how to write a leave extension application letter

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How To Write A Leave Extension Letter?

While we might be good planners and have a schedule for everything, certain circumstances arrive unannounced. You might have planned a week-long vacation but a roadblock could prevent you from proceeding as planned. In such a scenario it is only a professional approach to inform your company about the same as soon as possible. This blog discusses what is a leave extension letter, how to write it, and provides you with sample letters.

Table of Contents

What is a Leave Extension Letter ?

A leave extension request letter is a formal letter written to HR or the manager to ask for an extension to an already granted leave due to unexpected circumstances. One can ask for a leave extension or additional leaves for reasons such as family issues, extension of vacation, medical issues, or any other emergency. The letter is important because it informs the employer that the employee will not be able to return to work on the predetermined date. 

The letter for an extension of leave not only shows an employee’s professional attitude towards your work but also serves as proof just in case it is needed in the future. Otherwise, it is helpful to explain the employee’s situation to the employer who can then plan the work efficiently in their absence. If you are pursuing jobs for freshers and need help writing letters and applications learn business communication to write in a professional manner.

How to Write a Leave Extension Letter?

To write a professional leave extension application follow these steps.

• Check the Leave Extension Rules: Read and review your company’s leave extension rules carefully. Check the requirements, proof documents to be attached, and the format of the application. You must know how well before the leave extension is to be applied for and to whom the letter should be addressed. Part time jobs and work from home jobs may not have a dedicated leave policy, it’s best to confirm the policies while applying for job vacancies.
• Include Date, Name, and Address: Mention the date of writing the letter on the top. Just below it write your name along with your employee ID, designation, department, and address. 
• Add the Name and Address of the Recipient: Mention the details of the manager or the person you are addressing your letter to. Along with the name, their designation, and official address should be added. 
• Add a Subject Line: Adding a subject line is a must. It concisely describes the purpose of the letter. 
• Add a Salutation: Write a professional salutation to greet the recipient. If you are mentioning their name, ensure that you write their professional name regardless of your relationship. 
• Mention Your Original Leave Status: This is where the main text of your letter begins. Start by stating that you are writing the letter to ask for a leave extension. Refer to the original leave status and mention the start and end dates for the same. 
• Give Reason for Leave Extension: Write about the reason for the extension of the leave. Be specific while explaining the situation and inform why you could not foresee it when the original leave was applied for. 
• Specify the Duration of Leave Extension: Now specify the extension period you require with the start and end dates. Refer to the rules on leave extension mentioned in the company’s leave policy. 
• Documentary Proof: Mention the documentary proof attached to the letter. They can be medical certificates, doctor’s prescriptions, test reports, etc. You can also add a list of attachments at the end of the letter for the convenience of your manager. 
• Apologize for the Inconvenience: Though unforeseen circumstances can arise, one cannot ignore the fact that sudden leave extensions disturb the workflow in the office. It is out of courtesy that you should express regret and apologize because the manager would now have to put in extra work to make necessary adjustments to maintain the workflow. 
• Suggest an Alternate Work Plan: If you have a plan to maintain the workflow in your absence, mention it in the letter. Mention the steps you have taken or suggest a plan to offer your help. 
• Express Gratitude: Conclude your letter by expressing gratitude and thanking your manager in advance for their time. Express hope that they will consider your leave extension application favorably. 
• Add Closing Salutation: Finally, add a closing salutation such as ‘Yours sincerely’ or ‘Yours faithfully’ to your letter. Then write your name after leaving some space for the signature. 
• Proofread: You are done writing or typing your letter but make sure to proofread it before signing and sending it to the manager. Check for typos, errors, or any factual inaccuracies. 
• Print and Sign: Take a printout of the letter and sign it. If you are applying for the leave extension through email, then you can skip signing it or add a digital signature.

Leave Extension Letter Template

Here is a template for a letter for a leave extension request.

Leave Extension Letter Sample s

The following are sample letters for various situations that you can use when you need to apply for a leave extension. 

Sample 1: Family Member’s Illness

Here is a sample letter for leave extension in case of a family member falling ill.

Sample 2: Personal Issue

Here is a sample leave extension letter in case of a personal issue.

Sample 4: Maternity Leave Extension

Here is a sample letter for leave extension in case of pregnancy.

Sample 5: Extending the Vacation

At times the vacation you have taken might get extended due to unforeseen circumstances. In such cases, you can use the following sample letter to apply for a leave extension.

Sample 6: Accident/Mishap

The following is a sample leave extension letter when you have met with an accident and are unable to be at work. 

Sample 7: Leave Extension Mail

You can apply for a leave extension through email as well. Here is the leave extension application format for email.

Tips to Write a Leave Extension Letter

Writing a professional letter is not that difficult. Here are some tips to help you write one.

• Maintain Clarity: State the purpose of your letter clearly and concisely. Be brief and avoid sharing irrelevant details. 
• Use Formal Language: When you use formal language in the letter it shows your professional attitude and sincerity. Be it a physical letter or an email, the tone and language should always be formal. 
• Mention Original Timeline of Leave: Mention the original timeline of your leave, so that your manager can better grasp the context of the extension applied for. 
• Specify Leave Extension End Date: It is advisable to mention the end date of your leave extension. It is done to let the manager know when they can expect you to be back at work and plan accordingly in your absence. 
• Explain the Reason: Just mentioning the reason is not enough. You should explain the situation in detail and why you cannot be available for work. 

A leave extension letter is important because it informs your manager about the change in the work plan they will have to make to manage work in your absence. As a professional, you should be able to write an application for a leave extension well in advance with all the necessary details. The sample letters given in this blog will help you draft one of your own. Ensure that you customize it according to your requirements. 

