9 Samples Of Extension of Leave Letter

However, there are some scenarios where you might need to extend your leaves, obviously for good reasons. Now, how do you email to request an extension of your leave when you’ve already scheduled your leave and informed them of it? Additionally, you must gently request an extension of your leaves in an email by providing a compelling argument. To assist you structure your email more successfully, let’s look at what a extension of leave letter is, the leave extension letter format, and some examples. See this below…

What Is A Leave Extension Letter?

A person who is already on leave but requires a temporary extension due to unanticipated circumstances writes a leave extension. Any reason, including an emergency, a personal commitment, or another reason, may warrant extending your leave. An official letter of this kind informs the employer that you will be unable to report to work on the scheduled day.

Why Write A Letter of Leave Extension?

You can take a longer leave of absence while still following the leave policies of your employer by submitting a letter of leave extension. A letter in writing acts as proof in case you require it later. Your boss will be informed of the situation, which will help them organize the job more effectively while you are away. It enhances your reputation and demonstrates how much you respect your office work.

How Do You Write A Letter Extending A Leave?

The steps you can take to write a letter asking for a professional leave extension are as follows:

Include The Time, Date, And Location:

At the top, include the letter’s creation date. Under the date, include your name and address. Consider including further information, such as your work title, department, and employee ID, in the case of large firms to make identification simpler.

Add The Recipient’s Name And Address:

Include your manager’s name, title, and business address. You should include their information in place of your manager’s if you are addressing the letter to someone else. To be sure you are addressing your leave extension letter to the correct individual, consult the employee handbook for your organization or seek guidance from the HR department.

Refer To Your Leave Status From Before:

Indicate in the letter that you are requesting a leave extension. Then you must make reference to the initial leave that was already granted to you. Mention the length of the leave along with the start and finish dates to minimize any potential confusion. Use the phrase “I am on leave for 10 days from [start date] to [end date]” as an example.

Give A Justification For The Extension:

Why do you need to prolong your leave? Explain. Be as detailed as you can. Give a brief explanation of the current circumstance and the reasons you were unable to foresee it when you submitted your initial vacation request.

Describe How Long The Extension Will Last:

Indicate the updated start date and the additional amount of leave you need. Refer to the clause under which you are eligible for an extension if your company’s leave policies permit one. The total length of the leave, including the extension, should not exceed the amount of authorized leave you are entitled to.

Cite The Supporting Documentation:

Indicate in the letter that you are sending any supporting documentation, such as medical test results or a doctor’s certificate, to ensure that your boss does not overlook it. At the end of the application, you can also include a list of attachments.

Apologize For The Trouble:

Appreciate the fact that your unforeseen leave prolongation disrupts office operations. Your management needs to work harder to make the required changes. Even though the event that led to the extension of your vacation may have been unforeseen and out of your control, you should nonetheless apologize and express regret.

Offer a Work Schedule:

Due to your extended departure, any alternative plans you had made to oversee the workflow in your absence might need to be adjusted. Call the person overseeing the task while you are away to discuss it, coordinate, and so on whenever it is possible. In your letter, mention the actions you have taken. Offer your assistance and make a suggestion for a plan.

Convey Your Gratitude:

Thank you for your letter’s conclusion. In advance, thank your management for their time and consideration of your application. Express your desire for them to favorably evaluate your leave request.

Include a Closing Greeting:

Include a salutation at the end of your letter. Best Regards, Yours Faithfully, or Yours Sincerely are some options. Type your name below it, leaving room for a signature. If you are emailing your request for an extension, you can omit the signature section.

9 Samples Of Letters of Extension of Leave:

The sample letter template seeking a leave extension is provided below. It can be modified to meet your unique needs:

Sample 1:

To,

[Name of your manager/recipient]

[Designation]

[Office Address]

Subject: Leave Extension Letter

Dear Sir/Madam,

I am writing this letter to inform you about my [Type of Leave] leave status. Currently, I am on leave for [Original Leave Duration] days from [Start Date] to [Original End Date]. [Explain the reason for the extension]. Due to this, I need to extend my leave for another [Number of Days] until [new end date].

