Annual leave is given to an employee once a year where they utilize their paid lave accrued over time to request for a long leave. Annual leave is calculated in addition to sick leave, maternity leave, paternity leave, national holidays, and casual leave. The annual leave request is written to the employer or the higher authority in the institution you are affiliated with. Such a letter can be written to take time off to go on a vacation, spend time with family or personal commitments.
An annual leave letter is important for documentation of the accrued leave days remaining after the request is approved. It is a formal document to notify the relevant parties of your absence from the office and when you are returning. It is also used as a reference to make changes in the work schedule and delegation of work among the staff. This letter is also used to distribute leave days to all workers evenly to ensure fairness.
Tips for writing an annual leave letter
- Read through the annual leave policy before submitting an application
- Submit your request early enough
- Use polite and professional language
- Ensure that the content is formal
- Enclose a leave application form if possible
- Mention somebody to cover your post in your absence
- Keep it short and straight to the point
Annual Leave Letter Templates
Is it too long since you took a break from work? Here is an annual leave letter template that you can customize to draft a professional leave request. Free sample letters are also available below.
From,
_____________
_____________
Date (date on which letter is written)
To,
________________
________________
Sub:_________________________________________
Dear _________________,
With regard to my accrued ____________days’ of annual leave, I wish to submit my request for leave of absence to utilize these days. I wish to take this leave to spend with ____________ back home in ____________ since I have not visited them for ____________ since I joined organization. I am hoping to start my leave on ____________ and resume my duties on ____________.
Since my workload will have lightened by ____________ I don’t oversee any problems with my work while I will be away. I recommend ____________ to assume my duties in my absence and handle clients’ proposal. We have ____________ in our department and I will train her on normal office workings before I leave.
I will not be available on phone and I propose that you address my email ____________ about work matters. I have sent the leave application form to ____________ department and I herewith enclose a copy for your reference.
Given my impeccable record with your organization, I hope that you will approve my leave of absence.
Your Sincerely,
__________
(__________________)
From,
__________________
__________________
Date (Date on which letter is written)
To,
__________________
__________________
Sub:______________________________________________________
Dear ____________,
I would like to officially inform you regarding my absence from office for _________ weeks. I would be going to __________ in order to avail my annual leave allowance provided by the company. I am moving on ___________ and returning on ____________.
In the meantime, my projects will be taken care of by ___________ in my absence which will be submitting the weekly reports to you on regular intervals. I am always available on my phone if you need to contact me.
I hope you will consider my request and grant me leaves for the above-mentioned dates.
Thanking you,
Yours sincerely,
(________________)
Annual Leave Letter Samples
If you need a rest after a busy year and have no idea how to request for leave, we help you write a formal and polite leave request with our free sample annual leave letter that will earn you an approval.
From,
Zachery Downs,
505 Shady Ave.
Gwynn Oak, MD 21207
United States
Date:____________ (Date on which letter is written)
To,
Terrance Ho,
39 Oxford Road
Providence, RI 02904
United States
Sub; Application for annual leave
Dear Mr. Ho,
I hereby write to inform you that I have sixty days of accumulated annual leave and I wish to utilize them. I wish to request for annual leave to spend with my parents back home in Australia. I have not been in a position to visit them since I joined the company two years ago. My proposed dates for the leave are to start on 12th December 2019 to resume work on 13th February 2020.
Since it is the end of the year, my work schedule has lightened and I have requested Sybil Barret to step in for me while I am away. We also have an intern in our department who will help with the extra workload. I will not be in a position to take phone calls and I prefer you address work matters to my email Downszy@gmail.com.
I hope for a positive response to my request.
Yours Truly,
__________
Zachery Downs
From,
Edward Florence
Project Manager
ABC Associates
Atlanta
Date (Date on which letter is written)
To,
Mr. David Hilton
Senior Hr Manager
ABC Associates
Sub: Annual leave application
Dear Mr. Hilton,
This is to bring to your kind attention that I have planned a family trip to Vancouver to avail of my annual leave allowance. I would be absent from the office for one month. You can check my records also that I have not taken a single day leave in the whole year. I would be leaving on 1st September and returning on 29th September.
In my absence, Mr. Henry would be working on my projects, and if needs any clarification, he can contact me via mail or phone. I will extend my help to him.
I hope you will consider my request and grant me leaves for the above-mentioned dates.
Thanking you,
Yours sincerely
__________
Edward Florence
Annual Leave Letter Email Formats
It is time to catch a breath after a tough and tight year. Here is how to write a convincing email to your boss with the guidance of our annual leave letter in an email format that your employer will approve.
Dear Ms. Young,
I hereby write to request for a leave to handle a court matter regarding a family property back home in London. I wish to avail of my annual leave for this purpose. I apply for thirty days’ leave starting from 16th March 2019 to 14th April 2019.
My entire quota of annual leave sanctioned by the company is pending. Kindly adjust my leave days accordingly. I have forwarded my leave application form to the human resource department and attached a copy herewith for your reference. I hope to be back to work on 14th April 2019.
While I am away, I recommend Nathanael Silva to assume my duties and respond to my work emails. I will ensure that my work will not be left behind because of my absence. Moreover, I do not oversee any problems arising with my work while I am away. Since I may not be able to respond to work phone calls, please address any work-related matter to my email Downszy@gmail.com.
I hope that you will sanction my request for annual leave.
Thank you in advance.
Best wishes,
Zachery Downs
Dear Mr. Peter Nicholas,
I am writing this letter to inform you that I require a long term leave, and I wish to avail my full annual leave allowance, as I have my full annual leave allowance. I may take leave for one month as I am planning for a national tour with my family.
I have assigned my present work to Mr. David. He knows well about my work, and he can handle it without any problems, as the only the final part is left to be completed by him.
I will return to the office on 2nd April 2001. If there happen to be any changes in my plan or if I want to attend the office earlier or later than the mentioned date, I will inform you well in advance. Thanks for considering my request.
Thanking You,
Yours Sincerely,
____________
Lewis K. Buckman
3997 Pickens Way
Longview, TX 75604
Conclusion
Every employee is entitled to annual leave and it is recommended to submit a request for leave when you need it. Annual leave is longer than other kinds of leave so it is crucial to be specific about all details like when you are leaving, the day of returning, and a genuine reason for the leave request. Keep the content formal and use polite language.
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