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9 Samples Of Extension of Leave Letter

However, there are some scenarios where you might need to extend your leaves, obviously for good reasons. Now, how do you email to request an extension of your leave when you’ve already scheduled your leave and informed them of it?  Additionally, you must gently request an extension of your leaves in an email by providing a compelling argument. To assist you structure your email more successfully, let’s look at what a extension of leave letter is, the leave extension letter format, and some examples. See this below…

Table of Contents

What is a leave extension letter, why write a letter of leave extension, how do you write a letter extending a leave.

A person who is already on leave but requires a temporary extension due to unanticipated circumstances writes a leave extension. Any reason, including an emergency, a personal commitment, or another reason, may warrant extending your leave. An official letter of this kind informs the employer that you will be unable to report to work on the scheduled day.

You can take a longer leave of absence while still following the leave policies of your employer by submitting a letter of leave extension. A letter in writing acts as proof in case you require it later. Your boss will be informed of the situation, which will help them organize the job more effectively while you are away. It enhances your reputation and demonstrates how much you respect your office work.

The steps you can take to write a letter asking for a professional leave extension are as follows:

Include The Time, Date, And Location:

At the top, include the letter’s creation date. Under the date, include your name and address. Consider including further information, such as your work title, department, and employee ID, in the case of large firms to make identification simpler.

Add The Recipient’s Name And Address:

Include your manager’s name, title, and business address. You should include their information in place of your manager’s if you are addressing the letter to someone else. To be sure you are addressing your leave extension letter to the correct individual, consult the employee handbook for your organization or seek guidance from the HR department.

Refer To Your Leave Status From Before:

Indicate in the letter that you are requesting a leave extension. Then you must make reference to the initial leave that was already granted to you. Mention the length of the leave along with the start and finish dates to minimize any potential confusion. Use the phrase “I am on leave for 10 days from [start date] to [end date]” as an example.

Give A Justification For The Extension:

Why do you need to prolong your leave? Explain. Be as detailed as you can. Give a brief explanation of the current circumstance and the reasons you were unable to foresee it when you submitted your initial vacation request.

Describe How Long The Extension Will Last:

Indicate the updated start date and the additional amount of leave you need. Refer to the clause under which you are eligible for an extension if your company’s leave policies permit one. The total length of the leave, including the extension, should not exceed the amount of authorized leave you are entitled to.

Cite The Supporting Documentation:

Indicate in the letter that you are sending any supporting documentation, such as medical test results or a doctor’s certificate, to ensure that your boss does not overlook it. At the end of the application, you can also include a list of attachments.

Apologize For The Trouble:

Appreciate the fact that your unforeseen leave prolongation disrupts office operations. Your management needs to work harder to make the required changes. Even though the event that led to the extension of your vacation may have been unforeseen and out of your control, you should nonetheless apologize and express regret.

Offer a Work Schedule:

Due to your extended departure, any alternative plans you had made to oversee the workflow in your absence might need to be adjusted. Call the person overseeing the task while you are away to discuss it, coordinate, and so on whenever it is possible. In your letter, mention the actions you have taken. Offer your assistance and make a suggestion for a plan.

Convey Your Gratitude:

Thank you for your letter’s conclusion. In advance, thank your management for their time and consideration of your application. Express your desire for them to favorably evaluate your leave request .

Include a Closing Greeting:

Include a salutation at the end of your letter. Best Regards, Yours Faithfully, or Yours Sincerely are some options. Type your name below it, leaving room for a signature. If you are emailing your request for an extension, you can omit the signature section.

9 Samples Of Letters of Extension of Leave:

The sample letter template seeking a leave extension is provided below. It can be modified to meet your unique needs:

[Name of your manager/recipient]

[Designation]

[Office Address]

Subject: Leave Extension Letter

Dear Sir/Madam,

I am writing this letter to inform you about my [Type of Leave] leave status. Currently, I am on leave for [Original Leave Duration] days from [Start Date] to [Original End Date]. [Explain the reason for the extension]. Due to this, I need to extend my leave for another [Number of Days] until [new end date].

I am attaching herewith [specify the documents] for your ready reference. As per [specify the rule number] of the company’s leave policy, I am entitled to a maximum leave of [Number] days/week/month.

I sincerely apologize for the inconvenience caused due to the change in my leave plan. I hope you will understand my situation and consider my request positively.

I have spoken to [Name of the Person] and he/she has agreed to continue working for [Duration]. I will continue to coordinate with him/her for a smooth workflow. My mobile number and email address remain the same as provided earlier.

Thanks in advance for your help and support.

Yours Sincerely,

[Your Name]

[Employee ID]

[Job Title],

[Department Name]

[Phone Number and Email]

[Signature]

Subject: Annual Leave Extension Request Email

Respected Sir/Madam,

It is to state with much respect and gratitude that I had taken leaves due to illness in the hope of getting recovery in that time span. But I am still under observation and the doctor advised me complete bed rest.

For that reason, I want to leave for one more month so that I can be fully recovered from the illness I am suffering from. I had attached all necessary documents with this application for your kind review and favorable action. Thanking in anticipation.

Subject: Leave Extension Message to Boss

I would like to notify you about my sick leave status. Currently, I am on leave for [Number Of Days] from [Date] to [Date]. I had been on complete bed rest for [Number Of Days] days. There has been a significant improvement in my health since [Date]. The doctor has advised that it would take another [Number Of Days]days for a full recovery.

