Everyone needs a leave for some or the other unavoidable reasons in the professional arena and at times, the leave needs to be extended as well. In such cases, one is supposed to write a leave extension letter. A Leave Extension letter is submitted by an employee who is on leave but requires some extra days. The letter is mainly written in order to inform your boss and request him/her to extend your leave. While writing such letters, you should mention the reason for the extension of leave. The reason which you mention should be valid and genuine so that you get the leave extension approved. Giving improper reasons to have a leave granted will harm your credibility too. So, make sure you play it rightly! Also, mention the number of days that you want as an extra leave with the specified dates.
Leave extension letter can be asked for several reasons – family problem, maternity, sick leave, marriage or for some personal problem.Start your letter with a polite tone, and mention that you need leave extension in the first paragraph. In the second paragraph, mention the reason for extension in leave. Finally, in the third paragraph, request your boss to grant you leave and close your letter on a polite note. Also, keep in mind that these letters should be short and simple, where the details are clearly mentioned.
Tips to Write a Leave Extension Letter:
- The writer must be humble in his approach while writing the letter.
- The reason provided for the leave extension must be valid and genuine.
- The tone of the letter must be formal.
- The content should be precise and crisp.
- Apologize for the inconvenience caused to the organization and express your gratitude in advance.
- The letter should be very specific about the issue and should explain clearly the reason for the required extension.
Template
Use our free Leave Extension Letter to help you get started. If you need additional help or more examples check out some of the sample letters below.
From,
______________
______________
Date:___________ (Date on which letter is written)
To,
_________________
_________________
Sub:_______________________
Dear _____________, (name of the receiver)
This is to bring to your kind attention that the condition of my ailing father__(or any other reason)____________ has worsened and doctors have advised him to be in their supervision for ____________ days. I would like to extend my leave for _____________ days till my father recovers completely. I hope you will consider my inability.
I submitted my leave application dating from _______(date)
I hope you will understand my situation and grant me leave extension for. I apologize for the inconvenience caused to the organization. I assure you that I’ll resume my work as soon as possible.
In these circumstances, I’m hoping for your kind consideration.
Thanking you.
Yours sincerely,
_____________
(name and signature)
Sample Letter
From,
Hira Mauz,
251, Matruchaya,
D.G. road, Lahore.
Date: 8th December 2014
To,
The Manager,
H.R Department,
Falcon’s Association, Lahore.
Subject: Application for leave extension
Respected Sir,
This is to bring to your kind attention that the condition of my ailing grandfather has worsened and doctors have advised him to be under their supervision for 3 days. I would like to extend my leave for 5 more days till my grandfather recovers completely. I hope you will consider my inability.
I submitted my leave application dating from 5th Dec 2014 to 8th Dec 2014 for four days
I hope you will understand my situation and grant me leave extension. I apologize for the inconvenience caused to the organization. I assure you that I’ll resume my work as soon as possible.
In these circumstances, I’m hoping for your kind consideration.
Thanking you.
Sincerely,
Hira Muaz.
Assistant H.R.
Email Format
The following is the Email Format to be followed for a Leave Extension Letter.
To: name@email.com
From: name@email.com
Subject: regarding a request for the leave extension
Dear Mr/Mrs/Ms ____,
I am ______ working as H.R. Assistant in this organization since last 5 years. As you might be aware, I’ve been out for the last week and a half. As (reason for leave)___________, I am writing you to ask if an extension of my leave would be at all possible.
I hope you will consider my inability.
I submitted my leave application dating from ___________(date).
I know that you said I could take as much time off as I needed, but believe me when I say I am eager to get back to work.
If you would like to discuss this further, please call me at any time. I am also available to meet you at the office. Thank you very much for your patience regarding this matter, and I hope to hear from you soon!
Sincerely,
_________
(Your name)