Free letter template · Word
A leave without pay approval letter is issued by HR to confirm that an employee's request for unpaid leave has been sanctioned. It spells out the dates, how salary will be deducted, the position on benefits during the period and the conditions for rejoining.
APPROVAL OF LEAVE WITHOUT PAY
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Dear [Employee Name],
With reference to your application dated [Date], the management has approved leave without pay (LWP) for [Number] days from [DD/MM/YYYY] to [DD/MM/YYYY], on the terms below.
No salary will be paid for the LWP days. The deduction will be calculated as [gross monthly salary ÷ number of days in the month × LWP days] and will be reflected in the salary for [Month(s), Year].
| Benefit | Position During LWP |
|---|---|
| Group medical insurance | [Continues / Continues – premium of ₹Amount to be recovered] |
| Provident fund | [No contribution for months with no wages paid] |
| Leave accrual | [Does not accrue / Accrues as per policy] |
| Bonus / variable pay | [Pro-rated as per policy] |
| Service continuity | [As per applicable law and policy] |
You are expected to report for duty on [DD/MM/YYYY]. Please confirm your rejoining date to [HR Name] at least [Number] days in advance. If you need any change, apply in writing before the LWP ends. Absence beyond the sanctioned period without approval will be dealt with as per the company leave policy, after giving you an opportunity to explain.
We hope this time helps you attend to your needs, and we look forward to your return.
Yours sincerely,
I have read and accept the terms of this leave without pay.
This template is a starting point only. Review it against applicable labour laws, the relevant state Shops & Establishments or Factories rules, the Labour Codes and their rules as notified, your standing orders and leave policy, and take legal advice where needed.
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Treatment of LWP for continuous service, gratuity and leave accrual depends on the applicable law and policy. HR should check before stating it in the approval letter.
PF contributions are linked to wages paid. If no wages are paid for a month, contributions are generally not made for that month. Confirm details with your payroll team.
The letter can set conditions. If business needs change, the employer should discuss with the employee rather than revoke unilaterally, and record any agreement.