Hence, I request you extend my leave to [Date]. I have attached the doctor’s note for reference. I sincerely apologize for any inconvenience caused. However, I believe it will help me perform my duties more efficiently when I rejoin my work after complete recovery.

Should there be any urgency, feel free to contact me. Thank you in advance for your kind consideration. I hope you would consider my application favorably.

[Employee Name]

[Job Title]

I am writing this to apply for an extension of my current leave for another  [Date] until [Date] due to some personal family problems. I am trying hard to get out of my problems so that I can work without any further disturbances.

I apologize for the trouble caused by me. I  will definitely come back to work on[Date], so please approve my leave extension request.

I shall be obliged to you in this regard.

Thanking you.

Manager HR,

[Company Name]

[Company Address].

Subject: Application for Leave Extension

I am saying this from regret feeling that I was on leave for some days, but the issue for which I was on leave is still to be unsettled. I am working on the issue, and it will be determined soon. It needs some more days so, please grant me leave for four more days. I’ll be very grateful to you for this kind act.

Thanks in advance.

As I mentioned in my earlier leave application I am the only child of my parents, who are suffering from illness nowadays. Therefore, I had to take leave for three days so that I could take my parents to the nearby hospital for their medical checkup. The doctors have diagnosed that both of my parents are suffering from viral fever. They have been suggested complete bed rest and proper medical care at home.

Unfortunately, there is nobody else to take care of them at home in such deprived hours. Hence, I shall be very thankful to you for extending my leave for two weeks so that both of my parents could get suitable attention and medical care at home.

I am thankful for your priceless time and kind deliberation.

I would like to inform you about my sick leave status. Currently, I am on leave for five days from [Date] to [Date]. I had been on complete bed rest for the first few days. There has been a significant improvement in my health since yesterday. The doctor has advised that it would take another three days for a full recovery and I take complete rest until then. Due to this, I request you extend my leave by another three days until [Date].

Please find attached herewith my doctor’s note for your ready reference. I sincerely apologize for the inconvenience resulting from this unexpected leave extension. However, I believe it will help me perform my duties more efficiently when I rejoin my work after complete recovery.

I have been coordinating with [Name] over the phone. She has gracefully agreed to stay on until my return. Should there be any urgency, feel free to contact me on my mobile [Mobile Number] or email [Your E-mail ID]. Thank you in advance for your kind consideration. I hope you would consider my application favorably.

I, [Your Name] beg to state that my health condition is still not better. I have been on leave since the [Date]. I had mentioned that I would join the office on [Date], but as per the current reports, my wounds would take some more time to heal. The doctor has also advised complete bed rest for one more week. I have had a conversation with [Name] about handling my classes, and she has agreed to the same.

Requesting you to kindly consider my leave extension request till [Date]. Apologies for the inconvenience caused. I am attaching all the medical reports along with the letter for your reference. I hope you understand the situation and consider my maternity leave extension request. I shall be highly obliged to you for the same. Waiting for a positive response from your end.

Attachments:

• Doctor’s report
• Medical certificate

Dear Respected Sir/Madam,

As you know, I met with an accident and I have been on leave for the last [Number Of Days]. With all your support and blessing I am gradually recovering.

Here I want to inform you that it will take another [Date] to get fully recovered until then I have to stay in my bed. Therefore I request you to kindly allow me to extend my leave for another [Number of Days]  and resume my work on [Date].

I sincerely apologize for any inconvenience caused.

Q. How can I submit a request for a personal leave extension?

A. To increase the number of leaves, a letter of leave extension may be written. Include the personal justification for your desire for more leave in the application harm or accident, as an illustration. Any supporting documentation can be sent with the request for a leave extension.

Q. How can I submit a sick leave extension request?

A. An employee may submit a written request for a leave of absence for ill time. The employee must provide the duration of the absence, the return date, and any supporting medical documents in the application.

An employee who wants to extend their leave must write a letter requesting the extension. It can be used to document any type of absence, including maternity leave, sick leave, and personal leave. But there must be a good basis for asking for the extension.

Q. How do I apply for a lengthy leave of absence?

A. Call your supervisor or go in person to submit the initial leave request. Next, submit a request for a leave extension in writing. Prior to asking the same, please give advance warning.

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Sample Leave Extension Emails / Applications

A leave extension letter is a formal request made to your manager/boss to ask for additional leaves, while you are already in the leave period. For example, if you are already on leave due to a health problem but you aren’t recovered yet, then you need to request for extension of your leave.

Similarly leave extension may be required when you are on travel (or) due to family problems (or) due to the health problems of the family members etc.

For all such kinds of reasons, here you can find sample leave extension request emails, which you can use to send your boss or manager.

Table of Contents

• How to write a leave extension letter
• Simple sick leave extension letter

Leave Extension Application: Family Problems

Application for leave extension: maternity leave.

• Leave Extension Application on Medical Grounds 

Leave Extension Application: Mother/Father’s Illness

Application for leave extension: accident, application for leave extension: surgery, application for leave extension: personal reason, how to write a leave extension letter.

1.Subject line: Write a subject line as “ Application for leave extension: [reason]” , “Leave extension request: [Reason], “Leave extension application due to [reason]”.

2 . Reason is important: You should need to have a proper reason to apply for extended leave.

3. Refer to your current leave period: While writing the leave extension application mention your current leave period i.e from which date to which date you are on leave (or) the no of leaves you have taken.

4. Be specific about extended leave dates: Write the number of extended leave days and the date up to which you need the leave.

5. Apologize for the inconvenience: It looks professional when you apologize for the trouble caused by your absence from the company, so mention your apologies in the letter.

6. Be thankful: Show your gratitude to the company in the letter. You can say that by writing “Thanking you” at the end of the letter.

