This blog provides a comprehensive guide on requesting leave in an organization, including tips for writing a formal request, a standard letter format, and a sample letter. It emphasizes the importance of clear communication and proper documentation to ensure smooth approval and minimal disruption.
Table of Contents
Introduction
When employees take leave, HR and managers must formally approve the absence to ensure proper documentation and payroll accuracy. A well-written attendance leave approval email or letter helps avoid confusion, ensures transparency, and maintains professional communication.
In this guide, you’ll find ready-to-use leave approval email samples, proper formats, subject lines, and best practices for approving employee leave in an organization.
When Is a Leave Approval Email Required?
| Scenario | Approval Email Needed? |
|---|---|
| Casual leave | ✅ Yes |
| Sick leave (1–2 days) | ⚠ Sometimes |
| Medical leave (long) | ✅ Yes |
| Maternity / paternity leave | ✅ Yes |
| Emergency leave | ✅ Yes |
Tips for writing an attendance and leave approval letter
When you are writing an attendance and leave approval letter, there are a few things you should keep in mind. First, make sure to address the letter to the correct person. Next, state the reason for the leave or absence, and provide any relevant documentation. Finally, thank the reader for their time and consideration.
If you have any questions about how to write an attendance and leave approval letter, please feel free to contact us.
Format of an attendance and leave approval letter
An attendance and leave approval letter is typically formatted as a formal business letter, with the date and contact information of the employer at the top, followed by a salutation, body paragraphs, and a closing. The body paragraphs should outline the employee’s request for leave, including dates and reasons for the request, as well as any relevant work-related details. The employer should then sign and date the letter before sending it to the employee
Sample letter for attendance and leave approval
Sample 1: Attendance Leave Approval Email (Formal)
Subject: Leave Approval for 12–14 March 2026
Dear [Employee Name],
Your request for leave from 12 March 2026 to 14 March 2026 has been approved. Please ensure that all your responsibilities are handed over to [Colleague Name] during your absence.
We wish you a restful break.
Best regards,
[Manager Name]
[Designation]
Sample 2: Leave Approval Email for Medical Leave
Subject: Medical Leave Approval
Dear [Employee Name],
This is to confirm that your medical leave request from 20 March 2026 to 25 March 2026 has been approved. Kindly submit the medical documents upon your return.
Wishing you a speedy recovery.
Sincerely,
[HR Manager]
Sample 3: Attendance Leave Approval Letter (Formal)
[Company Letterhead]
Date: ___
Dear [Employee Name],
We approve your leave request from ___ to ___. Please ensure proper handover of duties.
Sincerely,
[Manager Name]
Conclusion
Overall, it is important to be mindful of how your absences might affect those around you at work. If you must take time off, be sure to follow the proper protocol for requesting leave and give as much notice as possible. This will ensure that your coworkers are not left in the lurch and that your absence is properly documented. By following these tips, you can avoid any potential problems with attendance and leave approval in your organization.
FAQs – Attendance Leave Approval Email
Q1. Who should send a leave approval email?
The reporting manager or HR department.
Q2. Is a leave approval email mandatory?
Yes, for documentation and payroll records.
Q3. Can leave approval be verbal?
Verbal approvals should always be followed by email.
