How to Write an Effective Personal Leave Email Sample for Your Employer

Are you feeling burnt out and in dire need of a break? Whether it’s for attending to personal matters, taking some time off to travel, or simply disconnecting from work, requesting for a personal leave from your employer is a crucial step towards prioritizing your well-being. But crafting an effective personal leave email can seem like a daunting task, especially if you’re not sure how to approach it. That’s why we’ve compiled some personal leave email samples that you can use as a reference or edit as needed. With these examples in hand, you can confidently communicate your request for personal leave to your employer and ensure that you’re giving yourself the much-needed break you deserve. So, without further ado, let’s dive into some handy personal leave email samples.

The Perfect Structure for a Personal Leave Email Sample

When it comes to writing a personal leave email, it’s essential to use a structure that is clear, concise, and professional. As with any business communication, your email should be easy to read and understand, and it should leave a positive impression on your employer.

Here is a good structure to follow:

1. Start With a Personal Greeting

Begin your email with a polite and friendly greeting. Use your manager or supervisor’s name, and make sure to spell it correctly. A personal greeting shows that you respect and value the relationship you have with your employer. For example, “Dear John” or “Hello Susan” would work well.

2. Explain Your Reason for Taking Leave

Your next step is to explain why you need to take personal leave. Your explanation should be clear and concise, and it should provide your employer with enough information to understand your situation. You don’t need to go into great detail, but you should be specific. For example, “I need to take personal leave for medical reasons” or “I am taking leave to care for a family member who is ill.”

3. Specify Your Dates of Absence

Let your employer know when you will be taking your leave and how long you expect to be away from work. This will help your employer plan for your absence and make any necessary arrangements. Be specific and include the dates in your email. For example, “I will be taking personal leave from June 1st to June 15th.”

4. Provide Contact Information

It’s important to leave contact information for your employer to use in case of an emergency or if they need to reach you while you are on leave. Provide your phone number and email address, and let your employer know how best to reach you. For example, “You can reach me by phone at 555-555-1212 or by email at [email protected].”

5. Show Your Appreciation

End your email by expressing your gratitude for your employer’s understanding and support. This will leave a positive impression and help maintain a good relationship with your employer. For example, “Thank you for your understanding and support as I take this personal leave. I appreciate your assistance in making this process as smooth as possible.”

By following this structure, you’ll be sure to create a professional and effective personal leave email. Tim Ferriss’s style of writing is clear, concise, and to the point, and this structure reflects that style. Remember, your email should be easy to read and provide all the necessary information your employer needs to understand your situation and plan for your absence.

7 Personal Leave Email Samples for Different Reasons

Sample 1: Taking Personal Leave to Care for a Sick Family Member

Dear [Manager’s Name],

I am writing to request a personal leave due to the illness of my [family member’s relationship], who has been diagnosed with [illness]. As a caregiver, I need to be by their side during this difficult time and ensure they receive the necessary medical attention.

I have made arrangements to have all my pending work completed and delegated to my colleagues before my leave commences. Furthermore, I will be reachable via email and phone in case of any urgent issues that may arise. I have spoken to my teammates, and they have assured me of their support during my absence.

I will be taking leave starting from [date] to [date]. I urge you to kindly approve my request and thank you for understanding my current circumstances.

Best regards,

[Your Name]

Sample 2: Personal Leave for Mental Health Reasons

Dear [Manager’s Name],

I am requesting a personal leave from work due to my mental health. I have been experiencing [symptoms], which have affected my productivity and overall well-being. Taking time off work will allow me to seek medical assistance and regain my emotional and mental equilibrium.

I have spoken to [a certified therapist/counsellor], and they have recommended that I take some time off work to focus on my recovery. I will be taking leave starting from [date] to [date].

I will ensure that all my pending work is completed before [date], and I will delegate my tasks to my colleagues. I am confident that my teammates will support me during my absence, and I will be available via email in case of any urgent matters.

Thank you for understanding and approving my request.


[Your Name]

Sample 3: Requesting Personal Leave for Vacation

Dear [Manager’s Name],

I am writing to request a personal leave from work to attend a family vacation trip. My family has planned this vacation trip for the past few months, and I would like to request to be granted time off from [date] to [date] to enjoy the time off with them.

I have already informed my colleagues of my upcoming vacation and delegated my tasks to them to ensure my work remains uninterrupted. Furthermore, I will wrap up my pending projects before my leave commences.

I understand that my request might impact the team’s workflow, and I have ensured all necessary arrangements are in place to minimize the impact. I am confident that upon my return, I will pick up where I left off without any delay in our workflow.

Thank you for understanding my need to spend quality time with my family, and I hope for your prompt approval.


[Your Name]

Sample 4: Personal Leave Request for a Medical Procedure

Dear [Manager’s Name],

I am writing to request a personal leave due to an impending medical procedure that I am scheduled to undergo. The procedure is scheduled for [date], and I will need at least [number of days required] days off to recuperate fully before returning to work.

I have already informed my colleagues of my upcoming leave and the status of my current projects. I have also delegated my work to them, and I am confident that they will continue to provide excellent service to our clients in my absence.

I have also informed [team leader or supervisor’s name] of my situation so that they can take the necessary measures to ensure there is no undue workload or stress on my colleagues in my absence.

I will keep you updated on my recovery status and will ensure to report to work as soon as the doctors give me the clearance to do so. I appreciate your understanding and approval of my request.