7. Close the letter: Finally, close the letter by using letter closings like sincerely or regard align with your name.

Simple Leave Extension Letter

Sub: Leave Extension request.

Dear Sir/Madam,

I am writing this to request for extension of my leave as I am not yet completely recovered from my illness. As per the doctor’s advice, an additional two days of rest is required for me to get fully recovered.

Please accept my apologies for the inconvenience. I am planning to return to the work on [date] . 

Therefore please give your approval for another two days up to [last date of leave] .

Thanking you.

Regards, Your name.

Sub: Application for a Leave extension.

I am writing this to apply for an extension of my present leave for another [no of days] until [date], due to some personal family problems. I am trying hard to get out of my problems therefore I can work without any further disturbances. 

Sorry for the trouble caused by me. I  will surely come back to the work on [date] , so please approve my leave extension request.

I shall be obliged to you in this regard.

Sincerely, Your name.

Sub: Maternity leaves extension request.

My name is [your name] , [employee id] , working as a [designation] in [deparmetn] at [company name] .

I would like to happily inform you that I have been blessed with a baby girl/boy. I was granted maternity leave from [date] to [date] . 

Keeping in view of my present health condition I request you to extend my maternity leave until [last date of leave] .

I will return to my work immediately after the extended leave date, therefore please approve my extended maternity leave request.

Yours sincerely, Your name.

Leave Extension Application on Medical Grounds 

Sub:  Leave extension request.

This email is to seek your approval for an extension of my current leave period because of my health problem. It will take some more time for me to completely recover, so please grant me leave for another four days till [date] .

Please find the attached medical reports with this email, for your kind verification.

I will return to the work after my recovery, mostly on [date of return] . In case of any emergency work, I will be available on my phone at any time.

Here I request you kindly accept my lave extension request, I shall be always thankful to you.

Sub: Leave extension request due to parent’s health problem.

I, [your name] , working as a [designation] at [company name] . I have been on leave for the last five days due to my mother’s/ father’s health problem.

Here I would like to request for leave extension for another three days until [date]. My mother/father got a severe [health issue] , and she/he is getting treatment in the hospital. 

Here I am attaching her/his medical reports for your verification. As the only son of my family, I have to take care of my father/mother for another five days until their discharge. 

Therefore please approve my leave extension request until [date] . In case of any urgent work, I will be available on my phone.

Sub: Leave extension request due to accident.

Dear Mr./Ms. _________,

As you all know that I met with an accident last month and I have been on leave for the last ten days. With all your support and blessing I am gradually recovering.

Here I want to inform you that it will take another one week to get fully recovered until then I have to stay on my bed.

Therefore I request you to kindly allow me to extend my leave for another one week and I resume my work on [date of return] .

I sincerely apologize for the inconvenience caused by me.

Sub: Request for extension of leave.

This is in regard to my leave extension request, I have been on leave for the past five days since [leave start date] because of my cardiac bypass surgery . By god’s grace, my operation was successful but doctors advised me to take a rest for another week.

Therefore with due respect, I request you to kindly allow me to extend my current leave for the next one week until [last date of leave] .

I hope you understand my condition and approve my lave extension.

Sub: Leave extension request.

I hereby request your approval to extend my leave for another two days until [date] because of some personal reasons. I will certainly come back to the work immediately after the extended leave i.e on [date of return] .

I honestly regret the inconvenience caused by me, I can guarantee that this will not be repeated again.

So please accept my leave extension request.

Thanking you,

1. Do companies accept extended leave requests?

If your reason is genuine then most employers will accept your leave extension request.

2. Will I get a salary for extended leave?

It depends on your leave balance, if you have any balance casual/sick/earned leaves then you will be paid for utilizing those leaves.

3. To whom should I send my leave application?

You can send it to your head of the department (or) manager (or) boss (or) HR department. It depends on to whom you are reporting and at the same time who has authority to sanction your leave

Recommended:

• Short sick leave emails to boss for one day.
• Sample five days leave application formats for office.

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How to Write an Effective Leave Extension Letter (With Template and Example)

Have you encountered a need to extend your work leave? A well-crafted leave extension letter is vital in such situations. It formally requests an extension beyond the initially approved period, facilitating clear communication with your employer.

This article guides you on drafting an effective leave extension letter, ensuring a polite expression of your request with clarity and consideration.

Writing an Effective Leave Extension Letter

Opening paragraph.

When writing a leave extension letter, specify the original leave duration and start date. Clearly explain the reason for the extension, whether unforeseen circumstances or personal reasons.

Duration and New End Date:

Specify the additional days required, helping your employer understand the extended duration. State the new end date to avoid confusion.

Apology and Consideration

Express a genuine apology for any inconvenience, acknowledging potential disruptions. Assure your commitment to minimising negative impacts and request understanding from your manager.

Leave Extension Letter Template (Word count: 50)

Sender's information.

• Name: [Your Full Name]
• Employee ID: [Employee ID Number]
• Job Title: [Your Job Title]
• Department: [Department Name]
• Address: [Your Current Address]
• Phone Number: [Your Phone Number]
• Email: [Your Email Address]

Recipient's Information

• Name: [Recipient's Full Name]
• Designation: [Recipient's Designation/Job Title]
• Office Address: [Office Address]

Subject Line

Leave Extension Request due to [Reason]

Body Content

Dear [Recipient's Name],

I hope this email finds you well. I am writing to request an extension for my previously approved leave. My original leave duration was from [Start Date] to [End Date]. However, due to unforeseen circumstances/[Reason], I would like to extend my leave for an additional [Number of Days].

