An emergency leave letter is written to notify the relevant authority of your absence from work due to unforeseeable circumstances. Emergencies include illness, an accident, loss of a family member, and others. An employee can write an emergency leave letter to the employer or a higher authority to inform them that he/she will not be available at work for a certain period. Family or personal emergencies can result in an employee requesting an emergency leave.
An emergency leave letter is a formal document that notifies your employer of your absence. It is also used for record-keeping in case your whereabouts need to be known in the future. With this request, an employer can make adjustments of work schedule, work duties and staffing to reduce inconveniences. Where payments are made depending on working hours, this letter also helps in documentation and management.
Tips for writing an emergency leave letter
- Keep the content formal
- Be concise about the reason for the leave request
- Use polite and professional language
- Indicate the date of leaving and return
- Recommend a person who can cover for you when you are away
- Where possible, enclose proof of an emergency
- Read through the employer’s emergency leave policy
- Ensure that you include a signature
- Keep it brief and concise
Emergency Leave Letter Templates
When something unexpected happens that may disrupt your working hours, you can take an emergency leave. Have a look at the emergency leave letter template and sample letters for reference.
From,
_____________
_____________
Date (date on which letter is written)
To,
________________
________________
Sub:_________________________________________
Dear _________________,
I am writing this letter to formally submit my request for an emergency leave. It is with deep sorrow that I wish to notify you of passing of my ____________. This was an unforeseen situation and I apologize for the short notice.
I will take an emergency leave starting from ____________ and hopefully to return to the office on ____________. I will take this time to make arrangements for a decent sendoff of my ____________. Please postpone the project meeting scheduled for ____________ to a later date. I wish to have time off from all office activities during this difficult time.
In my absence, I recommend ____________ to cover for me and assume all my duties. If you have question on the status of the project kindly contact ____________. I hope to have a clearer mind to concentrate on my work when I resume work after I have this matter handled.
I thank ____________ for their support and consideration in this unsettling time for me and my family. I appreciate your time and hope for your prompt response to this matter.
Yours Sincerely,
__________
(__________________)
From,
________
________
Date:_____________ (date of the day when the letter has been sent)
To,
___________
_________
__________
Subject: Emergency leave letter
Dear Sir/Ma’am (write a proper salutation and title for the recipient),
This letter is to inform you that due to a ……………………..( reason ) to my father-in-law I will have to go to my hometown, in Jaipur by today’s flight. This is a very crucial time for my family, and so I have to be there with them. I am not sure when I will be able to come back. If he gets stabilized in a few days, I will return to the office by next week. In case I am not able to come until next week, I will give a call and inform you about my status.
You can assign Shweta the work target allocated to me. I hope you will understand my emergency and bear with me.
R. J. Taylor
Rob Taylor
Yours sincerely,
____
(your name)
Emergency Leave Letter Samples
A personal or family emergency can affect your concentration at work and you need to take time off. Here is a sample emergency leave letter that will show you how to write a formal leave request.
From,
Damien Cross,
366 SE. Ryan St.
New Haven, CT 06511
United States
Date:____________ (Date on which letter is written)
To,
Cassandra Franco,
Intel Technologies
28 Henry Lane
Maryville, TN 37803
United States
Sub; Application for an emergency leave
Dear Ms. Franco,
It is with deep sorry that I write this letter to inform you that I lost my father-in-law to a terminal illness. I hereby write to request an emergency leave for one week due to this unpredicted situation. I would like to support my wife and my mother-in-law in this difficult time as we grieve our loss.
I wish to start my leave tomorrow on 12th August 2019 and I apologize for not giving you three days’ notice since this situation was unpredictable. I will also take this time to handle funeral preparations for a decent sendoff of my father-in-law. While I am away I recommend Cleo Ball to cover for me and take up all my duties. I hope to come back to the office on 20th August 2019.
Thank you for your understanding in this difficult time for me and my family.
Yours Truly,
__________
Damien Cross
From,
Rob Taylor,
Andhra NGO,
Kolhapur
Date: 6th February 2017
To,
Dinesh Agarwal,
Sun Ltd.,
Kolhapur
Subject: Emergency leave letter
Dear Sir/Ma’am (write a proper salutation and title for the recipient),
This letter is to inform you that due to a sudden heart attack on my father-in-law, I will have to go to my hometown in Jaipur by today’s flight. This is a very crucial time for my family, and so I have to be there with them. I am not sure when I will be able to come back. If he gets stabilized in a few days, I will return to the office by next week. In case I am not able to go until next week, I will give a call and inform you about my status.
You can assign Shweta the work target assigned to me. I hope you will understand my emergency and bear with me.
Regards
Rob Taylor
Emergency Leave Letter Email Formats
Many companies make use of emails as the basic way of communicating. Here is a good example of an emergency leave application in an email format that you can use to write to your employer.
Dear Ms. Franco,
I hereby write this letter to inform you that I need to take an emergency leave starting today 14th April 2020. I received a phone call from the organization that my daughter is volunteering in Africa that she had an accident. I need to take a flight to Africa as soon as possible to see my daughter who is now hospitalized.
I am not sure how serious her situation is but I will let you know as soon as I get more information. I wish to request a week’s leave and hopefully resume my duties on 21st April 2020 when she has recovered. I have requested Dale Serrano to assume my duties including consulting with clients on current projects. With the help of my colleagues, I hope that my work will not suffer.
Kindly reach me through my mobile 524-458-3133 or my personal email jasminem@yahoo.com. Please postpone the project meetings scheduled next week for a later date. Upon my return, I will have a clearer mind to concentrate on my duties. I hope for your consideration in this unsettling time.
Thank you in advance, I look forward to your approval.
Best Regards,
Jasmine Mercer
Dear Sir/ Ma’am,
This email is about an emergency leave that I will have to take tomorrow. I couldn’t inform you about it earlier because I just received the news that my father-in-law is in a very critical state of health. I need to be with my family at such a time. I will get back to work as soon as I can, and I promise to work extra hours after I return.
I hope you will not be disappointed with me and bear with me.
Yours sincerely,
____
(your name)
Conclusion
It is not unusual for an emergency to arise that requires you to take an emergency leave. Employers offer this kind of leave to ensure that the employee is productive rather than worried and stressed when they don’t handle their situation. In such a letter, be genuine about the reason for the request, be specific on the dates of leaving and return, and any other important details.
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