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HR GLOSSARY

Staying on top of the latest HR terms and jargon can be a challenge in your field of expertise. We understand as an HR professional you’re always looking to expand your skills and knowledge, which is why we’ve compiled an extensive HR glossary.

The glossary is your go-to resource to help sharpen your acumen in this field. From commonly used HR words to more obscure Human Resources terms, the HR glossary covers it all. Whether you’re a seasoned pro or just starting out, our library is a handy tool to have in your arsenal.

Leave of Absence

How to Request a Leave of Absence: A Simple Step-by-Step Guide [With Templates]

Did you know that under the Family Medical Leave Act (FMLA), eligible employees can take up to 12 workweeks of unpaid leave of absence for specific family and medical reasons?

However, navigating the leave of absence application process isn’t always straightforward. To qualify for FMLA leave, you must have worked for a covered employer for at least 12 months and logged at least 1,250 hours during the preceding year. Additionally, your employer must have 50 or more employees within a 75-mile radius to be considered a covered employer under FMLA.

Whether you’re dealing with extended personal matters, long-term illness, parental responsibilities, or educational pursuits, knowing how to write an application for leave of absence properly is crucial. In fact, some states require employers to provide paid leave for specific situations like jury duty or voting, while others mandate accommodations under the Americans with Disabilities Act (ADA) for absences related to physical and mental health issues.

In this step-by-step guide, we’ll walk you through everything you need to know about requesting time away from work – from understanding what a leave of absence actually is to creating a professional leave of absence letter that gets approved. We’ve even included templates to make the process easier for you!

What is a Leave of Absence?

A leave of absence represents a formal, extended period away from work that goes beyond regular time off. Unlike casual vacation days or sick leave, a leave of absence typically involves a more structured arrangement between employees and employers for specific circumstances that require prolonged time away from work.

Definition and purpose

A leave of absence (LOA) is a formal, authorized period during which an employee is excused from their regular work duties while maintaining their employment status. This arrangement allows workers to address extraordinary circumstances without losing job security. The primary purpose of a leave of absence is to accommodate situations that regular time-off policies cannot adequately cover.

Essentially, leaves of absence serve as valuable components of human resource management, enabling organizations to retain talented employees who need extended time away. These arrangements acknowledge that even dedicated workers occasionally face personal, medical, or family matters requiring their full attention.

Leaves generally fall into two main categories:

Mandatory leaves – Required by federal, state, or local laws for qualifying employees

Voluntary leaves – Provided at the employer’s discretion, often as recruitment and engagement tools

Furthermore, depending on company policies and applicable laws, leaves of absence may be either paid or unpaid. When company policies concerning time off, sick leave, vacation, and holidays cover the leave of absence, employees can receive payment during their time away. Otherwise, the leave remains unpaid but still provides job protection.

Despite being unpaid in many cases, leaves of absence typically offer protective benefits. Employees on leave generally maintain access to health insurance and continue accruing vacation days. This protection helps workers manage unexpected life events, for example taking bereavement leaves from work after losing a loved one; while preserving their job security and benefits.

Difference between time off and leave of absence

The distinction between regular time off and a formal leave of absence lies primarily in duration, purpose, and formality. Time off usually refers to short-term breaks from work like vacation days, sick days, or personal days. Meanwhile, a leave of absence involves a more extended period away from work for specific, often serious reasons.

Specifically, regular time off typically:

Covers brief absences (hours to days)

Falls under standard company PTO policies

Requires minimal documentation

Often receives full compensation

Conversely, a leave of absence generally:

Extends for weeks or months

Requires formal approval processes

Necessitates documentation

May involve reduced or no compensation

Carries legal protections in many cases

Another key difference is that “leave” encompasses any time when you’re not at work – or even any time you’re not performing your normal duties. The term has broader applications, particularly in government and military contexts, where specific leave accrual systems exist.

Unlike vacation time or standard PTO, leaves of absence typically address significant life events such as childbirth, adoption, caring for ill family members, managing serious health conditions, or fulfilling military obligations. These circumstances justify extended absences that standard time-off policies cannot accommodate.