As a result, I kindly request that you consider extending my leave and adjust the end date to [New End Date]. I apologise for any inconvenience this may cause and assure you that I will do everything possible to ensure a smooth transition of my responsibilities before my absence.

Thank you in advance for your understanding and positive consideration. Please let me know if there are any further details or information required from my end.

Best regards,

[Your Full Name]

[Your Job Title]

[Department Name]

[Contact Information]

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Leave Extension Letter Example

I trust this message finds you in good health. I am writing to request an extension for my previously approved leave. My original leave duration was from December 10, 2023, to December 24, 2023. Unfortunately, due to a sudden family emergency that requires my immediate attention, I would like to extend my leave for an additional five days.

As a result, I kindly request that you consider extending my leave and adjust the end date to December 29, 2023. I apologise for any inconvenience this may cause and assure you that I will do everything possible to ensure a smooth transition of my responsibilities before my absence.

By following these guidelines and using the provided template and example, you can communicate your need for additional leave clearly and professionally.

Also read - How to write an email

Crafting an Effective Leave Extention Letter

In conclusion, writing an effective leave extension letter is crucial for clear communication with your employer and maintaining professional relationships. Remember to include all necessary details and express gratitude and understanding.

Take control of your career growth by exploring upskilling opportunities and career resources available through platforms like WiZR. Let your leave extension letter be a stepping stone towards a successful and fulfilling professional journey.

1. Can I request a leave extension for personal reasons?

Yes, you can request a leave extension for personal reasons such as health issues or family emergencies. However, it is important to inform your employer as early as possible and provide the necessary documentation if required.

2. Are there any specific rules regarding leave extensions?

Specific rules regarding leave extensions may vary across organisations. It is advisable to refer to your company's policies or consult with HR to understand any specific guidelines or procedures that need to be followed.

3. How far in advance should I submit a leave extension request?

It is recommended to submit your leave extension request as soon as you become aware of the need for an extended absence. Timely communication allows employers to make necessary arrangements and plan workflow accordingly.

4. Is it possible for my leave extension request to be denied?

While most employers are considerate of genuine reasons for requesting a leave extension, there can be situations where requests are denied due to operational requirements or prior commitments. It is important to have open communication with your manager and understand their decision-making process.

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Sample Leave Extension Email / Application Format

Application for Leave Extension Sample: Sometimes you have to extend your leave because of various reasons but whatever be the case, writing a leave extension letter is highly recommended. The Request Letter for Leave Extension is quite simple and must include the reason for extension. The leave extension email format must also include the probable number of days by which you wish to extend the leave.

In this post, we have come up with a collection of sample leave extension emails on different situations. You can use these Applications for Leave Extension Samples that suit your needs. Each of these Application formats of Leave Extension promise ease and convenience.

How to write a Leave Extension Email / Application

Here are some tips to keep in mind while drafting the leave extension email:

• Always include the subject line which would state the purpose of the letter.
• Make sure that you include the reason for the leave extension.
• It is important to include the current leave period in your present letter.
• You have to be specific about the number of extended days of leave you will be needing.
• Do not forget to apologize for all the inconvenience caused.
• Always end your letter with a warm thank you.
• Make sure that you go through the letter before submitting it to check for any kind of errors.

Simple Email / Application for Leave Extension Sample Format

If you have no clue about how to draft a leave extension email to submit at work then you have got you covered as here is plethora of samples of leave extension emails to refer to.

Sub: Regarding Extension of Leave

The purpose of this letter is to request you to kindly extend my leave by one day. As stated in my leave application, I needed three days leave from April 25 th , 2022 to April 27 th , 2022 as I was travelling out of town because of some medical reasons. But due to heavy rainfall in the area, all the flights to New York have been cancelled for the day and I will be returning to the city on April 29 th , 2022.

Kindly understand my situation and grant me the leave extension. Please accept my sincere apologies for the inconvenience caused. I will be reporting to work on April 29 th , 2022.

Thanking in anticipation.

Richard Black

Read also: Approved Leave Cancellation Email To Manager

Other Related Leave Email/Letter Format and Sample

Application for Extension of Leave due to Covid-19 Application for Leave Extension due to Accident Leave Extension Application for Personal Reason Leave Extension Email for Medical Treatment Leave Extension Application for Mother/ Father Medical Treatment Leave Extension Email Due to Mother/ Father Death Leave Extension Email for Maternity Leave Leave Extension Application for Family Problems Sick Leave Email to Boss for One Day Maternity Leave Expenses Disbursement Letter Compassionate Military Leave Letter Marriage Leave Application Format

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• Leave Extension Letter

Leave Extension Letter | How to Write and Samples

A leave extension letter is written when you want to prolong an already granted leave in your workplace. A leave extension request can be raised either as an offline letter or an email. It can be your office or your school, or any other organisation, but there is always a process and a format that needs to be followed to write a leave extension letter.

Table of Contents

How to write a leave extension letter, leave extension letter to school.

• Leave Extension Mail

Frequently Asked Questions on Leave Extension Letter

Generally, it is very hard for your higher authorities to approve a long leave but a few cases are considered, looking into the genuineness of the situation. So while writing a leave extension letter, you must give valid and honest reasons for extending your leave. Also mention the work allocation done on your behalf. This will let them know that you are responsible enough to take care that everything is being done without any postponement. Furthermore, see to it that you stay to the point and keep the letter short and simple.

Sample Letters of Leave Extension Letter

To have a clear understanding of the format of both the leave extension letter, as well as the leave extension mail, refer to the samples given below.

