A Leave Approval Letter is a formal document issued by an employer or the HR department to confirm the approval of an employee’s leave request. Typically generated through the organization's leave management system, it ensures clear communication about the leave duration, approval status, and any conditions or expectations related to the leave. Using a leave management system for this process helps maintain accurate records and promotes transparency and efficiency in handling leave requests.
What is a Leave Approval Letter?
A Leave Approval Letter serves as an official confirmation that an employee's leave request has been reviewed and approved. It typically includes:
Employee’s Name & Designation
Type of Leave (Paid, Unpaid, Medical, etc.)
Leave Duration & Dates
Approval Status
Additional Instructions (if any)
How to Write a Leave Approval Letter?
Use a Professional Format – Include company letterhead (if applicable)
Address the Employee Properly – Use their full name and designation
Clearly Mention Leave Details – Type of leave, start & end dates
State Approval Confirmation – Formally approve the leave request
Include Additional Notes (if required) – Mention workload delegation, return expectations, etc.
Close the Letter Formally – Include HR or Manager’s signature
Sample Leave Approval Letter Templates
Template 1: Simple Leave Approval Letter
Date: [Insert Date] Subject: Leave Approval Confirmation
Dear [Employee Name],
We are pleased to inform you that your request for [Type of Leave] from [Start Date] to [End Date] has been approved. Please ensure all necessary work handovers are completed before your leave.
Should you need any assistance during your leave period, feel free to reach out to your reporting manager or HR. We wish you a restful time off.
Best Regards, [HR Manager/Approving Authority] [Company Name]
Template 2: Detailed Leave Approval Letter
Date: [Insert Date] Subject: Leave Request Approval – [Employee Name]
Dear [Employee Name],
We acknowledge receipt of your leave request and are happy to inform you that your [Type of Leave] from [Start Date] to [End Date] has been approved.
Leave Details:
Employee Name: [Employee Name]
Employee ID: [Employee ID]
Designation: [Job Title]
Department: [Department Name]
Leave Type: [Sick Leave, Annual Leave, Maternity Leave, etc.]
Total Leave Days Approved: [Number of Days]
We request you to complete all necessary work handovers before your last working day. In case of any changes, please notify the HR department immediately.
Wishing you a pleasant time off. Looking forward to your return on [Return Date].
Best Regards, [HR Manager Name] [Company Name]
Why is a Leave Approval Letter Important?
Provides official confirmation of approved leave
Ensures proper workforce planning
Helps employees prepare for their time off
Establishes clear expectations for return
Leave Approval Best Practices
Be Professional & Clear – Avoid ambiguity in dates & terms
Specify Work Handover Requirements – Ensure a smooth workflow
Use Formal Language – Maintain professionalism
Include Contact Information – In case of emergencies or updates
Conclusion
A Leave Approval Letter is essential for clear communication between employers and employees regarding approved time off. With EasyHR, you can automate leave approvals and documentation efficiently.