How to Write a Leave Letter: 20 Templates for US Workers (2026)

Updated October 7, 2026 by Eduyush Team

Career templates · United States

A good leave letter gets approved fast because it answers your manager's questions before they ask: when you're out, when you're back, and who's covering. Below are 20 US-ready templates and the 2026 leave rules that decide whether your time off is paid or protected.

Updated October 7, 2026 · By the Eduyush Careers Team · 12-minute read

Quick answer

To write a leave letter, open with your request and exact dates, give a one-line reason, name the type of leave (PTO, sick time, FMLA or unpaid), explain who will cover your work, and say how to reach you. Send it to your manager, copy HR for medical or parental leave, and log it in your HR system. In the US, federal law (the FMLA) guarantees eligible employees up to 12 weeks of unpaid job-protected leave; paid time off depends on your state and employer.

What every leave letter needs

Whatever the reason, the same parts make a leave request easy to approve. Use this checklist before you hit send:

  • Date you're sending it
  • Recipient: your manager, plus HR for FMLA or parental leave
  • Subject line with leave type, your name and dates
  • Request in the first sentence
  • Exact dates: first day out and return date
  • Brief reason, without private medical detail
  • Leave type: PTO, sick time, FMLA, state paid leave or unpaid
  • Coverage plan: who handles what
  • Contact: whether and how you can be reached
  • Attachments if your policy requires them

How to write it in six steps

1

Check your policy first. Read your employee handbook or HR portal to find the leave type, notice rules and approval system before you write.

2

Write a clear subject line. Put the leave type, your name and the dates in the subject so your manager can act on it from a phone.

3

State the request and dates. Say what you're requesting in the first sentence, with exact start and return dates.

4

Give a brief reason. One sentence is enough. You don't need to share medical details.

5

Show your coverage plan. Name who covers which tasks and where handover notes live.

6

Close and follow up. Say how to reach you, attach any required documents, and log the request in your HR system.

US leave rules in 2026: what's paid and what's protected

Most guides skip this, but it changes what you should write. The US has no general federal law requiring paid leave. What you get comes from three layers: federal law, your state (and sometimes city), and your employer's policy.

Main US leave types and the rules behind them (2026)
Leave type Federal rule State / employer layer What to write
Sick days No federal paid sick leave for most private employers About 20 states plus DC require paid sick leave; many cities too Dates, coverage, "using paid sick time"
Vacation / PTO Not required by federal law Set by employer policy Dates, return date, handover
Serious health condition FMLA: up to 12 workweeks unpaid, job-protected, for eligible employees State PFML programs may pay part of your wages "Requesting FMLA leave"; ask for the certification form
Birth, adoption, foster FMLA bonding leave (unpaid) 14 states plus DC have mandatory paid family leave laws; Maryland's benefits begin in 2028 Due date, planned start, which programs you'll use
Pregnancy-related needs PWFA: leave can be a reasonable accommodation (15+ employees) Many states add their own protections The limitation and the accommodation you need
Bereavement No federal requirement California, Illinois, Oregon and a few others mandate it Relationship, dates, funeral attendance

FMLA eligibility in brief. You qualify if your employer is covered (private employers with 50+ employees, plus public agencies and schools), you've worked there at least 12 months and 1,250 hours in the past year, and your worksite has 50+ employees within 75 miles. For foreseeable leave, give at least 30 days' notice; otherwise, as soon as practicable. Details: DOL Fact Sheet #28E.

Tip: Paid family leave programs launched in Delaware and Minnesota (January 2026) and Maine (May 2026). If you work in one of these states, check whether your leave qualifies for partial wage replacement before you decide how much PTO to use.

Basic leave letter template

Start here if your situation doesn't fit one of the specific templates below.

Basic Leave Letter (Any Reason)

When to use it: you need a general structure you can adapt.

[Date]

Dear [Manager's Name],

I'm writing to request leave from [start date] to [end date] for [brief reason]. I'll return to work on [return date].

I'd like to use [PTO / sick time / FMLA leave / unpaid leave] for this absence.

Before I leave, I'll complete [tasks] and brief [Colleague's Name], who will cover [responsibilities]. I [will / won't] be reachable at [phone/email] for urgent matters.

Thank you for considering my request. Please let me know if you need anything else.