The Principal

Oasis International School, Indiranagar

Bangalore – 560015

17th February, 2022

Sub: Requesting a leave extension

Respected Madam,

I, Amrita Gowda, TGT English, beg to state that my health condition is still not better. I have been on leave from the 10th of February. I had mentioned that I would join the office from 18th February, but as per the current reports, my wounds would take some more time to heal. The doctor has also advised complete bed rest for one more week. I have had a conversation with Mrs. Deepa Patil about handling my classes, and she has agreed to the same.

Requesting you to kindly consider my leave extension request till the 25th of this month. Apologies for the inconvenience caused. I am attaching all the medical reports along with the letter for your reference. I hope you understand the situation and consider my leave extension request. I shall be highly obliged to you for the same. Waiting for a positive response from your end.

Yours faithfully,

Amrita Gowda

TGT English

Contact- 999999

Mail address- [email protected]

Attachments:

• Doctor’s report
• Medical certificate

Leave Extension Mail 

To- [email protected]

Sub: Leave extension request

I, Ashish Verma, with employee ID E098765, am writing this mail to inform you that I had taken leave from 10/02/2022 to 17/02/2022 as I had tested positive for COVID-19. Yesterday’s test result still shows positive, and my symptoms are severe. I need to rest for at least a month as per the doctor’s advice. I have allocated all my work to Mr. Shiv Kumar and Mrs. Vaishali, and they have agreed.

I request you to extend my leave till 30/02/2022. I shall, however, try to make it before the mentioned date. Sorry for the inconvenience caused. I hope you understand the situation and consider my request. I shall be highly obliged for the same. Awaiting your response.

Ashish Verma

Senior Analyst

Employee ID: E098765

• Covid test report

To whom should we write a leave extension mail in an organisation?

You will have to write the leave extension mail to the HR of your company mentioning the leave extension request with a valid reason and proof for the same.

How do I write a leave extension letter?

To write a leave extension letter, you need to mention the dates and the reason behind the request. Write the letter in a humble and respectful manner along with the necessary proof for the same.

Can I extend my leave after sending a leave extension mail?

After sending the leave extension mail, you need to wait for your manager/higher authority to send you an acceptance mail which would be a confirmation for the said request.

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• Leave Extension Letter

Last Updated On October 26, 2020 By Letter Writing Leave a Comment

Leave extension is written by someone who is already on leave but needs an extension for a certain period because of unforeseen circumstances. You can extend your leave because of sickness, emergency, personal or family commitments. Leave extension letter is written by an employee to the employer or a student to the relevant school administration to request extra days to an already given leave.

It is essential to write a leave extension letter under circumstances where the leave days requested are not enough. Such a letter is a formal document to inform the employer that you will not be available to return to the office on the stipulated date. This letter is important for record-keeping and to help reduce inconvenience in the company’s workings. With this information, the employer can delegate your duties to other employees.

Tips for writing leave extension letter

• If possible, submit the letter early enough to allow time for adjustments
• Be concise about the reason for the extension
• Be thankful for the leave days you had been offered earlier
• Give date expecting to return
• Demonstrate professionalism and  sincerity 
• Use formal and polite language
• Apologize for the inconvenience 
• Mention things you will do to reduce inconveniences in the workings
• Express your gratitude in advance
• Keep it short and direct to the point

Leave Extension Letter Templates

Were your leave days too few that you need an extension? Have a look at our free leave extension letter template for guidance. For more information consult the sample letters below.

_____________

Date (date on which letter is written)

________________

I hereby write this letter to inform you of my sick leave status. I have been on leave for ____________ after having a ____________ which resulted to ____________. I underwent a procedure which was successful according to the doctors but I have not fully covered despite the good medication. I have difficulties with ____________ hence the doctors have recommended a bed rest for ____________ weeks according to the doctor’s appointment letter enclosed here.

I will be working remotely in this period with flexible working hours. Additionally, I will teleconference for the project meetings taking place to catch up with what I have missed. I will also liaise with ____________ who has been covering for me to send project reports for my review.

Thank you for offering me a leave to seek medical help. I am so sorry for the delay and inconvenience that may occur from my absence. I will do my best to catch up on what I have missed when I resume my duties on ____________

Thank you in advance. I hope for your consideration of my request.

Yours Truly,

(__________________)

______________ ______________

Date (Date on which letter is written)

_________________ _________________

Sub:___________________________________________________

Dear _____________,

This is to bring to your kind attention that my ______________ has worsened and doctors have advised me to be in their supervision for ____________ days. I would like to extend my leaves for _____________ days till I recover completely.

I have spoken to ___________, and he will submit you the weekly project report. I hope you will understand my situation and grant me a leave extension for _________ days.

Thanking you,

Yours sincerely,

(_____________________)

Leave Extension Letter Samples

If you need more time away from work to attend a personal or family matter, here is a leave extension letter that you can customize to write a professional and convincing letter to your employer.

Adriana Oneal,

9021 Boston Ave.

Menasha, WI 54952

United States

Date:____________ (Date on which letter is written)

Gabrielle Bright,

Plainsview Tours

8299 Brandywine St.

New Haven, CT 06511

Sub; Requesting for a leave extension

Dear Mrs. Bright,

I wish to bring to your attention that I am on a three-month leave owing to a road accident that left me with a spinal injury. I underwent surgery but recovery is very slow. I am still using a wheelchair to move around hence unable to report back on 17 th February 2020 as stipulated. I wish to request a two months’ leave extension to continue recovering. I hope to report back to work on 19 th April 2020.

