Many of us feel guilty about using our leaves from work. It is often portrayed that the harder you work, the more valuable you are in your company. However, work-life balance is a must and nothing should stop one from living life. What are we earning for? To get burned out? And yet, we still feel nervous when sending out a leave extension application.
If you feel jittery or even unsure of what to put in a leave extension letter, fret not, it need not be that difficult. This article will help you write a good leave extension application so you can enjoy your leaves, even in unforeseen circumstances.
What is a leave extension letter or application?
When you are taking one or more days off from work for any reason, it is important that you apply for leaves beforehand. Of course, sometimes it is unforeseen. But in terms of vacations, weddings and other occasions, etc. you would be aware of the period in which you’d require time away from work. Applying for a leave beforehand helps your team and your manager to prepare for your absence and ensure things go smoothly.
However, when you need to extend your leave longer than you had applied for, you will have to send a leave extension letter. In the application, you request more days off and state a valid reason for the same.
When to write a leave extension letter
Ideally, you should ask for an extension of your leaves as soon as you find out the circumstances. If your situation is uncertain, then write an extension letter mentioning your tentative date of rejoining. It’s important to give your manager and teams a heads up so they know you care about them and that your work ethics are strong.
How to write a leave extension letter
1) Understand your company policies
You should be aware of the policies your company follows. Many companies require the submission of proofs and documents, especially in case of a medical emergency. Find out how your company prefers your leave extension application.
2) Mention all details correctly
Give all information correctly including the dates you have already taken off. Mention the purpose of your leave and how much of an extension you are seeking.
3) Mention a valid reason
If you are asking for an extension of your leaves, you will have to specify a reason. If you don’t want to sound unprofessional, then you should only ask for an extension when you have a valid reason. Else, plan for your leaves beforehand.
4) Inform early on
While a leave extension application usually implies that you are in unforeseen circumstances, you should not wait until the last minute to inform your team and your boss. Let them know of your situation as soon as you can.
5) Ask politely
Irrespective of the situation, you should ask or inform them of your absence politely. Don’t act like you are demanding it and you own the company, irrespective of the position you hold. Be polite. Niceness goes a long way and helps your boss to want to cut you some slack.
Examples:
Sample 1:
Dear Sir/Maam,
Greetings of the day.
I am writing to inform you that my sister’s engagement has been postponed to the *insert date* due to some unforeseen circumstances.
Since I had expected the engagement ceremony to be on *insert date*, I had requested a leave only till *insert date*. However, due to the new developments, I would like to request an extension.
I would like to extend my leave till *insert date*.
Apologies for the inconvenience if any.
Looking forward to a positive response.
Thank you.
Best regards,
XYZ
Sample 2:
Dear Sir/Maam,
Hope you are doing well. I would like to inform you that I tested positive for Covid-19 today on *insert date*.
I am currently on leave as I was visiting Delhi, my hometown.
However, with the latest developments, I will have to follow the Covid-19 protocols and stay quarantined till I test negative.
I request to extend my leave till *insert date*, tentatively.
PFA my test report.
Thank you.
Best regards,
ABC
Conclusion
Seeking a leave extension is not a crime. Don’t feel afraid or guilty about it. Follow the protocols and send a professional leave extension letter and you should be good.
FAQs
Do I need to mention the reason?
Yes, absolutely.
What if I don’t know when I can be back?
Mention a tentative date.
Also Read: How To Ask For A Raise You Deserve