Tips for Writing a Leave Extension Letter

Unforeseen circumstances may come up at any time. This means that you may need to request an extension of your leave. What to do then? You write a leave extension letter. As for all types of formal letters, there is also a format for leave extension letters. 

A leave extension letter is used when you need additional days of leave due to unforeseen circumstances. The leave extension granted to you might be paid or unpaid, depending on your organization’s leave policy. Generally, 70-75% of annual leaves go unused, as per a report. It can be used for professional organizations, offices or schools. But, remember that professionalism is the key. 

Related Read: Perfect Application for Leave: Tips and Formats

How do you Frame a Leave Extension Letter? 

The following are some of the points to consider when framing a leave extension letter. 

• The first and foremost thing to consider is the honest reason for the extension.
• Then, it would help if you looked at the leave policy of the office.
• Make a list of the certificates required along with the letter for extension of leave.
• If there are any workload contractual obligations, assure your boss of fulfilling those. 
• Mention the date in the letter for an extension of leave. 

Once you have all the above-mentioned things, you must begin drafting the letter. You must understand that leave extensions are not often given. There should be a genuine reason for requesting additional leave. Do mention this reason honestly and keep the letter short and to the point. 

Points to Consider 

• Professionalism: The letter must use professional language. Address your manager/ boss and your colleagues professionally. Use appropriate designations. 
• Response: Even if the letter is submitted, the leave is not guaranteed. Wait for a response before taking the extension. 
• Gratitude: Always express your gratitude at the end of the leave extension letter. 
• Dates: Include all the applicable dates. Clearly mention the original duration of your leave along with the start and end dates. Then mention the expected extended date along with the extended duration. 
• Additional documents: Check for any additional documentation required. For sick leaves, a doctor’s certificate or medical reports are required. Procure them beforehand and attach them to the letter. 
• Your details: Clearly mention your details; such as your name, employee ID, and email address. If you are sending an email, use a professional email address. 
• Addressing your boss: Address the correct person. Some firms require that letters be submitted to HR. Others may require the leave extension letter to be submitted to the manager. 
• Workload: Ensure that someone takes up your work. Speak with your colleagues beforehand and arrange for someone to take your place. Mention this in your letter so that everyone is kept in the loop. 
• Reason for leaving: Clearly state the reason for the extension of leave. Explain your situation briefly. Do not over-explain. 

Leave Extension Letter Formats 

Here are a few leave extension letter formats. You can refer to them as per your reason for a leave extension. Request letters for extension of leaves can be for vacation leaves, medical leaves, etc. 

Applying for an Extension of Sick Leave to Your Boss 

Usually, in offices, email formats are used to apply for leave extension letters. Procure a digital copy of the doctor’s certificate for attaching to the email. 

To: [email address of the HR team (or) your boss/manager]

Subject: Extension of leave

Dear Sir/Ma’am,

I, [your name] ([employee ID]), would like to request you extend my leave. I have been on leave from [start date of the leave] to [end date of the leave]. However, I have not yet recovered from [the illness] due to unforeseen medical reasons.

My doctor has advised me to rest for three days more. I will not be able to return to work on [the end date of the leave]. I am coordinating with [colleague], who has accepted to handle my work until I return.
I’m requesting you grant me this extension for three days, until [extended date]. I have also attached the doctor’s certificate for your reference and I apologize for any inconvenience caused. Kindly consider my request.

Thank you

Regards,
[Your name]
[Your position]
[Employee ID]

Letter for Extension of Leave due to Family Emergencies/ Personal Reasons 

Family emergencies or other personal reasons can come up at any time. In any case, you must inform your boss immediately. This shows that family emergencies can mean sudden deterioration of health or an accident of a spouse, child, or close relative. It could also include instances of natural disasters where a relative is stuck.  

‘Leave for a personal reason’ is used when the type of leave doesn’t fall into any category of the leave policy. Below is a sample of a letter to your boss for an extension of leave. 

[Date]
 
From:
[Your name],
[Job title], [employee ID], [your department],
[your address],
[phone number]; [email ID]
 
To
[Name of your boss/ manager],
[Designation],
[Office address].
 
Subject: Extension of leave due to family emergency
 
Dear Sir/Ma’am,
I, [your name] ([employee ID]), have been on leave from [start date of the leave] to [original end date of leave]. However, due to certain unforeseen circumstances, I find myself dealing with a family emergency. I will not be able to return to the office on [the original end date of leave].

I request you grant me two additional days of leave, until [extended date requested]. I’m coordinating with [name of colleague], who has taken up my work. I will be available for calls and emails if there are any questions and I have mentioned my phone number and email ID above.

Hence, I sincerely apologize for any inconvenience caused and hope you understand. Kindly consider my request.

Thank you.
 
Sincerely,
[your signature]

Sample Request Letter for Extension of Maternity Leave 

Maternity leave can be extended for valid medical reasons. Refer to the company leave policy regarding leave extensions in this case. Below is the sample letter for the extension of maternity leave (email format). 

To: k.verma@company.com

Subject: Extension of maternity leave
 
Dear sir,

I, B. Amrita (employee ID: 12345), am on maternity leave since February 15. My leave expires on March 12. However, I find myself unable to rejoin the office just yet. I haven’t yet completely healed from my pregnancy. Also, my child still requires my complete attention and care.

I request you extend my leave for another two weeks; until March 26. In this time, I will have healed well and will be ready for work. I have contacted my colleague, Miss. M. Kamala, who has graciously stepped in. She will handle my work until I return.

Kindly grant my request. I apologize for any inconvenience caused.

Thank you.

Regards,
B. Amrita,
Associate Designer, employee ID: 12345

Detailed Leave Extension Letter Format

Final Tips to Write a Leave Extension Mail 

In conclusion, writing a leave extension letter is a necessary task when unforeseen circumstances arise that require an extension of the initial leave period. It is essential to clearly explain the reason for the extension and provide a realistic timeline for returning to work.  
By following the appropriate protocol and providing sufficient information, you can increase the chances of having your leave extension approved by your employer. Remember, open communication and honesty are key when it comes to requesting an extension of your leave. 

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Frequently Asked Questions

Other Related Reads:

• How to Write a Half-Day Leave Application for Office
• Informal Letter Format for your daily use

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