My doctor has recommended bed rest as indicated in the documents attached herewith. I am in position work at home with fewer working hours. Kindly email me the reports on the current projects to avoid any delays to the clients. I will collaborate with Glenna Summers who is covering for me to address issues that I can’t handle remotely.

I apologize for any inconvenience that might have resulted. Thank you in advance.

Yours Sincerely,

Adriana Oneal

Robert Smith Franchisee Manager UCC Cafes California

Mr. George Winston Senior HR Manager UCC Cafes

Sub: Requesting for a leave extension

Dear Mr. Winston,

I would like to bring to your kind attention that I am on leave for the past one week due to a recent back injury. I have recently gone for the tests, and my doctor has advised me to take bed rest for one more week for complete recovery. I am attaching my current medical reports for your reference.

I really regret the inconvenience from my end, but I am in a position to work from home. I would be grateful if you could mail me my project file so that I can complete the same from my home itself to prevent any delay.

I hope you will understand my situation and extend my leave s for one more week i.e., from 5th September to 12th September.

Robert Smith

Leave Extension Letter Email Formats

For convenience, you may prefer to write an email to your employer to request more days off. Our leave extension letter in an email format will guide you through writing a formal and concise letter.

I take this opportunity to thank you for the three weeks leave that you gave me to attend the Climate Change and Renewable Energy Convention in Manila from 1 st to 21 st January 2020. I request for four days’ leave extension following the change of flight plans after an earthquake and tsunami occurred on 19 th January 2020 in Manila.

I was supposed to return to the USA on 21 st January 2020 but the flights were pushed to 24 th January 2020. All the airlines canceled all the flights in and out of Manila since the day of the disaster. I have booked a flight for the 24 th evening to arrive in the USA on the morning of 25 th January 2020. 

In these three days, I will work remotely. I will telecommunicate and hold work meetings online. Kindly send me the work documents that need to be reviewed to avoid any inconveniences or delays. I hope to resume my normal office duties on 25 th January 2020. I am deeply sorry for the inconvenience that may result from my absence.

Thank you for your consideration in this matter. I hope you will grant my request and do the needful.

Kind Regards, 

Dear Deepa Reddy,

I am writing this letter to inform you that I am in need to extend my leave because of another stone found in my kidney. Earlier this month, I requested you to grant leave for one week to remove stones from my kidney. The surgery was successful, and I am in rest for the last four days. But, yesterday I suddenly had pain once again in my abdomen, and doctors confirmed that I still have trials of small stones in my kidney.

I will be undergoing another small surgery this coming weekend [ dates not yet finalized]. I kindly request you to extend my leave for an additional two weeks and help me to recover soon. I will inform you if there are any changes to the schedule.

Thanking You,

____________

Madelene Jacobson

Unforeseen circumstances may need you to request your employer for a leave extension. Informing your employer of these circumstances is important to reduce the inconvenience. Ensure to submit such a request early enough to allow for the proper arrangements to be made. Professional and polite language should be used to demonstrate formal content. It is also essential to give a valid and genuine reason.

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Home » Career Guidance » Leave Extension Letter: Format, Samples & Tips to Apply

Leave Extension Letter: Format, Samples & Tips to Apply

Quick Summary

• A leave extension letter is a formal request where an employee asks their manager for additional time off from work. 
• The leave extension application includes the subject line, the reason for leave, the total timeline of leave, and the signature.
• Mention of any medical certificates or supporting documents provided.

Table of Contents

Unforeseen circumstances may come up at any time requiring you to request for an extension of leave. This is for cases when you’re already on a declared leave or vacation leave letter. Writing a leave extension letter is easy. You need to follow the correct format and use professional language. 

Generally, 70-75% of annual leaves in Indian companies go unused, as per a recent report . If you’re someone who is very careful with taking breaks from work, then your unused leaves might act as your saviour. Therefore, the leave extension granted to you might be paid or unpaid, depending on your organization’s leave policy. This article provides detailed information about how to write a leave letter, frame a leave letter, format of leave letter, sick leave extension mail, and letter for an extension of maternity leave.

How to Frame a Leave Extension Letter? 

The following are some of the points to consider when framing a leave extension letter. 

• Mention the honest reason for the extension.
• Take into consideration the leave policy of your organisation.
• Make a list of the certificates required along with the letter for extension of leave.
• If there are any workload contractual obligations, assure your boss of fulfilling those. 
• Mention the exact time and dates for when you will need an extension of leave. 

Leave Extension Letter Format

You might have already sent a leave application format . Even then, you should send a new letter to leave request mail for an extension.

Below are some leave extension letter templates. You can refer to them as per your reason for a leave extension.

Related Article: How to Apply for Paternity Leave

Sick Leave Extension Mail to Manager

Sometimes, it takes time for us to recover from an illness. This email will help you in case you want to extend you sick leave for one more day. You may also procure a digital copy of the doctor’s certificate for medical leave application for office and send it to the manager.

To: [email address] Subject: Extension of Sick Leave Dear Sir/Ma’am, I, [your name] ([employee ID]), would like to request you extend my leave. I have been on leave from [start date of the leave] to [end date of the leave]. However, I have not yet recovered from [the illness] due to unforeseen medical reasons. My doctor has advised me to rest for three days more. I will not be able to return to work on [the end date of the leave]. I am coordinating with [colleague], who has accepted to handle my work until I return. I’m requesting you grant me this extension for three days, until [extended date]. I have also attached the doctor’s certificate for your reference and I apologize for any inconvenience caused. Kindly consider my request. Thank you Regards, [Your name] [Your position] [Employee ID]

Related Read: Writing a Sick Leave Application Professionally

Letter for Extension of Leave due to Family Emergencies/ Personal Reasons 

Family emergencies or other personal reasons can come up at any time. In any case, you must inform your boss immediately. This shows that family emergencies can mean sudden deterioration of health or an accident of a spouse, child, or close relative. It could also include instances of natural disasters where a relative is stuck. Sometimes you have to send an application for a leave extension due to family problems from your school for college this provides you a simple format samples.

