Leave Approval Letter

Dear [Employee Name],

I am writing to inform you that your leave request has been approved. We acknowledge the importance of taking time off from work to rest and recharge, and we are happy to support our employees in maintaining a healthy work-life balance.

Please note that your leave dates are from [Start Date] to [End Date], and we expect you to resume work on [Returning Date]. Kindly ensure that all pending tasks are completed before you proceed on your leave.

We advise that you maintain regular communication with your team during your absence to ensure a smooth handover and continuity of work. Should you need any further assistance or have any concerns, please do not hesitate to contact us.

We wish you a restful and enjoyable time off.

Best regards,

[Your Name]

[Company Name]

Formal Leave Approval Letter

Subject: Leave Approval Confirmation

Dear [Employee Name],

Your request for leave from [Start Date] to [End Date] has been reviewed and approved.

Please ensure that all your pending tasks are delegated appropriately before your leave starts.

Wishing you a restful and productive time off.

Sincerely,

[Manager Name]

[Designation]

Quick Email Leave Approval

Subject: Your Leave Request Has Been Approved

Hi [Employee Name],

This is to confirm that your leave request from [Start Date] to [End Date] has been approved.

Enjoy your time off and ensure your responsibilities are managed accordingly.

Regards,

[Manager Name]

Informal Leave Approval Message

Subject: Leave Approved

Hey [Employee Name],

Just letting you know your leave from [Start Date] to [End Date] is approved.

Have a great break and recharge!

Cheers,

[Manager Name]

Heartfelt Leave Approval Letter

Subject: Approval of Your Leave Request

Dear [Employee Name],

Your leave from [Start Date] to [End Date] is approved. I hope this time allows you to rest, rejuvenate, and spend quality moments with your loved ones.

Take care and return with renewed energy.

Warm regards,

[Manager Name]

Official Leave Approval Letter with Guidelines

Subject: Leave Approval Notification

Dear [Employee Name],

We are pleased to inform you that your leave request from [Start Date] to [End Date] has been approved.

Kindly ensure:

- Your pending tasks are completed or handed over.

- Any urgent matters are communicated to your team.

- You update your out-of-office notifications.

Thank you for following the proper procedure.

Sincerely,

[Manager Name]

[Designation]

Provisional Leave Approval Letter

Subject: Provisional Approval of Leave

Dear [Employee Name],

Your leave request from [Start Date] to [End Date] is provisionally approved, pending the completion of any critical project deliverables.

Once the tasks are confirmed as delegated or completed, your leave will be fully confirmed.

Regards,

[Manager Name]

What is a Leave Approval Letter and Why It Is Important

A document confirming that an employee's leave request has been authorized by management.
Serves as an official record for both employer and employee.
Provides clarity on leave duration and expectations.

Who Should Send a Leave Approval Letter

Immediate supervisors or managers.
HR personnel handling leave management.
Authorized personnel in charge of employee attendance.

Whom the Leave Approval Letter Should Be Addressed To

Employees requesting leave.
In some cases, cc to HR or project leads for awareness.

When a Leave Approval Letter Is Required

After an employee submits a leave request.
For short-term or long-term leaves, including sick leave, vacation, or personal leave.
When leave impacts team schedules and needs formal acknowledgment.

How to Write and Send a Leave Approval Letter

Begin with a clear subject line mentioning leave approval.
State the approved leave dates explicitly.
Include any instructions or conditions if applicable.
End with a professional closing.
Send via email, HR software, or printed letter depending on organizational practice.

Formatting Guidelines for Leave Approval Letters

Length: Usually 1–2 concise paragraphs.
Tone: Professional and clear; can be informal for internal small teams.
Include essential details like dates, approval status, and any conditions.
Ensure readability with proper spacing and bullet points if needed.

Requirements and Prerequisites Before Sending

Review the leave request thoroughly.
Confirm leave does not conflict with critical work schedules.
Check company policies for leave eligibility and limits.

After Sending / Follow-Up Actions

Confirm employee receipt if sent via email.
Update HR records and attendance management systems.
Ensure delegated tasks are monitored during the leave period.

Pros and Cons of Sending a Leave Approval Letter

Pros:

Provides clarity and official documentation.
Prevents misunderstandings about leave approval.
Helps manage workflow and team scheduling.

Cons:

Delays in sending can confuse employees.
Overly generic letters may lack clarity or guidance.

Tricks and Tips for Effective Leave Approval Letters

Mention the exact leave dates to avoid ambiguity.
Include relevant instructions or expectations.
Use professional yet approachable language.
Keep a copy in HR files for reference.

Common Mistakes to Avoid

Failing to mention leave dates clearly.
Approving leave without checking workload or coverage.
Sending letters without proper authorization.
Overly verbose letters that confuse the employee.

Elements and Structure of a Leave Approval Letter

Subject Line: Clearly mention "Leave Approval".
Greeting: Address the employee by name.
Approval Statement: Explicitly approve leave with dates.
Instructions/Conditions: If any, include them clearly.
Closing: Professional and courteous sign-off.
Signature: Manager or HR representative with designation.

Does a Leave Approval Letter Require Attestation or Authorization

Yes, it usually requires the signature of an authorized manager or HR personnel.
In some organizations, digital approval via HR software suffices as authorization.