Annual Leave Letter: Definition, How To Write and Example

The leave letter should be formal and concise. A detailed explanation of the absence’s reasons shouldn’t be included in the letter. If such absence poses challenges for the company, the employee must mention any outstanding work or tasks that have been delegated to a coworker, superior, or another person. The letter differs from general leave letters in that it addresses the subject of the recipient’s right to annual leave.

Request Letter for Annual Leave – Sample Letter to HR Regarding Annual Leave

What is an annual leave letter?

An official letter explaining to your employer when and why you intend to take annual leave is known as an annual leave letter. Your annual leave letter should be accompanied by any official annual leave request forms that your employer may occasionally require. It can be a good idea to review your company’s policy before writing your letter because it should explain how to request your annual leave. Some companies prefer paper copies, while others prefer email. The policy ought to specify who you are supposed to give the paperwork to, such as your immediate supervisor or the HR department.

What is annual leave?

When an employee requests an extended leave of absence, they are using their accrued paid time off. This is known as taking an annual leave. Some employers include annual leave as a benefit in their benefits package for their staff. Regarding the number of days offered, how they accrue, and how much advance notice is required, different employers have different policies. Since annual leave typically lasts for a longer period of time, the employee usually works with their employer to ensure staffing is properly covered before taking their leave. Employees may use annual leave for any reason, including vacations and urgent situations.

How to write an annual leave letter

Here are the steps for writing an annual leave letter:

1. Choose a format

Determine the format you will use to submit your annual leave letter based on your company’s policy, which you may need to locate and read to learn the company’s preference. The most popular channels are your business’s online portal, email, and written communication on actual paper. You might need to submit more than one format to more than one location in some circumstances.

2. Choose a template

Annual leave letters should be formal and professional in nature. If you are familiar with the fundamental grammar rules and formats for formal letters, such as the date, salutation, body, and closing, you can write the letter yourself. Another choice is to copy a letter from a template you can find online for an annual leave letter. You’ll find a template in this article that you can use.

3. Include pertinent information

Make sure that the company’s policy contains all the requested information. The following list may be helpful if the policy is vague about what details to include:

4. Submit the letter

Once you’ve finished writing your annual leave request letter, it’s a good idea to proofread it one last time before submitting it to look for any grammatical errors. Once it is prepared, send the letter through the appropriate channels, whether that be through the company’s website, by email, or in writing. A copy of the letter should be kept for your own records.

5. Prepare for your leave

You can thank your supervisor or HR manager for approving the leave time with a simple email or a brief note after your request has been granted. As a reference for the coworker handling your duties while you’re away, it’s a good idea to put your leave information and job-related specifics in writing. You might want to send a brief email informing your coworkers and superiors that you’ll be away from the office, along with your leave dates, emergency contact information, and who to reach out to in your absence.

You can set up an auto-reply message with your email account on the final day before leaving for vacation so that anyone who emails you will be aware that you are away. It can be very simple, like this:

Dear Sender,

I appreciate your email, but I will be out of the office from (start date) to (end date). I won’t have access to my email (or only have limited access) during this time. Please get in touch with (name) at (contact information) if you need assistance right away.

Thank you,
Your Name

Why do you need to write an annual leave letter?

A letter requesting annual leave must be written in order to be documented. If there are any later disagreements or problems with your absence, writing a formal letter to your employer can legitimize and legalize it. Your request frequently needs to pass through several levels of approval, including those of your immediate supervisor, other supervisors, and the human resources division. Written communication facilitates the sharing of information and facilitates approval more effectively than oral communication. By putting the request date in writing, you can demonstrate that you made the request with sufficient notice by documenting your request.


Here is a sample annual leave letter that you can use as a guide:

[Your full name]
[Your address]
[Your phone

[Supervisors name]
[Supervisors address]
[Supervisors phone]


Salutation (name of recipient or phrase such as “To Whom It May Concern”);

Body [Write a paragraph in which you clearly state that you wish to take annual leave, along with the dates, your reasons for doing so, and any other relevant information. ].

[Your name]


Here is an example of an annual leave letter:

Gilbert Smith
54 Ridge Road, Suite #8
Atlanta, GA 30303

Human Resources Department, All Star Real Estate54 Ridge Road, Suite #6, Atlanta, GA 30303

To Whom It May Concern,

To use 10 days of my annual leave from July 1 through July 12, 2020, I would like to request permission. For personal reasons, I need these annual leave days to travel for my wedding and honeymoon. Louis Gregory will take over my duties while I’m away, as my supervisor has given his approval for these leave dates. You can reach me at my personal cell phone number, which is listed in my file, in the event of an emergency. Also, please find attached the companys annual leave application form.

Best regards,
Gilbert Smith

FAQs about annual leaver letters

Here are some frequently asked questions about annual leave letters:

What are some tips for writing an annual leave letter?

Here are some tips for writing an annual leave letter:

What are the ways to request annual leave?

There are typically three ways to request annual leave, but it’s best to familiarize yourself with your company’s policy or inquire with your HR department for the advised procedure. The three ways are:

What are some things to consider before requesting annual leave?

It’s important to consider how your absence might impact your team, department, and company before requesting annual leave. If your employer needs you during a crucial period, you might think about taking your leave on a different date. Some things to take into consideration include:

How does annual leave compare to other types of leave?

Companies offer their employees a variety of leave options. Knowing the different types of leave can help you choose which one to request. Common types of leave include:


How do I write a simple annual leave letter?

{Recipient’s Name}, I hope you are doing well. I’m writing to let you know that between the dates of “start date” and “end date,” I will be unavailable for a period of “number of days.” I urgently need to go back home to take care of some property-related issues, so I want to use some of my annual leave to do that.

How do I write an annual leave request?

Here are some tips for writing an annual leave letter:
  1. Keep the letter short and concise.
  2. Include a leave application form if your company has one.
  3. Make sure the content is formal and not too personal.
  4. Use language that is professional and polite.
  5. Mention the specific dates that you will be absent.

How do you write a leave letter?

Dear Mr. /Mrs. I’m writing to ask you for a leave of absence for X days from the start date to the end date because I need to attend to a close relative’s medical emergency. Since the relative lives in Uttrakhand, I will have to travel for X number of days.

How do you write an email asking for annual leave?

How to write an annual leave request email
  1. Include a subject line that is brief, but concise. …
  2. Describe why you are writing. …
  3. Be specific about your requested dates. …
  4. Describe why you need to request for an annual leave.
  5. Mention how you’re going to prepare for your annual leave.
  6. Keep yourself available for any questions.

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