I am attaching herewith [specify the documents] for your ready reference. As per [specify the rule number] of the company’s leave policy, I am entitled to a maximum leave of [Number] days/week/month.

I sincerely apologize for the inconvenience caused due to the change in my leave plan. I hope you will understand my situation and consider my request positively.

I have spoken to [Name of the Person] and he/she has agreed to continue working for [Duration]. I will continue to coordinate with him/her for a smooth workflow. My mobile number and email address remain the same as provided earlier.

Thanks in advance for your help and support.

Yours Sincerely,

[Your Name]

[Employee ID]

[Job Title],

[Department Name]

[Address]

[Phone Number and Email]

[Signature]

Download The Application In MS Word File

Sample 2:

To:

[Name of your manager/recipient]

[Designation]

[Office Address]

Subject: Annual Leave Extension Request Email

Respected Sir/Madam,

It is to state with much respect and gratitude that I had taken leaves due to illness in the hope of getting recovery in that time span. But I am still under observation and the doctor advised me complete bed rest.

For that reason, I want to leave for one more month so that I can be fully recovered from the illness I am suffering from. I had attached all necessary documents with this application for your kind review and favorable action. Thanking in anticipation.

Yours Sincerely,

[Your Name]

[Employee ID]

[Job Title],

[Department Name]

[Address]

[Phone Number and Email]

[Signature]

Download The Application In MS Word File

Sample 3:

[Date]

To:

[Name of your manager/recipient]

[Designation]

[Office Address]

Subject: Leave Extension Message to Boss

Dear Sir/Madam,

I would like to notify you about my sick leave status. Currently, I am on leave for [Number Of Days] from [Date] to [Date]. I had been on complete bed rest for [Number Of Days] days. There has been a significant improvement in my health since [Date]. The doctor has advised that it would take another [Number Of Days]days for a full recovery.

Hence, I request you extend my leave to [Date]. I have attached the doctor’s note for reference. I sincerely apologize for any inconvenience caused. However, I believe it will help me perform my duties more efficiently when I rejoin my work after complete recovery.

Should there be any urgency, feel free to contact me. Thank you in advance for your kind consideration. I hope you would consider my application favorably.

Yours Sincerely,

[Employee Name]

[Employee ID]

[Job Title]

[Phone Number and Email]

[Signature]

Download The Application In MS Word File

Sample 4:

[Date]

To:

[Name of your manager/recipient]

[Designation]

[Office Address]

Subject: Leave Extension Letter

Dear Sir/Madam,

I am writing this to apply for an extension of my current leave for another [Date] until [Date] due to some personal family problems. I am trying hard to get out of my problems so that I can work without any further disturbances.

I apologize for the trouble caused by me. I will definitely come back to work on[Date], so please approve my leave extension request.

I shall be obliged to you in this regard.

Thanking you.

Yours Sincerely,

[Employee Name]

[Employee ID]

[Job Title]

[Phone Number and Email]

[Signature]

Download The Application Of Annual Leave Extension Request Email In MS Word File

Sample 5:

Manager HR,

[Company Name]

[Company Address].

Subject: Application for Leave Extension

Dear Sir/Madam,

I am saying this from regret feeling that I was on leave for some days, but the issue for which I was on leave is still to be unsettled. I am working on the issue, and it will be determined soon. It needs some more days so, please grant me leave for four more days. I’ll be very grateful to you for this kind act.

Thanks in advance.

Yours Sincerely,

[Employee Name]

[Employee ID]

[Job Title]

[Phone Number and Email]

[Signature]

Download The Application In MS Word File

Sample 6:

[Date]

To:

[Name of your manager/recipient]

[Designation]

[Office Address]

Subject: Leave Extension Letter

Dear Sir,

As I mentioned in my earlier leave application I am the only child of my parents, who are suffering from illness nowadays. Therefore, I had to take leave for three days so that I could take my parents to the nearby hospital for their medical checkup. The doctors have diagnosed that both of my parents are suffering from viral fever. They have been suggested complete bed rest and proper medical care at home.

