16+ Free Leave of Absence Form Sample

Leave of absence form sample: A leave of absence, also known as the LOA, is actually the period that has been taken off from your work. However, this is highly dependent on the company or organization rules; taking LOA will be easy, as same as asking for time off.

You have to fill up the leave of absence form to be able to take off from your work. Usually, you should go through a more formal process in order to get your leave approved. It is actually true when you want to take a medical leave of absence.

There are so many types of leaves, including paid or unpaid leaves. It should be according to your reasons, the type of life, and the different policies in your company or organization. Usually, employees who have to spend much time in the company or organization are entitled to paid leave. It is very important to note that the employer may not be required to give paid leave for personal reasons.

Types of leave of absence

As mentioned before, there are different types of LOA set apart from the medical leave of absence, which is the most serious. However, it also depends on the reasons that you are taking time off. Here are the types of leave of absence

The sick leave 

This type of leave was given to the employee at the beginning of the annual work cycle. It is highly dependent on the company policies, and employees were entitled to a certain amount of days’ sick leave in the whole year. Usually, when the employee only takes one day off from the working days, it’s truly excusable. They only need to fill up the leave of absence letter on the day he is back to work.

Vacation Leave 

One of the most common types – is a total of days is usually given to the employees who have worked in the company for certain years. During a year, the employee will be allowed to take time off as long as they requested in advance.

Then, the employer will approve that leave letter as long as the employee has vacation leaves left as well. You can use a leave of absence form sample.

Paid Leaves

These are the leaves where you still get paid even though you’re not working. How many paid leaves you get can depend on how long you’ve been working at the company and what job you do.

Sometimes, you can save up these days for later if you don’t use them all at once.

Unpaid Leaves

These are the days off you can take without pay. You might need special permission to take unpaid leaves, especially after you’ve used up all your paid leaves. They are handy when something unexpected comes up, and you need extra time off.

Process of Applying for Leave

Follow these steps to ask for time off from work in a clear and organized way:

Understanding the Policy:

  • Every company has rules about taking time off.
  • Learn about the number of leave days you can take, the kinds of leaves available, and when you can take them.
  • Some leaves need you to tell your boss early, while others can be taken if needed.

Selecting the Correct Form:

  • Different leaves have different forms.
  • Pick the right Leave of Absence Form for the type of leave you need.
  • If you need more clarification, ask your HR department to help you find the right form.

Filling and Submitting the Form:

  • Fill in the form with the right information.
  • Write down the days you want off and why you need the time off.
  • Check the form for mistakes before giving it to your boss or HR.
  • Give the form to the right person or place as told by your company’s rules.

Awaiting Approval:

  • After giving in the form, wait to hear if your time off is approved.
  • Only make plans once your boss says yes to your time off.
  • If needed, ask your boss or HR if your time off is approved yet.

Communicating with Team:

  • Tell your team when you will be away, especially if it’s for many days.
  • Make a plan to help your team know what to do while you’re gone.
  • Give your team a way to contact you for emergencies, but remember to keep work and personal time separate.

Filling Up the Leave of Absence Form

When the time comes to take a break from work, filling up a Leave of Absence Form is a key step. Here’s how to fill it out:

Get the Form

First, you’ll need to get the right form. You can ask your boss or someone from human resources (HR) where to find it.

Read the Instructions

Every form has instructions. Read them carefully so you fill out the form correctly.

Personal Information

Write your name, job title, and other personal information in the right spots on the form.

Type of Leave

Choose the reason for your time off. It could be sickness, vacation, or something else.

Dates of Leave

Write the first day you’ll be gone and the day you’ll come back. It lets everyone know how long you’ll be away.

Reason for Leave

Explain why you need time off. If you’re sick, say that. If you have a happy event like a wedding, say that too.

Contact Information

Write down how your boss or coworkers can reach you if they need to. But remember, it’s your time off!


Sign your name to show that all the information you gave is true.

Submit the Form

Give your form to your boss or whoever the instructions tell you to. It’s good to do this as soon as you can so everyone has time to plan.

Keep a Copy

Make a copy of the form for yourself before you hand it in. It’s good to have, just in case.

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When Do You Need a Leave of Absence?

When these times come, it’s important to let your boss know professionally. This is where a Leave of Absence Letter comes in handy.

Being Sick:

If you are feeling unwell and need time to get better, a Leave of Absence Letter lets your boss know why you can’t come to work.

Family Care:

If someone in your family is sick or needs help, you should stay home to take care of them. Your boss will understand better if you explain in a letter.


Everyone needs a break to rest and have fun. If you plan a vacation, sending a letter to ask for time off is a good idea.


Sometimes, unexpected things happen, and you need to take time off suddenly. Even in emergencies, it’s good to send a letter to explain.