It’s worth noting that the Family and Medical Leave Act (FMLA) specifically grants eligible employees up to 12 weeks of unpaid, job-protected leave for qualifying medical and family reasons. Although FMLA falls under the broader category of leave, not all leaves qualify for FMLA protection, as each has specific eligibility requirements.

Understanding these distinctions helps employees properly navigate requesting time away and ensures employers apply appropriate policies and legal protections for different absence scenarios.

Types of Leave of Absence

Understanding the various types of leave of absence helps employees navigate time-off options and helps employers create compliant policies. Each category serves different purposes and comes with its own set of rules and protections.

Mandatory vs Voluntary

Leave of absence falls into two primary categories based on legal requirements:

Mandatory leave is governed by federal, state, or local laws that require employers to grant eligible employees time off for specific reasons. At the federal level, mandatory leave is primarily regulated by the Americans with Disabilities Act (ADA) and the Family Medical Leave Act (FMLA). Under FMLA, eligible employees can receive up to 12 workweeks of unpaid leave. What makes mandatory leave distinct is that employers must restore employees to their former positions or place them in equivalent roles upon their return.

Voluntary leave, conversely, functions as an employee benefit provided at the employer’s discretion. Unlike mandatory leave, voluntary leave typically doesn’t offer the same job protection as FMLA. Companies offering voluntary leave should clearly document their policies, including eligibility criteria and terms in their employee handbooks. Voluntary leaves are generally unpaid and employees may be asked to use their accumulated PTO before approval.

Paid vs Unpaid

The financial implications of leaves of absence vary considerably:

Paid leave allows employees to receive their regular compensation during their absence. Nevertheless, it’s worth noting that while FMLA mandates leave time, it doesn’t federally require that this time be paid. Consequently, whether leave is paid often depends on company policies and state laws. Some employers offer a predetermined amount of paid annual leaves and paid leave hours that employees can use for personal situations, whereas others allow employees to accumulate paid leave based on hours worked.

Unpaid leave represents extended time off without compensation. Even with unpaid leave, FMLA ensures job protection and continued benefits like health insurance. Notably, some employers permit employees to apply accrued vacation time toward their leave of absence, with any additional time needed becoming unpaid.

Common reasons for leave

People request leaves of absence for numerous legitimate reasons:

Health-related reasons: Including personal illness, recovery from surgery, or caring for family members with serious health conditions

Family matters: Parental leave following childbirth or adoption, caring for ill family members, or bereavement following the death of a loved one

Military obligations: Both for service members and sometimes for military families

Civic duties: Including jury duty and voting, which are protected by law in many jurisdictions

Educational pursuits: For continuing education, professional development, or pursuing advanced degrees

Personal development: Sabbaticals for travel, research, or personal growth

Emergencies: Including natural disasters affecting an employee’s home or unexpected personal crises

Hence, whether mandatory or voluntary, paid or unpaid, leaves of absence serve as crucial workplace mechanisms that enable employees to manage significant life events while maintaining their employment status. Understanding these classifications helps both employers and employees navigate leave policies effectively.

Who Qualifies and What Are the Legal Rights?

Navigating eligibility for protected leave requires understanding key federal regulations that determine your legal rights and employer’s responsibilities. These regulations create a framework for who can take leave and what protections they receive.

FMLA eligibility criteria

To qualify for Family and Medical Leave Act (FMLA) protection, you must meet specific requirements. Primarily, you must work for a covered employer, which includes:

All public agencies (federal, state, and local governments)

Public and private elementary and secondary schools

Private-sector employers with 50 or more employees within 75 miles

Beyond employer coverage, you must also satisfy individual eligibility conditions:

You’ve worked for your employer for at least 12 months (not necessarily consecutive)

You’ve completed at least 1,250 hours of service during the 12 months before leave begins.

Even with these qualifications, your reason for leave must fall under FMLA-protected circumstances such as birth/adoption of a child, serious health condition, caring for family members, or military-related needs.

