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A leave extension request email is a formal communication from an employee to their supervisor or HR department requesting an extension of their existing leave. It typically includes information about the original leave dates, the requested extension dates, the reason for the extension, and any supporting documentation. The supervisor or HR department will review the request and make a decision based on company policy and the employee’s individual circumstances.
How to Structure a Leave Extension Request Email
Crafting an effective leave extension request email is crucial to ensure that your request is considered and approved promptly. Here’s a comprehensive guide to help you structure your email for maximum impact:
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Introduction
Start with a polite greeting and state your purpose clearly. For example:
Dear [Manager’s name],
I hope this email finds you well. I am writing to request an extension of my leave of absence.
Explanation of Situation
Explain the reason why you need the extension. Be specific and provide supporting documentation if necessary. For example:
My original leave request was from [start date] to [end date]. However, due to unforeseen circumstances, I am requesting an extension of [number] weeks.
The reason for this extension is [reason for extension]. I have attached supporting documentation for your review.
Proposed Extension Dates
Clearly state the proposed extension dates and ensure they align with company policy and your team’s schedule. For example:
| Old Leave Period | New Leave Period |
|---|---|
| [Original start date] – [Original end date] | [New start date] – [New end date] |
Impact on Work
Acknowledge the impact your extended absence may have on your team and propose solutions to mitigate it. For example:
I understand that my extended absence may cause some inconvenience to the team.
- I have delegated my responsibilities to [colleague’s name] and provided them with detailed handover notes.
- I will be available by phone and email during my leave to provide support and guidance as needed.
Request for Approval
Conclude your email by reiterating your request and thanking your manager for their consideration. For example:
I kindly request your approval for the extension of my leave of absence as proposed above.
Thank you for your understanding and support in this matter.
Sincerely,
[Your name]
Sample Leave Extension Request Emails
Medical Leave Extension Request
Dear [Manager’s Name],
I am writing to request an extension of my medical leave from [Start Date] to [New End Date]. I have been experiencing ongoing health issues that require additional time to recover and stabilize.
Attached is a medical certificate from my doctor outlining my condition and recommended recovery timeline. I have been following the prescribed treatment plan and am committed to returning to work as soon as I am medically cleared to do so.
Thank you for your understanding and support during this challenging time.
Sincerely,
[Your Name]
Family Emergency Leave Extension Request
Dear [Manager’s Name],
I am writing to request an extension of my family emergency leave from [Start Date] to [New End Date]. My [Family Member’s Name] recently experienced a serious medical emergency and requires my immediate assistance.
I have been providing care and support to my family member on a full-time basis. I am committed to ensuring their well-being and stability during this difficult time.
I understand that I may not be able to work remotely during this extension. I will provide regular updates on my availability and plan to return to work as soon as the situation allows.
Thank you for your understanding and support.
Sincerely,
[Your Name]
Sabbatical Leave Extension Request
Dear [Manager’s Name],
I hope this email finds you well.
I am writing to request an extension of my sabbatical leave from [Start Date] to [New End Date]. As you know, I have been on an approved sabbatical leave to pursue personal and professional development opportunities.
Over the past [Number] months, I have made significant progress towards my goals. However, I require additional time to complete certain projects and finalize my research. I am confident that this extension will allow me to maximize the benefits of my sabbatical leave.
Thank you for considering my request.
Sincerely,
[Your Name]
Maternity/Paternity Leave Extension Request
Dear [Manager’s Name],
I am writing to request an extension of my [Maternity/Paternity] leave from [Start Date] to [New End Date]. My due date has been revised to [Revised Due Date], and I require additional time to prepare for the arrival of our child and adjust to our new family responsibilities.
I have attached a doctor’s note confirming the revised due date. I am currently feeling well and plan to return to work as soon as I am medically cleared to do so.
Thank you for your understanding and support.
Sincerely,
[Your Name]
Bereavement Leave Extension Request
Dear [Manager’s Name],
I am writing to request an extension of my bereavement leave from [Start Date] to [New End Date]. I recently lost [Family Member’s Name] and am experiencing a difficult time coping with their passing.
I have been using my bereavement leave to attend to funeral arrangements, grieve, and process my emotions. However, I still need additional time to adjust to this profound loss and focus on my well-being.
Thank you for your understanding and support during this challenging time.
Sincerely,
[Your Name]
Jury Duty Leave Extension Request
Dear [Manager’s Name],
I am writing to request an extension of my jury duty leave from [Start Date] to [New End Date]. My jury service has been extended due to the unexpected complexity of the case.
I understand the importance of my work, and I have made arrangements to minimize the impact of my absence. I have delegated my responsibilities to capable colleagues and will be checking email occasionally to keep informed of any urgent matters.
I am committed to returning to work as soon as I am released from jury duty. Thank you for your understanding.
Sincerely,
[Your Name]
Personal Leave Extension Request
Dear [Manager’s Name],
I hope this email finds you well.
I am writing to request an extension of my personal leave from [Start Date] to [New End Date]. I have been experiencing some unexpected personal challenges that require my immediate attention and support.
I am unable to provide specific details at this time, but I assure you that this is a serious matter that requires my undivided attention. I am committed to returning to work as soon as possible, and I will keep you updated on my situation.
Thank you for your understanding and support during this difficult time.
Sincerely,
[Your Name]
How to Write a Leave Extension Request Email
What should I include in a leave extension email?
A leave extension request email should include the following information:
- Subject line: The subject line should be clear and concise, and should state that you are requesting a leave extension. For example: "Leave Extension Request"
- Body: The body of the email should include the following:
- A brief explanation of why you are requesting a leave extension.
- The dates of your original leave and the dates of your requested extension.
- Any supporting documentation, such as a doctor’s note or a letter from your employer.
How can I ensure my leave extension request is approved?
- Be professional and respectful: When writing your leave extension request, be sure to use a professional tone and be respectful of your employer’s time.
- Provide clear and concise information: Make sure that your email is easy to read and understand, and that you have provided all of the necessary information.
- Follow up: Once you have submitted your leave extension request, be sure to follow up with your employer to ensure that they have received it and are processing it.
What should I do if my leave extension request is denied?
If your leave extension request is denied, you should:
- Ask for an explanation: Ask your employer why your request was denied, and if there is anything you can do to get it approved.
- Be understanding: Understand that your employer may have reasons for denying your request, and be willing to compromise.
- Consider other options: If your leave extension request is denied, you may need to consider other options, such as taking a shorter leave or using unpaid leave.
Thanks for reading, folks! I hope this article has given you all the info you need for crafting the perfect leave extension request email. If you have any other questions or need further guidance, don’t hesitate to drop by again. I’ll be here, ready to help you navigate the world of email correspondence like a pro. Until next time, keep those emails flowing and those vacations extended!