Sincerely,
[Your Name]
[Job Title] | [Employee ID, if your company uses one]

Swap the bracketed parts and delete the options you don't need. This one works on paper, as a PDF or as an email.

Templates 1–8: everyday work leave

1. Sick Day Email

When to use it: you are too ill to work today or for a few days.

Subject: Sick Day – [Your Name] – [Date]

Hi [Manager's Name],

I'm sick today and won't be able to work. I expect to be back on [date] and will let you know by [time] tomorrow if that changes.

[Colleague's Name] has the [project/client] update, and I've moved my [time] meeting. I'll check email once around midday for anything urgent.

I'm using paid sick time for this absence. I can send a doctor's note if our policy requires one.

Best regards,
[Your Name]
[Job Title] | [Phone]

You don't need to share a diagnosis. Many employers only ask for a doctor's note after several consecutive days, and some state sick-leave laws limit when a note can be required. Check your handbook.

2. Vacation / PTO Request

When to use it: you're planning time off weeks in advance.

Subject: PTO Request – [Start Date] to [End Date]

Hi [Manager's Name],

I'd like to request PTO from [start date] to [end date] ([number] working days). I'll be back on [return date].

I'll finish [deliverable] by [date] and hand off [task] to [Colleague's Name]. I've also checked the team calendar, and no one else is out that week.

I've entered the request in [HR system] too. Please let me know if those dates create a problem.

Thanks,
[Your Name]

Submit in your HR system as well as by email. The system entry is usually what payroll and approvals run on.

3. Emergency Leave Message

When to use it: a sudden family or personal emergency means you must leave now.

Subject: Emergency Leave – [Your Name]

Hi [Manager's Name],

I have a family emergency and need to leave immediately. [Family member] has been hospitalized, and I need to be with them.

I expect to be out through at least [date] and will update you by [day] once I know more.

[Colleague's Name] has access to [files/accounts] and knows the [deadline] status. I'll be reachable by text for anything that can't wait.

Thank you for understanding.
[Your Name]

If the emergency involves a serious health condition of a spouse, child or parent, the absence may qualify for FMLA job protection. Ask HR, even after the fact; notice "as soon as practicable" is allowed for unforeseeable leave.

4. Personal Day Request

When to use it: you need a day for personal business (the US equivalent of "casual leave").

Subject: Personal Day – [Date]

Hi [Manager's Name],

I'd like to take a personal day on [date] to handle a personal matter. I'll use [PTO/personal time] for it.

My [task] will be finished by [day], and [Colleague's Name] can cover [item] if anything comes up.

Thanks,
[Your Name]

You don't have to explain what a personal day is for. One line is enough.

5. Maternity / Parental Leave Request

When to use it: you're pregnant and planning leave before and after the birth.

Subject: Parental Leave Request – [Your Name]

Dear [Manager's Name] and [HR Contact],

I'm writing to give formal notice of my plan to take parental leave. My due date is [date], and I plan to start leave on [start date].

I'd like to use the leave available to me under the FMLA, [state paid family leave program, if applicable], and our company's parental leave policy, plus [number] days of accrued PTO. I expect to return on [return date] and will confirm closer to the time.

I'll prepare a handover plan for [projects] by [date] and train [Colleague's Name] on [process] before I go.

Please let me know which forms or certifications you need from me.

Sincerely,
[Your Name]
[Job Title] | [Employee ID, if your company uses one]

Send this at least 30 days before leave starts if you can, the FMLA notice standard for foreseeable leave. If you need time off during pregnancy (appointments, bed rest), the Pregnant Workers Fairness Act can require employers with 15+ employees to grant leave as an accommodation.

6. Paternity / Bonding Leave Request

When to use it: you're a new father or non-birthing parent, including through adoption or foster placement.

Subject: Bonding Leave Request – [Your Name]

Hi [Manager's Name],

Our [baby is due / adoption placement is expected] on [date], and I'd like to request bonding leave from [start date] to [end date].

I plan to use [company parental leave / state paid family leave / FMLA] for this period. If the date shifts, I'll update you right away.

[Colleague's Name] will cover [responsibilities], and I'll document open items in [tool] before I leave.

Best regards,
[Your Name]
[Job Title] | [Phone]

In most state paid family leave programs, bonding leave is available to all new parents, not only birth mothers. Check your state's program rules for timing windows.

