Leave Acceptance Letter
Dear [Employee Name],
I am pleased to inform you that your request for leave from [start date] to [end date] has been approved. You are entitled to [number of days] days of leave, which will be deducted from your leave balance.
Please ensure that you complete all your pending work before you go on leave. If you have any handover notes or responsibilities, please provide them to your designated colleagues.
During your absence, we will ensure that your duties and responsibilities are handled appropriately.
Thank you for informing us of your plans and for giving us sufficient notice to plan accordingly.
We wish you a relaxing and enjoyable leave.
Best regards,
[Manager Name]
[Manager Title]
Formal Leave Acceptance Letter
Subject: Leave Request Approval
Dear [Employee Name],
This is to formally inform you that your request for leave from [Start Date] to [End Date] has been approved. Please ensure that all pending tasks are handed over appropriately before your departure.
We wish you a restful and productive leave.
Sincerely,
[Manager Name]
[Position]
[Company Name]
Casual Email Accepting Leave
Subject: Your Leave is Approved
Hi [Employee Name],
Your leave request from [Start Date] to [End Date] is all set! Enjoy your time off and make sure to tie up any loose ends before you go.
Best,
[Manager Name]
Urgent Leave Acceptance Letter
Subject: Immediate Leave Approval
Dear [Employee Name],
Your request for urgent leave from [Start Date] to [End Date] has been approved. Kindly ensure that your responsibilities are temporarily delegated to a colleague.
Thank you for the timely notification.
Regards,
[Manager Name]
Provisional Leave Acceptance Letter
Subject: Provisional Leave Approval
Dear [Employee Name],
Your leave from [Start Date] to [End Date] is provisionally approved, pending confirmation of coverage for your essential tasks. Please coordinate with your team to finalize responsibilities before your leave.
Sincerely,
[Manager Name]
Heartfelt Leave Acceptance Message
Subject: Leave Approval and Best Wishes
Dear [Employee Name],
We are happy to approve your leave from [Start Date] to [End Date]. Wishing you a restful break and enjoyable time with your loved ones.
Looking forward to your return refreshed and energized.
Warm regards,
[Manager Name]
Quick Leave Approval Email
Subject: Leave Approved
Hi [Employee Name],
Your leave from [Start Date] to [End Date] is approved. Take care and see you soon!
Regards,
[Manager Name]
Formal Corporate Leave Acceptance Letter
Subject: Corporate Leave Approval Notification
Dear [Employee Name],
Your leave request for the period [Start Date] to [End Date] has been officially approved by management. Please ensure that all critical tasks are delegated to the appropriate team members before your departure.
Kindly acknowledge receipt of this letter.
Sincerely,
[Manager Name]
[Position]
[Company Name]
What / Why you need a Leave Acceptance Letter
- To formally confirm approval of an employee's leave request.
- Serves as an official record of leave for HR and payroll purposes.
- Ensures clarity on leave duration and expectations before departure.
- Helps maintain professional communication between management and staff.
Who should send the Leave Acceptance Letter
- Immediate supervisors or managers.
- HR department representatives.
- Department heads or authorized personnel responsible for leave approval.
Whom this letter should be addressed to
- Employees requesting leave.
- Staff members whose leave affects project timelines or team schedules.
- HR personnel for record-keeping purposes.
When to send a Leave Acceptance Letter
- Upon approval of the leave request, ideally before the leave start date.
- When leave requires formal acknowledgment due to company policy.
- In cases of urgent or unplanned leave, as soon as approval is granted.
How to write and send a Leave Acceptance Letter
- Begin with a clear subject line (e.g., "Leave Approval").
- Address the employee by name.
- Mention the leave dates explicitly.
- Include any conditions, if applicable (delegation of tasks, contact during leave, etc.).
- Close professionally and sign.
- Send via official email, printed letter, or internal HR system.
Elements and Structure
- Subject Line: Direct and relevant to leave approval.
- Greeting: Formal or informal based on organizational culture.
- Body:
- Confirmation of leave dates.
- Any conditions or instructions.
- Express support or appreciation (optional).
- Closing: Sincerely, Regards, Best wishes.
- Signature: Name, position, and department.
- Attachments: Optional, such as leave forms or acknowledgment slips.
Requirements and Prerequisites
- Confirm leave eligibility based on company policy.
- Verify leave balances (annual, casual, or sick leave).
- Ensure that project or task coverage is arranged.
- Have HR or management approval before sending the letter.
Formatting Guidelines
- Keep the letter concise and professional.
- Maintain a formal tone for official letters; casual tone is acceptable for internal emails.
- Highlight leave dates clearly.
- Length: Typically one page or less.
After Sending / Follow-up
- Ensure the employee acknowledges receipt.
- Update HR and payroll systems with leave details.
- Monitor delegated tasks to ensure continuity during leave.
- Follow up if any conflicts or urgent changes arise.
Pros and Cons of Sending a Leave Acceptance Letter
Pros:
- Provides clarity and avoids misunderstandings.
- Serves as a record for HR and legal purposes.
- Helps in planning team resources during the employee's absence.
Cons:
- Delayed delivery may cause confusion.
- Overly casual letters may be misinterpreted in formal organizations.
Tricks and Tips
- Use templates for recurring leave approvals to save time.
- Include a personal touch for morale, such as wishing a good break.
- Confirm leave balances before sending approval.
- Clearly mention any conditions or expectations during leave.
Common Mistakes to Avoid
- Forgetting to mention the leave duration explicitly.
- Sending approval without verifying HR policies.
- Failing to specify task handover or coverage responsibilities.
- Using ambiguous language like "approved soon" instead of clear dates.
Does it require attestation or authorization
- Usually requires managerial or HR authorization to be valid.
- May need digital or handwritten signature depending on company policy.
- No attestation is required for informal internal emails but formal acknowledgment is recommended for record-keeping.
