How to Write a Leave Extension Letter. (With Template and Example) A leave extension letter is a formal request submitted to your employer when you need additional time off beyond your initially approved leave. Whether it’s due to health reasons, personal emergencies, family matters, or unforeseen circumstances, a well-crafted extension letter can help you maintain professionalism and ensure that your absence is managed smoothly.
This guide will help you understand how to write an effective leave extension letter with a template and a real-world example to follow.
When to Write a Leave Extension Letter
You should submit a leave extension request when:
✔️ Your medical condition requires more recovery time.
✔️ A family emergency needs your attention.
✔️ Travel delays prevent you from returning on time.
✔️ Unexpected work or personal commitments require additional leave.
It’s best to submit the request as early as possible to allow your employer to plan accordingly.
How to Write a Leave Extension Letter
When writing a leave extension request, follow this formal structure:
✅ Salutation—Address your employer or manager respectfully.
✅ Reason for Extension—Please clearly explain the reason for your request for additional leave.
✅ Number of Extra Days Requested—Mention the extended leave duration.
✅ Supporting Documents—Attach a medical certificate or travel proof if required.
✅ Apology for the Inconvenience. Show consideration for your team and workload.
✅ Offer to Assist—Suggest how you will handle pending tasks.
✅ Gratitude & Closing—End on a positive note.
Leave Extension Letter Template
📌 [Your Name]
📌 [Your Position]
📌 [Company Name]
📌 [Company Address]
📌 [Email Address]
📌 [Phone Number]
📌 [Date]
Subject: Request for Leave Extension
Dear [Manager’s Name],
I hope this email finds you well. I am writing to formally request an extension of my leave from [original leave end date] to [new requested date] due to [reason for extension, e.g., medical recovery, family emergency, travel delays, etc.].
I understand the importance of my responsibilities and apologise for any inconvenience my absence may cause the team. If required, I am happy to provide a medical certificate/travel proof to support my request.
To ensure a smooth workflow during my absence, I have [mention any steps taken, such as delegating tasks or assisting remotely]. Please let me know if there is anything further I can do to facilitate this transition.
I sincerely appreciate your consideration and support. I look forward to returning to work and resuming my duties. Please tell me if my request has been approved.
Thank you for your time and understanding.
Best Regards,
[Your Name]
Example of a Leave Extension Letter
📌 John Doe
📌 Senior Software Engineer
📌 ABC Tech Solutions
📌 123 Business Street, Dubai, UAE
📌 johndoe@email.com
📌 +971 50 123 4567
📌 March 10, 2025
Subject: Request for Leave Extension
Dear Mr. Ahmed,
I hope you are doing well. I am writing to formally request an extension of my medical leave from March 15, 2025, to March 25, 2025, as per my doctor’s recommendation. Although I was originally scheduled to return on March 15, I require additional rest and treatment due to post-surgical recovery.
I deeply regret any inconvenience my extended leave may cause. To ensure that my tasks are managed smoothly, I have provided a detailed handover to my colleague, [Colleague’s Name], and will be available for urgent queries via email. Additionally, I have attached my doctor’s certificate confirming the necessity of this extension.
I appreciate your understanding and support in this matter. Please confirm if my request has been approved and let me know if any additional information is required.
Thank you for your time and consideration.
Best Regards,
John Doe
Key Tips for Writing a Leave Extension Letter
📌 Be Clear & Concise: Explain the reason for your leave extension briefly but clearly.
📌 Be Polite & Professional: Use a respectful and formal tone.
📌 Submit Early: Inform your employer in advance to minimise disruptions.
📌 Provide Supporting Documents: If necessary, attach relevant documents like medical certificates.
📌 Express Willingness to Assist: Offer solutions to ensure a smooth workflow.
Conclusion
A well-written leave extension letter reflects professionalism and responsibility. By following the structure, template, and example above, you can effectively communicate your need for additional leave while maintaining a positive relationship with your employer.
