There are a lot of cases when you may need to take a leave of absence. It could be a family-related reason, like the birth of a child or perhaps an illness. Either way, it’s your prerogative.
In the following, we will point out all there is to know about leave of absence: what procedures to follow when requesting it, if it should be a formal or an informal request, how many types of leaves are there, etc.
A leave of absence (LOA) is a period during which the employee is excused from work or duty, while still maintaining his status. Leaves of absence may be paid or unpaid depending on previous agreements. Depending on individual jurisdictions, it’s at the employer's discretion to approve or deny the LOA request.
We must make an important distinction. The 2 main categories of leaves are the ones legally mandated and the ones that employers can offer voluntarily (without a legal provision to compel them).
The Family and Medical Leave Act (FMLA) obligate the employers with more than 50 employees to provide up to 12 weeks of leave annually for a serious illness of an employee or an employee’s immediate family member, or for an employee to assist an immediate family member for qualifying exigencies related to military service. The FMLA leave is the most common type of leave of absence.
Reasons for taking this type of leave:
The birth, adoption, or foster care of a child.
The worker’s own serious health condition.
The care of a spouse, child or parent with a serious health condition.
Dealing with the military deployment of the employee’s spouse, son, daughter or parent.
The Americans with Disabilities Act applies to employers with 15 or more workers. In this case, the employer must provide a short amount of leave (no period imposed) for accommodation, for example, a change regarding workplace policies or facilities.
It’s essential to mention that vacation and sick days are not actually legally required at the federal level.
It’s also important to note that many state and local employment laws provide more benefits for employees in terms of legally mandated leave of absence. Be sure to check your local laws on this issue and create your leave of absence procedure accordingly, to be compliant.
Other types of leaves
The next options we will discuss are usually variations of leaves that employers offer to employees as a part of the benefits package. In some cases, they could be required by your local law. Here are some examples:
The process for requesting a leave from work should consist of 4 steps:
Now, let’s dive into the detailed procedure to request a leave of absence:
Step 1: What should you include in this first email?
The elements that you need to include in the informal email regarding your leave of absence, are the following:
Find below such an email sample:
From: Employee name
To: Direct supervisor/manager name
Subject: Informal email prior to the formal request for leave
Dear Mr./Ms. ………:
I would like to ask you to set a meeting in order to discuss a future leave of absence I need. I mention I need this leave for family reasons and I estimate it would take 5 business days.
Hoping to get a timely response from you,
Thank you very much.
Sincerely,
Employee name
Note: Before requesting the leave, check the employee handbook - there may be details about the policy your company enforces about leaves. Also, you need to make sure to follow the specific guidelines for making a request.
Step 2. Meeting your supervisor and presenting your situation
During the one-on-one meeting, you can further explain your reasons and sustain your arguments. Be as transparent as possible regarding the reasons you have for requesting the leave.
Step 3. What to include in the leave of absence letter/email?
When creating the formal letter requesting a leave of absence, you should not leave out:
Find below such an email example that you can use at your office:
From: Employee name
To: Direct supervisor/manager name
Subject: Formal request for leave of absence
Dear Mr./Ms. ………:
I would like to request a ten-day leave of absence for personal reasons. If possible, I intend to leave work on July 1 and return on July 11.
If approved, I will be traveling during this time period.
Although I will not be in the office, I would be glad to assist with any questions via email or phone.
Thank you for your consideration.
Sincerely,
Employee name.
Congratulations. You are ready to submit your official request for the leave of absence.
Note: In order to adopt a considerate attitude, we suggest you give as much notice as possible, so the manager can cover your shift properly. Also, be sure you know your rights- those covered by laws and those covered by the employee handbook.
Step 4. Getting your leave of absence request approved
If your request is formally accepted, it means you are happy and your employer has found the perfect cover for the days you are off. But what if the request is denied? Will you continue to work there, or will you be forced to terminate the employment contract?
This decision depends entirely on the reasons for the leave request: whether is a question of “wanting” or “needing” those days off. Either way, you should have a plan in mind when submitting a LOA request.
We want you to have everything at your disposal, this is why we offer free downloadable templates, with just one click!
A leave of absence request form is a formal document, that explains the reason, the leave type and period of your absence.
To save you precious time, you can use our letters/email/form samples to formally request leave of absence from work for one day or longer duration.
Leave of absence request form template
Letter requesting a leave of absence (medical reasons/sickness)
Letter requesting a leave of absence (personal reasons)
Letter requesting a leave of absence (marriage)
Letter requesting a leave of absence (family reasons)
Vacation and time off requests are some of the most common HR forms used nowadays, as it is essential for companies to track all time off taken by employees and to make the needed changes to payroll and salaries.