Free letter template · Word

Extended Leave Request

An extended leave request asks for a long absence, typically several weeks to a few months, for reasons such as caring for a family member, relocation, recovery or personal circumstances. It plans in advance how different leave heads will be combined and how work will be covered.

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[Company Logo][Company Name]

REQUEST FOR EXTENDED LEAVE

Date:: [Date]

To,
[Head of Department]
[Department]
[Company Name]

Through: [Reporting Manager]
Copy: HR Department

Subject: Request for Extended Leave of [Number] Weeks from [DD/MM/YYYY]

Dear Sir / Madam,

I request extended leave from [DD/MM/YYYY] to [DD/MM/YYYY], a period of [Number] weeks, as I need to [care for my Relation during treatment / travel abroad to support my family / manage my family's relocation]. I have already discussed this with [Reporting Manager].

Proposed Leave Mix

Leave Head	From	To	Days	Pay Status
Earned Leave	[DD/MM/YYYY]	[DD/MM/YYYY]	[Number]	Paid
Casual Leave	[DD/MM/YYYY]	[DD/MM/YYYY]	[Number]	Paid
Leave Without Pay	[DD/MM/YYYY]	[DD/MM/YYYY]	[Number]	Unpaid

I understand that salary will be deducted for the leave-without-pay days, which will fall in [Month(s)]. Please let me know the effect of this period, if any, on group insurance, PF contributions, performance cycle and leave accrual.

Coverage Plan

[Responsibility] will be handled by [Colleague Name] with weekly review by [Reporting Manager].
Approvals and sign-offs in my name will be delegated to [Name] for the leave period.
Documentation of processes and open items will be completed by [DD/MM/YYYY].
I will be available for a brief call [weekly / when necessary] at [Time].

I will confirm my return by email on or before [DD/MM/YYYY] and rejoin on [DD/MM/YYYY]. I am grateful for your consideration.

Yours sincerely,

[Employee Name]
Employee ID: [Employee ID]
[Designation]

Recommended by
[Reporting Manager]

Approved by
[Authorised Signatory]

HR
[HR Name]

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What this template includes

Reason and total duration up front
Mix of leave heads: EL, CL, LWP in sequence
Effect on salary month by month
Benefits questions during long leave
Comprehensive coverage and handover plan
Return date and check-in plan

When to use it

Absence of a month or more for caregiving or family reasons
Overseas travel to support family, such as a child's birth abroad
Planned long recovery after a procedure
Personal circumstances where a sabbatical policy does not exist

How to customise this template

1Work out the leave mix using your latest balance statement
2Give month-wise paid and unpaid days for payroll clarity
3Propose an interim cover or temporary replacement if your role is critical
4Use a sabbatical application instead if your company has a sabbatical policy

HR tips

Discuss with your manager before submitting the formal request
Approvals for long leave usually need HOD or HR head sign-off
Ask whether long LWP affects bonus, increment cycle or service continuity
Agree in writing how and when you will confirm your return

For HR & hiring managers

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Frequently asked questions

How do I write an application for long leave?+

Explain the reason and total duration, show how your leave balances and leave without pay will cover the period, present a coverage plan and give a firm return date.

Can I take one month of leave from my job?+

It depends on your balance and the company's approval. Long leave is often a mix of earned leave and leave without pay and requires senior approval.

What is the difference between an extended leave request and a leave extension request?+

An extended leave request is made in advance for a long leave. A leave extension request asks to lengthen leave that has already been sanctioned and is often already running.

All 50 leave management →

[Company Logo][Company Name]
LEAVE REQUEST FORM
Company:
[Company Name]
Request Date:
[Date]
Employee
Name [Employee Name]
Employee ID [Employee ID]
Team / Department [Department]
Shift (if applicable)
Manager [Reporting Manager]
Leave Requested
Leave Code From (DD/MM/YYYY) To (DD/MM/YYYY) Total Days
[CL/SL/EL/CO/LWP] [DD/MM/YYYY] [DD/MM/YYYY] [Number]
[Leave Code] [DD/MM/YYYY] [DD/MM/YYYY] [Number]
Purpose (brief)
Reachable on (phone / email)
Form · Word
Leave Request Form
Download .docx

Name	[Employee Name]
Employee ID	[Employee ID]
Team / Department	[Department]
Shift (if applicable)
Manager	[Reporting Manager]

Leave Code	From (DD/MM/YYYY)	To (DD/MM/YYYY)	Total Days
[CL/SL/EL/CO/LWP]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Number]
[Leave Code]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Number]

Purpose (brief)
Reachable on (phone / email)

[Company Logo][Company Name]

REQUEST FOR CANCELLATION OF SANCTIONED LEAVE

Date:: [Date]

To,
[Reporting Manager]
[Designation]
[Department], [Company Name]

Subject: Request to Cancel Sanctioned Leave – Ref. [Reference Number]

Dear [Reporting Manager],

My application for [Leave Type] from [DD/MM/YYYY] to [DD/MM/YYYY] ([Number] days) was sanctioned on [Date] vide reference [Reference Number]. Due to [brief reason, e.g. change in family plans / completion of personal work earlier than expected], I would like to withdraw this leave as below:

[ ] Full cancellation – I will be on duty for the entire period
[ ] Partial cancellation – I will report for duty from [DD/MM/YYYY]; leave from [DD/MM/YYYY] to [DD/MM/YYYY] will continue
Number of days to be cancelled	[Number]

