠The amount of notice your employer requires may depend on the type of leave you're requesting. ​If you're unwell or have an emergency, you can usually request time off on the same day​​Click here to enter text.​. For vacation or other planned time off, the general rule is to give a minimum of two weeks, although many employers appreciate as much notice as possible. 
5. What should I do if my employer denied my leave request? 
   ⁠Arrange to meet with your manager or supervisor if they deny your leave request. Ask them why your leave was denied and if you can do anything to gain approval. Consider adjusting your request accordingly if there's a valid reason for denial.