ADA and other legal protections

The Americans with Disabilities Act (ADA) provides additional leave protections for employees with disabilities. Unlike FMLA, ADA:

Applies to employers with 15 or more employees

Requires “reasonable accommodations” which may include leave

Has no set amount of mandated leave time—appropriate duration depends on individual circumstances

Importantly, the EEOC maintains that compliance with FMLA doesn’t automatically satisfy ADA obligations. This means employees who exhaust FMLA leave may still qualify for additional leave as an ADA accommodation.

Other key protections include the Uniformed Services Employment and Reemployment Rights Act (USERRA), which requires employers to provide unpaid leave during military service.

Employer obligations

Employers have several legal responsibilities toward employees on protected leave:

First, they must maintain job protection—employees taking FMLA leave have the right to return to their same position or an equivalent job with identical pay, benefits, and working conditions.

Second, employers must continue group health insurance coverage during FMLA leave under the same terms as if the employee hadn’t taken leave.

Third, employers cannot interfere with FMLA rights or retaliate against employees for using protected leave. Prohibited actions include denying legitimate leave requests, manipulating work hours to avoid FMLA responsibilities, or taking adverse employment actions against those who exercise their rights.

Finally, under ADA, employers must consider providing unpaid leave as a reasonable accommodation unless it creates an “undue hardship”—even if the employee has exhausted all available FMLA leave or doesn’t qualify for it.

How to Request a Leave of Absence: Step-by-Step

Requesting a leave of absence requires careful planning and proper communication with your employer. By following these five essential steps, you can ensure your request is handled professionally and in compliance with company policies.

1. Review your company’s leave policy

First, thoroughly examine your employer’s leave of absence policies. Check your employee handbook or contact HR to understand the rules regarding different types of leave. Look specifically for:

Eligibility requirements for various leave types

Maximum length of leave permitted

Whether your company offers paid or unpaid leave

Notice period requirements for planned absences

Many organizations document their leave policies in employee handbooks to ensure all supervisors understand and consistently apply these policies.

2. Determine your eligibility

After reviewing company policies, assess whether you qualify for the leave you need. Consider:

Your length of employment at the company

Hours worked in the relevant period

Type of leave you require (medical, personal, etc.)

Whether your situation meets FMLA or other legal criteria

Remember that eligibility varies depending on leave type, and some companies require you to complete a minimum service period before qualifying for certain leaves.

3. Prepare your leave of absence application

Subsequently, draft your leave request, ensuring it includes:

Specific dates for beginning and end of leave

Clear reason for your absence (as detailed as you’re comfortable sharing)

Your contact information during leave

Plan for managing your workload while away

For formal requests, maintain a professional tone and follow standard business letter format with your address, date, recipient’s information, and proper salutation.

4. Submit your request to HR or manager

Ideally, schedule a meeting with your supervisor to discuss your need for leave in person. Thereafter:

Follow up with a formal written request via email or letter

Submit your request well in advance when possible

Clearly state the purpose of your leave and specific dates

Express willingness to help with transition planning

5. Provide supporting documentation if needed

Lastly, be prepared to provide appropriate documentation based on your leave type:

Medical leaves often require healthcare provider certification

Parental leaves may need birth certificates or adoption papers

Military leaves typically require copies of orders

Bereavement leaves sometimes require death certificates

Remember that different types of leave require different supporting documents, so verify requirements with your HR department.

Leave of Absence Letter and Templates

Creating an effective leave of absence letter serves as the foundation of your formal request. Properly structured documentation not only demonstrates professionalism but also ensures your request meets all necessary requirements.

What to include in a leave of absence letter

Every leave of absence letter should contain these essential components:

Your contact information (name, position, department)

Current date

Recipient’s information (supervisor/HR manager)

Clear statement requesting leave

Specific dates (start and end date with return date)

Reason for leave (as detailed as you’re comfortable sharing)

Plan for work coverage during absence

Your availability during leave

Expression of gratitude

Professional closing and signature

Sample leave of absence letter for medical reasons

[Your Name]

[Your Position]

[Department]

[Date]

Dear [Manager’s Name],

I am writing to request a medical leave of absence from [start date] to [end date] due to [brief description of medical condition or procedure]. My doctor has advised that I need this time for [treatment/recovery]. I expect to return to work on [return date].

