Free letter template · Word

Leave Extension Request

A leave extension request is sent by an employee who is already on sanctioned leave and needs more days before returning. It should reach the manager before the original leave ends, explain why, state the new rejoining date and the leave head for the extra days.

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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].

Leave head for extension	[ ] Sick Leave [ ] Earned Leave [ ] Casual Leave [ ] Leave Without Pay
Supporting document	[ ] Medical certificate attached [ ] Ticket cancellation proof [ ] Not applicable

[Colleague Name] has agreed to continue covering [Responsibilities] for the extended period. I regret the inconvenience and will inform you immediately if I am able to return earlier.

Yours sincerely,

[Employee Name]
Employee ID: [Employee ID]
[Designation]
Phone: [Mobile Number]

Decision

Item	Entry
Extension approved	[Yes / No / Partly]
Days approved	[Number]
Leave head	[Leave Type]
Revised rejoining date	[DD/MM/YYYY]
Balance after extension	[Number]

Reporting Manager
[Reporting Manager]
Date: [Date]

HR
[HR Name]
Date: [Date]

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What this template includes

Reference to the original sanctioned leave
Reason for extension, with supporting document if medical
Additional days and new rejoining date
Leave head for extra days (and LWP if balance is short)
Submission before the original leave expires
Approval section with updated balance

When to use it

Illness or recovery takes longer than expected
Travel disruptions such as cancelled flights or trains on the return journey
A family situation that continues beyond the planned leave
Ceremonies or formalities that extend after a bereavement

How to customise this template

1Quote the original leave dates and reference
2Attach a fresh medical certificate if illness is the reason
3Pick the leave head for the extra days
4Send by email immediately and follow with a signed copy

HR tips

Ask for the extension before your leave ends; overstaying without approval can be treated as unauthorised absence
Keep the manager informed even if the final date is still uncertain
Request only the days you are reasonably sure you need
HR should acknowledge quickly so the employee knows the status

For HR & hiring managers

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Frequently asked questions

How do I request an extension of leave?+

Write to your manager before your current leave ends, refer to your sanctioned leave, explain the reason, state how many extra days you need and your new rejoining date, and attach any proof.

What happens if I overstay leave without approval?+

The extra days may be treated as unauthorised absence or leave without pay under the policy and may lead to disciplinary action after due process. Always inform and seek approval.

Can a leave extension be refused?+

Yes, depending on business needs and balance. If refused, the employee should discuss options with the manager, such as returning on the original date or working remotely.

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

Download .docx

[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
Letter · Word
Extended Leave Request
Download .docx

[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

Download .docx

[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

Leave Extension Request

Preview of the letter

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

Decision

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

Proposed Leave Mix

Extended Leave 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

Leave Extension Request

Preview of the letter

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

Decision

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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