Special Events:

For happy times like a wedding or a new baby, you’ll want time off to celebrate. A letter helps you nicely ask for this time.

Study or Training:

If you want to learn something new to do your job better, you might need time off for school or training. A letter can help you explain this to your boss.

Other Personal Reasons:

There might be other personal things that need your time. A Leave of Absence Letter is a good way to ask for the time you need.

What to Include in Your Leave of Absence?

It is like telling a short story about why you must take time off from work. Here’s what you should include:

Your Details: Write your name, address, and phone number. This way, your boss knows how to contact you if they need to.

Date: The date you are sending the letter. It helps to keep track of when you asked for the leave.

Boss’s Contact Information: Write your boss’s name, title, and the company’s address. It’s like saying “hello” before you start your story.

Greeting: Start with a friendly “Dear” followed by your boss’s name.

Reason for Leave: Obviously, describe why you are required to take time off.

The Dates: Tell your boss when you plan to start your leave and when you will come back. It’s like telling the beginning and end of your story.

Offer Help: Offer to help prepare for your time off. You could suggest someone to do your job while you’re away or offer to train them.

Thank You: Say “thank you” to your boss for understanding and considering your request.

Closing and Signature: End with “Sincerely” or “Thank you,” and then sign your name. It’s like saying “goodbye” at the end of your story.

Attachment (if needed): If you have any documents that help explain your leave, like a doctor’s note, you can attach them to your letter.

Good Reasons for Leave of Absence

There are times in life when you need a break from work to handle personal matters.

Companies understand this and have leave of absence policies to support you. Here are some common good reasons for requesting a leave of absence:


Welcoming a new baby is a big deal! Companies often have maternity and paternity leave to give parents time to bond with their new family members. The rules for this leave can be different from one company to another.

Loss in the Family

Losing a loved one is hard. Many companies have bereavement leave to give you time to grieve and take care of family matters.

Military Duty

If you or a close family member are in the military and need to go on duty, you can ask for military leave. Companies usually have special policies for this.

Health Issues

If you’re sick or need surgery, you’ll need time to get better. It is what sick leave or medical leave is for.

Learning and Growing

If you want to go back to school or take special training to get better at your job, educational leave is a great option.

Caring for Sick Family

Family comes first, and sometimes, they need our care. If a family member is sick or injured, you can ask for family care leave to be there for them.

Duration of Leave from Work

Here’s a look at how the length of leave might be determined:

  • Company Policies: Each company has its own set of rules about how long employees can take off from work. It’s important to check your company’s handbook or talk to your HR department to understand these policies.
  • Legal Regulations: In some places, laws might define how long certain types of leave, like maternity or paternity leave, can last. For example, in some countries, maternity leave can be several months long.
  • Type of Leave: The reason for your leave can also affect its length. For instance, vacation leaves might be shorter, while leaves for medical reasons or family care might be longer.
  • Accrued Leave: Sometimes, the length of your leave might depend on how many leave days you’ve saved up. Some companies allow employees to accumulate leave days over time.
  • Unpaid Leave: If you’re taking unpaid leave, the duration might be more flexible, but it still needs to be approved by your employer.
  • Negotiation: In some cases, you can negotiate the length of your leave with your employer, especially if you have a good reason and have been with the company for a long time.
  • Medical Certification: For medical leaves, a note from a doctor might be required, which can also dictate the length of the leave based on the medical condition.
  • Individual Circumstances: Sometimes, unique situations allow for longer leaves. It all depends on the circumstances and the discretion of the employer.


What is a Leave of Absence Form?

It is a paper you fill out to inform your manager you are required to take days off work. It helps your manager know why you require the time off.

What is a Leave of Absence Letter?

It is a letter you write to your manager to request for days off work. It’s like telling a story about why you are required to stay home for a bit.

Which one should I use, a form or a letter?

It depends on what your job likes. Some jobs like a form, and some like a letter. You can ask someone in the Human Resources (HR) department what is best.

Where do I get a Leave of Absence Form?

Usually, you can get this form from your HR department. Sometimes, it’s on your job’s website.

What should I write in a Leave of Absence Letter?

Write your name, your job title, why you require time off, and when you will come back to work.

When should I give my boss the form or letter?

It’s good to give it as soon as you know you need time off. If it’s an emergency, tell your boss right away.

Can I email my Leave of Absence request?

Yes, you can. But ask your HR department if that’s okay or if they want a form or a letter.

What if my leave request is denied?

You can talk to your manager or somebody in HR to comprehend why and notice if there’s another way to get the time off.

Can I ask for more days off while I am already on leave?

Yes, you can. But you’ll need to fill out a new form or write another letter to tell your boss why you need more days.

How can I take the time off?

Your manager or someone from HR will tell you if you can take the time off. They might call, email, or give you a letter to tell you.