7. Bereavement Leave Request

When to use it: a family member or someone close to you has died.

Subject: Bereavement Leave – [Your Name]

Hi [Manager's Name],

My [relationship] passed away on [date]. I'd like to take bereavement leave from [start date] to [end date] to attend the funeral and be with my family.

[Colleague's Name] has the details on [urgent item]. I'll have limited access to email but can be reached by phone if something is critical.

Thank you for your understanding.
[Your Name]

There's no federal bereavement leave law. A few states require it (California, for example, requires up to five days at employers with 5+ employees), so ask HR what applies to you.

8. Wedding Time-Off Request

When to use it: you're getting married or attending a family wedding.

Subject: PTO Request – [Start Date] to [End Date] (Wedding)

Hi [Manager's Name],

I'm getting married on [date] and would like to request PTO from [start date] to [end date], returning on [return date].

I'm giving early notice so we can plan around [busy period/deadline]. I'll wrap up [project] by [date], and [Colleague's Name] will cover [tasks].

Thanks,
[Your Name]

Few US employers offer dedicated "marriage leave". Frame it as a PTO request and give plenty of notice.

These requests carry legal protections, so precise wording and copying HR matter more.

9. FMLA Medical Leave Request

When to use it: you need extended job-protected leave for your own serious health condition.

Subject: FMLA Leave Request – [Your Name]

Dear [HR Contact],

I'm requesting leave under the Family and Medical Leave Act for a serious health condition. My doctor has advised that I need to be away from work from [start date] through approximately [end date].

Please send me the medical certification form and any other paperwork you need. I'll return it within the deadline you give me.

I'd like to use [number] days of accrued sick time/PTO so that part of my leave is paid. I'll keep you updated if my expected return date changes.

Sincerely,
[Your Name]
[Job Title] | [Employee ID, if your company uses one]

You don't have to name your diagnosis in the letter; the certification from your doctor goes to HR. See the U.S. Department of Labor FMLA page for eligibility.

10. Intermittent or Reduced-Schedule Leave Request

When to use it: you need recurring time off (treatments, therapy, caregiving) rather than one block.

Subject: Request for Intermittent Leave – [Your Name]

Dear [Manager's Name],

I need to attend [weekly treatments / regular appointments] for [myself / my parent] from [start date] to [end date]. I'd like to request intermittent leave of about [hours] on [days] each week.

I'll schedule appointments to limit disruption where I can, and I'll keep [tool/calendar] updated so the team knows when I'm out.

Please let me know if this should be processed as FMLA leave and what documents you need.

Sincerely,
[Your Name]
[Job Title] | [Employee ID, if your company uses one]

FMLA leave can be taken intermittently or on a reduced schedule when medically necessary. Asking up front is better than many unexplained absences.

11. Jury Duty Notice

When to use it: you've received a jury summons.

Subject: Jury Duty – [Dates]

Hi [Manager's Name],

I've been summoned for jury duty at [court] starting [date]. A copy of the summons is attached.

I don't yet know how long I'll serve. I'll update you each evening and return to work on any day I'm released early.

[Colleague's Name] will cover [tasks] while I'm out.

Best regards,
[Your Name]
[Job Title] | [Phone]

Federal and state law protect your job while you serve on a jury, but whether you're paid during jury service depends on your state and employer policy.

Watch the paperwork deadlines. If your employer asks for medical certification for FMLA leave, return it on time. A late or incomplete certification can delay or deny protection for your leave.

Templates 12–13: email and text

12. General Leave Request Email

When to use it: you need a quick, reusable format for any planned absence.

Subject: Leave Request – [Your Name] – [Start Date] to [End Date]

Hi [Manager's Name],

I'd like to request leave for the dates below:

• Dates: [Start] to [End] ([number] working days)
• Type: [PTO / sick / unpaid / other]
• Coverage: [Colleague's Name] for [tasks]
• Reachable: [Yes, for emergencies / No]

Let me know if you need anything else from me.

Thanks,
[Your Name]

Putting the dates in the subject line makes your request easy to find and approve from a phone.

13. Text or Slack Call-Out

When to use it: you need to tell your manager right away, before email or the HR system.

Hi [Manager's Name], I'm sick and won't make it in today ([date]). [Colleague's Name] has the [task] update. I'll log it in [HR system] this morning and keep you posted about tomorrow. – [Your Name]

Check your call-out policy. Many retail, healthcare and hospitality employers require a phone call to a specific line, not a text.