I’ve attached the required medical documentation supporting my request. During my absence, [Colleague’s Name] has agreed to handle my ongoing projects. I’ll ensure all current tasks are up-to-date before my leave begins.

Thank you for your understanding and support.

Sincerely,

[Your Name]

Sample leave of absence letter for personal reasons

[Your Name]

[Your Position]

[Date]

Dear [Manager’s Name],

I am writing to formally request a personal leave of absence from [start date] through [end date]. I plan to return on [return date].

The reason for my request is [brief explanation of personal circumstance]. I’m happy to assist with transition planning before my departure and can be reached at [phone/email] if urgent matters arise.

Thank you for your consideration.

Respectfully,

[Your Name]

Tips for writing a professional request

Primarily, submit your request as early as possible – this gives employers time to arrange coverage for your role. Additionally, speak with your supervisor before sending a formal letter to discuss your situation.

Furthermore, be clear about dates and keep your explanation concise yet complete. Likewise, offer assistance with transitioning your responsibilities. Above all, maintain a professional tone throughout, regardless of your reason for leave.

Conclusion

Requesting a leave of absence certainly requires careful planning and proper communication. Throughout this guide, we’ve walked through everything you need to know about taking extended time away from work while protecting your position and benefits.

Remember, leaves of absence differ significantly from regular time off. These formal arrangements allow you to address serious life circumstances without sacrificing job security. Additionally, understanding the distinction between mandatory leaves (protected by laws like FMLA and ADA) and voluntary leaves (offered at employer discretion) helps you navigate your options effectively.

Eligibility matters tremendously when seeking protected leave. FMLA coverage requires working for a covered employer for at least 12 months with 1,250 hours logged during the preceding year. Similarly, ADA protections apply specifically to employees with qualifying disabilities.

Before submitting any request, review your company’s policies thoroughly. This step ensures you understand the specific procedures, documentation requirements, and timelines applicable to your situation. Your preparation directly impacts the likelihood of approval.

The templates provided serve as practical starting points for crafting your own professional request. Customize these according to your specific circumstances while maintaining the essential components: clear dates, legitimate reasons, and thoughtful transition plans.

Most importantly, approach the entire process with professionalism. Early notice, proper documentation, and willingness to assist with workflow transitions demonstrate your commitment to both your personal needs and workplace responsibilities. This balanced approach helps maintain positive relationships even during your absence.

Armed with this knowledge, you can confidently request the time you need while following proper protocols. Your well-crafted leave request reflects both self-advocacy and professional responsibility—essential qualities that benefit you throughout your career journey.

FAQs

Q1. How long can I take for a leave of absence?

The duration of a leave of absence varies depending on the reason and company policy. Under the Family and Medical Leave Act (FMLA), eligible employees can take up to 12 workweeks of unpaid leave in a 12-month period for qualifying reasons. However, some companies may offer longer or shorter periods based on their policies.

Q2. Will I get paid during my leave of absence?

Whether a leave of absence is paid or unpaid depends on your employer’s policies and the type of leave. Some companies offer paid leave for certain situations, while others may require you to use accrued vacation time. FMLA leave is typically unpaid, but you may be able to use paid time off concurrently.

Q3. Can my employer deny my request for a leave of absence?

If you’re eligible for FMLA or ADA protections and your reason qualifies, your employer cannot deny your leave request. However, for voluntary leaves, employers have more discretion. They may consider factors such as business needs and your job performance when deciding whether to approve your request.

Q4. What should I include in my leave of absence letter?

Your leave of absence letter should include your contact information, the date, recipient’s information, a clear statement requesting leave, specific start and end dates, the reason for leave, a plan for work coverage, your availability during leave, and a professional closing. Be concise yet thorough in your explanation.

Q5. Do I need to provide documentation for my leave of absence?

Documentation requirements depend on the type of leave you’re requesting. For medical leaves, you may need to provide certification from a healthcare provider. Parental leaves might require birth certificates or adoption papers. Always check with your HR department to understand what specific documentation is needed for your situation.