Leave Permission Letter Format & Samples

A leave permission letter is a formal document employees submit to their employer requesting approval for time off from work. Whether you need a day off for personal reasons, medical appointments, family emergencies, or planned vacations, a professionally written leave permission letter ensures your request is clearly communicated and properly documented.

This comprehensive guide provides you with free leave permission letter samples, formats, and templates specifically designed for office use. You'll learn exactly how to structure your request, what information to include, and how to maintain professional tone throughout your letter.

Table of Contents

What is a Leave Permission Letter?

A leave permission letter is a formal written request submitted by an employee to their supervisor, manager, or HR department seeking approval to be absent from work for a specified period. This document serves as official communication and creates a record of your leave request for company files.

Key purposes of a leave permission letter

• Formally request time off according to company policy
• Document the leave dates and duration
• Explain the reason for absence
• Ensure work continuity through proper handover
• Maintain professional communication standards
• Create an official record for HR and payroll processing

Unlike casual leave requests made verbally or via email, a formal leave permission letter demonstrates professionalism and ensures your request is properly documented in your employment records.

When Do You Need a Leave Permission Letter?

You should write a leave permission letter in these situations:

Planned Leave Situations:

• Annual vacation or personal time off
• Medical appointments or scheduled surgery
• Family events such as weddings or graduations
• Religious observances or pilgrimages
• Extended personal matters
• Educational courses or training programs

Emergency Leave Situations:

• Sudden illness or medical emergency
• Family emergencies or bereavement
• Unexpected personal circumstances
• Child care emergencies
• Home emergencies requiring immediate attention

Company Policy Requirements:

Most organizations require a written leave permission letter when:

• Leave duration exceeds two or three consecutive days
• Requesting leave during peak business periods
• Taking unpaid leave
• Extending previously approved leave
• Requesting leave with short notice

Leave Permission Letter Format

A standard leave permission letter format includes:

• Recipient name and designation
• Date of request
• Subject line requesting leave permission
• Reason for leave
• Leave duration
• Work handover details
• Closing statement
• Sender name and designation

Clear formatting ensures professional communication.

How Do I Write a Leave Permission Letter? Step-by-Step Guide

Many employees ask: how do I write a leave permission letter correctly?

Follow these steps:

Address Proper Authority

Mention the manager, HR department, or concerned authority.

State Leave Reason Clearly

Provide a brief and honest reason for absence.

Mention Leave Duration

Specify start and end dates clearly.

Assure Work Continuity

Mention handover or pending work arrangements.

End Professionally

Close with gratitude and contact information.

Leave Permission Letter Sample for Office

To
The HR Manager
ABC Private Limited

Subject: Request for Leave Permission

Dear Sir/Madam,

I would like to request leave from 10 March 2026 to 12 March 2026 due to personal reasons requiring my presence at home.

All urgent responsibilities have been delegated, and pending tasks will be completed upon my return.

I request you kindly grant permission for the same.

Thank you for your consideration.

Sincerely,
Rahul Sharma
Sales Department

Important Tips for Writing Leave Permission Letters

Dos:

• Submit in advance
• Be specific
• Stay professional
• Address work coverage
• Attach documentation if required
• Proofread carefully
• Follow company policy
• Keep it concise
• Express gratitude
• Provide contact information

Don'ts:

• Don't over-explain
• Don't be vague
• Don't assume approval
• Don't use informal language
• Don't forget follow-up
• Don't ignore deadlines
• Don't leave work pending
• Don't fabricate reasons
• Don't submit at the last minute
• Don't forget to update management

Common Mistakes to Avoid

• Insufficient notice period
• Unclear leave dates
• Missing work handover details
• Overly personal information
• Informal tone
• Incorrect recipient details
• No supporting documents
• Forgetting to follow up

HR Best Practices for Handling Leave Requests

Employers should:

• Maintain transparent leave policies
• Encourage advance requests
• Maintain leave records
• Ensure workload distribution
• Support employees in genuine emergencies

Proper leave management improves workplace morale.

Final Advice

A well-written leave permission letter maintains professionalism while ensuring smooth workplace functioning. Employees should always communicate leave plans clearly to maintain trust and operational continuity.

Also read: Permission Letter Guide