[Your Name]

Sample 5: Personal Leave Request for Family Event

Dear [Manager’s Name],

I am seeking approval for a personal leave to attend an important family event. My [family member’s name] is getting married on [date], and I would like to request a leave of absence from [start date] to [end date] to attend and participate in the event.

I have informed my colleagues and team leader of the upcoming event and delegated my work to my teammates to ensure that my absence has minimum impact on our workflow. I will complete all my pending work before the start of my leave.

I understand that my absence from work may cause a temporary increase in my colleague’s workload, and I have made necessary arrangements to alleviate the impact by finishing my work before my absence.

I appreciate your understanding and approval of my request to attend the family wedding.


[Your Name]

Sample 6: Requesting Personal Leave for Pursuing Education

Dear [Manager’s Name],

I am writing to request a personal leave from my work to pursue further education that I believe will help me grow professionally for the mutual benefit of the company and myself.

The program that I plan to enrol in is the [program name] at [university’s name], which is scheduled to start on [date]. It is a [one, two, or three years] program and requires my undivided attention. I would, therefore, like to be granted leave from work starting from [start date] till [end date].

I have also explored the possibility of shortening my study time, making it flexible enough to accommodate both work and education, without compromising either. I am willing to come to work during the weekends and work extended hours to compensate for my absence during the weekdays to ensure that our team’s workflow is not compromised.

I hope that my request receives your favourable consideration, and I am more than happy to discuss the matter further whenever you are free.

Best regards,

[Your Name]

Sample 7: Personal Leave Request for Maternity Leave

Dear [Manager’s Name],

I am writing to inform you of my upcoming maternity leave, starting on [date] and continuing for [number of weeks]. I will return back to work on [date].

I have also made arrangements to delegate my work to my colleagues and ensure that all the necessary work is completed before my leave commences. I am confident that my colleagues will support me during my absence and maintain the existing standards of service.

While I am off from work, I will keep the team updated on any critical matters and work with my colleagues to ensure a smooth transition upon my return. I am more than happy to engage in any additional discussions regarding my maternity leave and work resumption plans whenever you are available.

Thank you for your understanding and support in advance, and I look forward to returning to work after my maternity leave.


[Your Name]

Tips for Crafting the Perfect Personal Leave Email Sample

If you’re planning to take personal leave from work, one of the most important things you’ll need to do is craft an email explaining your absence to your colleagues and employer. This can be tricky to get right, but with these tips, you’ll be able to write a clear, concise and effective personal leave email that covers all the important bases.

Firstly, it’s important to explain why you’re taking personal leave in the first place. This doesn’t need to be overly detailed or personal, but it should give your colleagues and employer enough information to understand the nature of your absence. This could be anything from needing to take care of a sick family member, attending to a personal medical issue, or simply taking some time off to recharge and reset.

Next, make sure you’re clear about the duration of your absence. This will help your colleagues and employer plan around your absence, assign tasks to other team members, and ensure that the work you would have been responsible for is still covered in your absence. It’s a good idea to include the start and end dates of your personal leave, as well as any additional details about when you plan to return to work, such as if you’ll be available to answer emails during your absence.

You should also make it clear what expectations there are for your colleagues and employer during your absence. For example, if there are specific tasks or projects that you’ve been working on that need to be completed in your absence, make sure to delegate those to a specific team member and provide them with the necessary information and support to complete the work. Additionally, if there are certain circumstances under which you should be contacted in an emergency, make sure these are clearly communicated so everyone knows what to do in case of an urgent issue.

Finally, it’s important to express your gratitude and appreciation to your team and employer for their understanding and support during your absence. This can go a long way in maintaining positive relationships and ensuring a smooth transition while you’re away. If you’re able to, it’s also a good idea to express your excitement about returning to work at the end of your personal leave, and reiterate your commitment to your role and the team.

By following these tips, you’ll be able to craft the perfect personal leave email sample that clearly communicates the nature and duration of your absence, indicates expectations for your colleagues and employer, and expresses your gratitude and appreciation for their support.

Personal Leave Email Sample FAQs

What is a personal leave email?

A personal leave email is a message sent to a supervisor or manager to request time off from work for personal reasons.

When should I send a personal leave email?

You should send a personal leave email as soon as you know you need time off and at least a week in advance of the requested time off.

What should I include in my personal leave email?

You should include the reason for your request, the dates of your requested time off, and how your work will be handled during your absence.

Do I need to provide proof of my reason for personal leave?

It is not required to provide proof of your reason for personal leave unless your employer requests it.

What if I need to extend my personal leave?

If you need to extend your personal leave, you should send another email to your supervisor or manager requesting the extension and the new dates of your absence.

What if my personal leave is denied?

If your personal leave request is denied, you should speak with your supervisor or manager to understand the reason for the denial and if there are any alternative options available.

Is it appropriate to mention the details of my personal situation in the email?

You can mention the reason for your personal leave but it is important to maintain a professional tone and avoid sharing too many personal details.

Signed, Sealed and Delivered!

I hope this personal leave email sample was helpful to you. Don’t hesitate to tweak it to fit your specific needs and the office culture. Remember, there is no one-size-fits-all when it comes to requesting a personal leave. By following the tips and samples shared in this article, you can make sure that your email is clear, concise, and professional. Thank you for reading, and be sure to visit us later for more career tips and advice!