Templates 14–18: by job and situation

14. Nurse / Healthcare Worker Leave Request

When to use it: you work shifts in patient care.

Subject: Leave Request – [Your Name], [Unit]

Dear [Nurse Manager's Name],

I'm requesting leave from [start date] to [end date] because of [illness/medical reason/personal reason]. I'm not fit to provide safe patient care during this period.

I've checked the schedule and contacted [names] about covering my shifts on [dates]. Please let me know if staffing still needs my help to fill any gaps.

I'll provide fitness-for-duty clearance before I return if required.

Sincerely,
[Your Name]
[Job Title] | [Employee ID, if your company uses one]

Follow your facility's staffing and call-out rules first. The letter supports the request; it doesn't replace the scheduling system.

15. Teacher Leave Request

When to use it: you teach and need a substitute.

Subject: Leave Request – [Your Name], [Grade/Subject]

Dear [Principal's Name],

I'd like to request leave on [date(s)] due to [reason]. I've entered the absence in [district absence system].

Substitute plans, seating charts and class rosters are in [location/shared drive]. Students will [activity] so the unit stays on track.

Thank you,
[Your Name]

Most districts use an online absence system to book substitutes. File there first, then send this note.

16. Federal Employee Leave Request

When to use it: you work for a federal agency.

Subject: Leave Request – [Your Name], [Office]

Dear [Supervisor's Name],

I'm requesting [annual / sick / leave without pay] from [start date] to [end date], a total of [hours] hours. I've submitted the request in [agency timekeeping system].

[Colleague's Name] will cover [duties]. I'll be reachable at [phone] if needed.

Sincerely,
[Your Name]
[Job Title] | [Employee ID, if your company uses one]

Federal agencies use their own leave categories and timekeeping systems, and some still accept the paper SF-71 leave application. Use your agency's process.

17. Educational / Exam Leave Request

When to use it: you're sitting a professional exam (CPA, EA, CMA, CIA) or a course.

Subject: Leave Request for [Exam/Course] – [Dates]

Hi [Manager's Name],

I'm scheduled to sit the [CPA/EA/CMA] exam section [name] on [date]. I'd like to request [number] days of leave from [start date] to [end date] for final review and the exam.

The qualification supports my work on [area], and I'm happy to share what I learn with the team.

Please let me know if our [tuition assistance / educational leave] policy applies.

Best regards,
[Your Name]
[Job Title] | [Phone]

Ask HR whether your employer offers paid exam days or tuition assistance. Many accounting firms do for CPA candidates.

18. Sabbatical Request

When to use it: you want an extended break (months) for study, caregiving or rest.

Subject: Sabbatical Proposal – [Your Name]

Dear [Manager's Name],

I'd like to propose a [number]-month sabbatical from [start date] to [end date] to [purpose].

My proposed transition plan: hand off [projects] by [date], train [Colleague's Name] on [processes], and document everything in [tool].

I'm committed to returning on [date] and am open to discussing timing, pay arrangements and terms that work for the team.

Sincerely,
[Your Name]
[Job Title] | [Employee ID, if your company uses one]

Sabbaticals aren't legally required in the US; they're an employer benefit. Make the business case and ask for terms in writing.

Templates 19–20: school and college

19. Parent Note for a School Absence

When to use it: your child will miss or has missed school.

[Date]

Dear [Teacher's Name / Attendance Office],

Please excuse my child, [Student's Full Name], in [Grade/Homeroom], who [will be / was] absent on [date(s)] because of [illness/medical appointment/family emergency].

Please let me know about any assignments [he/she/they] should complete. A doctor's note is attached if needed.

Thank you,
[Parent/Guardian Name]
[Phone]

Excused-absence rules are set by your state and school district, and many require the note within a few days of the child's return. Many districts also accept notes through a parent portal.

20. College Absence Email to a Professor

When to use it: you're a student who will miss class, a lab or an exam.

Subject: [Course Code] – Absence on [Date]

Dear Professor [Last Name],

I'm [Your Name] in [Course Code], section [number]. I'll miss class on [date] because of [reason].

I've read the syllabus and will get notes from a classmate. Could I make up [quiz/lab] or submit [assignment] by [date]?