Unfortunately, there is nobody else to take care of them at home in such deprived hours. Hence, I shall be very thankful to you for extending my leave for two weeks so that both of my parents could get suitable attention and medical care at home.

I am thankful for your priceless time and kind deliberation.

Regards,

[Employee Name]

[Employee ID]

[Job Title]

[Phone Number and Email]

[Signature]

Download The Application In MS Word File

Sample 7:

[Date]

To:

[Name of your manager/recipient]

[Designation]

[Office Address]

Subject: Leave Extension Letter

Dear Sir/Madam,

I would like to inform you about my sick leave status. Currently, I am on leave for five days from [Date] to [Date]. I had been on complete bed rest for the first few days. There has been a significant improvement in my health since yesterday. The doctor has advised that it would take another three days for a full recovery and I take complete rest until then. Due to this, I request you extend my leave by another three days until [Date].

Please find attached herewith my doctor’s note for your ready reference. I sincerely apologize for the inconvenience resulting from this unexpected leave extension. However, I believe it will help me perform my duties more efficiently when I rejoin my work after complete recovery.

I have been coordinating with [Name] over the phone. She has gracefully agreed to stay on until my return. Should there be any urgency, feel free to contact me on my mobile [Mobile Number] or email [Your E-mail ID]. Thank you in advance for your kind consideration. I hope you would consider my application favorably.

Yours Sincerely,

[Employee Name]

[Employee ID]

[Job Title]

[Phone Number and Email]

[Signature]

Download The Application In MS Word File

Sample 8:

[Date]

To:

[Name of your manager/recipient]

[Designation]

[Office Address]

Subject: Leave Extension Letter

Respected Sir/Madam,

I, [Your Name] beg to state that my health condition is still not better. I have been on leave since the [Date]. I had mentioned that I would join the office on [Date], but as per the current reports, my wounds would take some more time to heal. The doctor has also advised complete bed rest for one more week. I have had a conversation with [Name] about handling my classes, and she has agreed to the same.

Requesting you to kindly consider my leave extension request till [Date]. Apologies for the inconvenience caused. I am attaching all the medical reports along with the letter for your reference. I hope you understand the situation and consider my maternity leave extension request. I shall be highly obliged to you for the same. Waiting for a positive response from your end.

Thank you.

Yours Sincerely,

[Employee Name]

[Employee ID]

[Job Title]

[Phone Number and Email]

[Signature]

Attachments:

Doctor’s report
Medical certificate

Download The Application In MS Word File

Sample 9:

[Date]

To:

[Name of your manager/recipient]

[Designation]

[Office Address]

Subject: Leave Extension Letter

Dear Respected Sir/Madam,

As you know, I met with an accident and I have been on leave for the last [Number Of Days]. With all your support and blessing I am gradually recovering.

Here I want to inform you that it will take another [Date] to get fully recovered until then I have to stay in my bed. Therefore I request you to kindly allow me to extend my leave for another [Number of Days] and resume my work on [Date].

I sincerely apologize for any inconvenience caused.

Thanking you.

Yours Sincerely,

[Employee Name]

[Employee ID]

[Job Title]

[Phone Number and Email]

[Signature]

Download The Application In MS Word File

FAQ:

Q. How can I submit a request for a personal leave extension?

A. To increase the number of leaves, a letter of leave extension may be written. Include the personal justification for your desire for more leave in the application harm or accident, as an illustration. Any supporting documentation can be sent with the request for a leave extension.

Q. How can I submit a sick leave extension request?

A. An employee may submit a written request for a leave of absence for ill time. The employee must provide the duration of the absence, the return date, and any supporting medical documents in the application.

An employee who wants to extend their leave must write a letter requesting the extension. It can be used to document any type of absence, including maternity leave, sick leave, and personal leave. But there must be a good basis for asking for the extension.

Q. How do I apply for a lengthy leave of absence?

A. Call your supervisor or go in person to submit the initial leave request. Next, submit a request for a leave extension in writing. Prior to asking the same, please give advance warning.

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