Letter · Word

Leave Cancellation Request

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[Company Logo][Company Name]
REQUEST FOR EXTENSION OF LEAVE
Date:
[Date]
To,
[Reporting Manager]
[Department]
[Company Name]

Copy: HR Department
Subject: Request to Extend Leave Sanctioned from [DD/MM/YYYY] to [DD/MM/YYYY]
Dear [Reporting Manager],
I am currently on [Leave Type] from [DD/MM/YYYY] to [DD/MM/YYYY], sanctioned vide [Reference Number], and was due to rejoin on [DD/MM/YYYY].
Due to [my doctor advising further rest / continued hospitalisation of my Relation / cancellation of my return train/flight / pending family formalities], I am unable to rejoin as planned. I request an extension of [Number] days from [DD/MM/YYYY] to [DD/MM/YYYY]. I will now rejoin on [DD/MM/YYYY].
Letter · Word
Leave Extension Request
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[Company Logo][Company Name]

REQUEST FOR LEAVE ENCASHMENT

Date:: [Date]

To,
The HR / Payroll Department
[Company Name]
[Company Address]

Subject: Request for Encashment of [Number] Days of Earned Leave

Dear Sir / Madam,

As per my leave records, my earned / privilege leave balance as on [DD/MM/YYYY] is [Number] days. I request encashment of [Number] days under the company leave encashment policy.

Occasion	[ ] Annual encashment during service [ ] At resignation – last working day [Last Working Day] [ ] At retirement / end of contract
Balance to be retained after encashment (if required by policy)	[Number] days

Letter · Word

Leave Encashment Request

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[Company Logo][Company Name]

LEAVE APPLICATION FORM

Company:: [Company Name]
Form No.:: [Reference Number]
Date of Application:: [Date]

Part A – Employee Details

Employee Name
Employee ID
Designation
Department
Reporting Manager
Work Location
Mobile Number

Part B – Leave Details

Type of Leave	[ ] Casual [ ] Sick [ ] Earned/Privilege [ ] Compensatory Off [ ] Leave Without Pay [ ] Other: [Specify]
From Date (DD/MM/YYYY)
To Date (DD/MM/YYYY)
Number of Working Days
Half Day	[ ] First Half [ ] Second Half [ ] Not Applicable
Reason for Leave
Address and Phone Number During Leave

Part C – Work Handover

Form · Word

Leave Application Form

Download .docx

Form · Word
Leave Approval Form
Download .docx
[Company Logo][Company Name]
LEAVE APPLICATION – NOT APPROVED
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Your Leave Application dated [Date] for [DD/MM/YYYY] to [DD/MM/YYYY]
Dear [Employee Name],
Thank you for submitting your application for [Number] days of [Leave Type] from [DD/MM/YYYY] to [DD/MM/YYYY]. We have reviewed it carefully along with the team schedule for that period.
We regret that we are unable to approve the leave for these dates for the following reason:
Letter · Word
Leave Rejection Letter
Download .docx

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Work Location	[Work Location]

Leave Type Applied
Period Applied: From [DD/MM/YYYY] To [DD/MM/YYYY]
Days Applied

[Company Logo][Company Name]

APPROVAL OF LEAVE CANCELLATION

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]

Subject: Approval of Cancellation of Leave Sanctioned vide Ref. [Reference Number]

Dear [Employee Name],

This refers to your request dated [Date] to cancel the [Leave Type] sanctioned to you from [DD/MM/YYYY] to [DD/MM/YYYY]. Based on confirmation from [Reporting Manager] that you reported for duty on [DD/MM/YYYY], your request has been approved as follows:

Particulars	Details
Leave originally sanctioned	[Number] days ([DD/MM/YYYY] to [DD/MM/YYYY])
Leave cancelled	[Number] days ([DD/MM/YYYY] to [DD/MM/YYYY])
Leave availed (if partial)	[Number] days
Leave head re-credited	[Leave Type]
Revised balance	[Number] days

Letter · Word

Leave Cancellation Approval

Download .docx

Extended Leave Request

Preview of the letter

Subject: Request for Extended Leave of [Number] Weeks from [DD/MM/YYYY]

Proposed Leave Mix

Coverage Plan

What this template includes

When to use it

How to customise this template

HR tips

Frequently asked questions

Employee

Leave Requested

Leave Request Form

Subject: Request to Cancel Sanctioned Leave – Ref. [Reference Number]

Leave Cancellation Request

Subject: Request to Extend Leave Sanctioned from [DD/MM/YYYY] to [DD/MM/YYYY]

Leave Extension Request

Subject: Request for Encashment of [Number] Days of Earned Leave

Leave Encashment Request

Part A – Employee Details

Part B – Leave Details

Part C – Work Handover

Leave Application Form

1. Employee Details

2. Leave Applied For

3. Leave Sanctioned

Leave Approval Form

Subject: Your Leave Application dated [Date] for [DD/MM/YYYY] to [DD/MM/YYYY]

Leave Rejection Letter

Subject: Approval of Cancellation of Leave Sanctioned vide Ref. [Reference Number]

Leave Cancellation Approval

Extended Leave Request

Preview of the letter

Subject: Request for Extended Leave of [Number] Weeks from [DD/MM/YYYY]

Proposed Leave Mix

Coverage Plan

What this template includes

When to use it

How to customise this template

HR tips

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Frequently asked questions

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