Thank you,
[Your Name]
[Student ID]

For an absence of more than a few days, go through your dean of students office, which can notify all your professors at once.

Leave letter myths vs facts

Leave letter myths vs facts
Myth Fact
Your employer is legally required to pay you for sick days. Only if your state or city has a paid sick leave law, or your employer's policy provides it. There's no federal mandate for most private employers.
FMLA leave is paid leave. FMLA leave is unpaid. It protects your job and health coverage. Pay comes from PTO or a state program.
You must explain your illness in detail. A brief statement is enough. Medical details go on a certification form to HR, if one is required.
Everyone gets maternity leave. FMLA covers only eligible employees, and paid leave depends on your state and employer. Check both before you write.
A text message is always enough. Many employers require a call-in line or HR system entry. A text alone can count as a no-show.
Formal phrases like "Respected Sir" sound more professional. US workplaces expect plain, direct language: "Hi [Name]" or "Dear [Name]" and "Best regards" or "Sincerely."

Common leave letter mistakes

  • ✗Leaving out the return date. Your manager can't plan coverage without it. Give one, even if it's an estimate.
  • ✗Writing only to your manager. For FMLA or parental leave, copy HR so the right forms start moving.
  • ✗Oversharing medical details. Keep diagnoses out of the letter. Share them only on official certification forms.
  • ✗Skipping the HR system. An email alone may not count as a formal request. Log it where your company tracks leave.
  • ✗Waiting too long for planned leave. For foreseeable FMLA leave, late notice can delay when your protected leave starts.
  • ✗Using India- or UK-style phrasing. "Kindly grant me leave" and "Yours obediently" read as unusual in US offices. Be direct.
  • ✗Not confirming approval. Get a written yes before you book non-refundable travel.

Leave letter FAQs

What should a leave letter include?

The date, your manager's name, a clear subject line, the type of leave, exact start and return dates, a short reason, who will cover your work, how to reach you, and your name. Keep it to a few short paragraphs.

How far in advance should I ask for leave?

For vacation, follow your handbook; two to four weeks is common. For FMLA leave you can foresee, such as a planned surgery or a birth, the rule is at least 30 days' notice when possible. For sudden illness or emergencies, notify your manager as soon as practicable, usually the same day.

Do I have to tell my employer why I'm taking sick leave?

No. You can say you're sick without naming a diagnosis. For FMLA leave, your employer may ask for a medical certification from your doctor, and that goes to HR rather than in your letter.

Is leave paid in the US?

Not by federal law. The FMLA gives eligible employees up to 12 weeks of unpaid, job-protected leave. Pay comes from your employer's PTO policy, your state's paid sick leave law (about 20 states plus DC have one) or your state's paid family leave program.

Who qualifies for FMLA leave?

You must work for a covered employer (private employers with 50+ employees, plus public agencies and schools), have worked there at least 12 months and 1,250 hours in the past year, and work at a site with 50+ employees within 75 miles.

Can I request leave by email or text?

Yes, most employers accept email. Use text or Slack only for a same-day call-out, and then follow your company's official process, which is often an HR system or a call-in line.

What if my leave needs to be extended?

Tell your manager and HR as soon as you know, give a new expected return date, and provide any updated medical certification they request. Put the extension in writing.

Is bereavement leave required in the US?

There's no federal requirement. A handful of states, including California, Illinois and Oregon, have bereavement leave laws. Elsewhere it depends on company policy.

Leave Application Format

Office, school and college formats side by side.

Application for Sick Leave

More sick-day samples for every situation.

Email for Medical Leave

11 templates for medical absences.

Bereavement Leave Explained

US policies and what to ask HR.

Paternity Leave Application

12+ samples for new fathers.

Leave of Absence Application

How to ask for an extended break.

Vacation Leave Application

Samples to get PTO approved fast.

Personal Reason Resignation Letter

If leave isn't enough: US resignation templates.

Studying for the CPA, EA or CMA while you work?

Plan your exam leave around a structured review course. Eduyush offers Surgent courses for the CPA, EA, CMA and CIA exams.

Explore Surgent review courses

Disclaimer: This guide is general information, not legal advice. Leave rights depend on your state, city, employer size and company policy, and rules change. Check with your HR team, your state labor department or the U.S. Department of Labor for your situation.

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