Below is a sample of a leave extension mail for personal reasons sample sent to your boss-

[Date]  To [Name of your boss/ manager], [Designation], [Office address].   Subject: Extension of leave due to family emergency   Dear Sir/Ma’am, I, [your name] ([employee ID]), have been on leave from [start date of the leave] to [original end date of leave]. However, due to certain unforeseen circumstances, I find myself dealing with a family emergency. I will not be able to return to the office on [the original end date of leave]. I request you grant me two additional days of leave, until [extended date requested]. I’m coordinating with [name of colleague], who has taken up my work. I will be available for calls and emails if there are any questions. Hence, I sincerely apologize for any inconvenience caused and hope you understand. Kindly consider my request. Thank you.   Sincerely, [your signature]

Also, Read- Craft the Perfect Application for Leave

Sample Request Letter for Extension of Maternity Leave 

Maternity leave extension letter due to medical treatment can be extended. Refer to the company leave policy regarding leave extensions in this case. Below is the sample letter for the extension of the maternity leave application (email application format). 

To: [email protected] Subject: Extension of maternity leave   Dear sir, I, Amrita (employee ID: 12345), am on maternity leave since February 15. My leave expires on March 12. However, I find myself unable to rejoin the office just yet. I haven’t yet completely healed from my pregnancy. Also, my child still requires my complete attention and care. I request you extend my leave for another two weeks; until March 26. In this time, I will have healed well and will be ready for work. I have contacted my colleague, Miss. M. Kamala, who has graciously stepped in. She will handle my work until I return. Kindly grant my request. I apologize for any inconvenience caused. Thank you. Regards, B. Amrita, Associate Designer, employee ID: 12345

Suggested Read: How to Write a Leave for Requesting Maternity Leave

Tips for Sending Out a Leave Extension

• Be very professional: The letter must use professional language. Address your manager/ boss and your colleagues professionally. Use appropriate designations. 
• Wait for the response: The leave is not guaranteed even if the letter is submitted. Wait for a response before taking the extension. 
• Show gratitude: Always express your gratitude at the end of the leave extension letter. 
• Highlight the dates: Clearly mention the original duration of your leave along with the start and end dates. Then mention the expected extended date along with the extended duration. 
• Attach additional documents: Check for any additional documentation required. For sick leaves, a doctor’s certificate or medical reports are required. Procure them beforehand and attach them to the letter. 
• Addressing your boss: Address the correct person. Some firms require that letters be submitted to HR. Others may require the leave extension letter to be submitted to the manager. 
• Divide the Workload: Ensure that someone takes up your work. Speak with your colleagues beforehand and arrange for someone to take your place. Mention this in your letter so that everyone is kept in the loop. 
• Be honest: Clearly state the reason for the extension of leave. Explain your situation briefly. Do not over-explain. 

Wrapping Up 

In conclusion, writing a leave extension letter is necessary when unforeseen circumstances arise that require an extension of the initial leave period. It is essential to clearly explain the reason for the extension and provide a realistic timeline for returning to work.

By following the appropriate protocol and providing sufficient information, you can increase the chances of having your leave extension application approved by your employer. Remember, open communication and honesty are key when it comes to requesting an extension of your leave. 

Frequently Asked Questions (FAQs)

To ask for an extension, politely and clearly explain the reasons why you need more time, what work you have completed, and what remains to be done. Offer a realistic timeline for completion and express gratitude for their consideration. Wait for a response and be prepared to answer any questions. 

The recipient for a leave extension letter depends on the policies of your company. Check your company’s leave policy to determine whether you should send the letter to HR or your manager.

The application for leave of absence due to fever can be written it’s sick leave for school or work. When requesting a medical leave application for school leave, mention the duration, total days, and reason for absence. To take time off work, follow these steps and inform your colleague who will handle your tasks also send a copy of an application for leave fever to a teacher or HR team.

Depending on the reason for the leave, you may require certain documents. Usually, we need a doctor’s certificate or a medical report for sick leave. However, for personal or emergency leave, it may not be necessary. It is best to check with your employer or HR department to determine if any additional documents are required for a leave extension request. 

Other Related Reads:

• How to Write a Half-Day Leave Application for Office
• How to Write a Leave Application for Marriage

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Leave Extension Application: Format, Samples & Tips

• Updated on  
• Mar 14, 2024

A leave extension letter is written by an employee who is already on leave. It is sought by an employee when they need to extend the leave granted to him/her due to any unforeseen circumstances. The leave extension request needs to have a valid reason as well. A leave extension letter informs the employer that you will not be available for rejoining on the predetermined date. Knowing how to write a leave extension letter can help you write a professional leave extension letter when required. That, too in an impressive manner. Keep reading to know more about the leave extension application format and samples.

Table of Contents

• 1 Leave Extension Letter Format
• 2 Leave Extension Samples 
• 3 Tips to Write a Leave Extension Letter

Leave Extension Letter Format

Below is the format for the leave extension letter that an employee needs to follow. Following the format helps you to deliver the letter professionally. 

• Name and address of the employee : The first step is to write the name and address of the employee.
• Date: The next step is to include the date of the application in the letter
• Name and address of the receiver: In the next line, an employee can add the name and address of the recipient. The name can be of the manager or the HR depending on to whom you are addressing the letter. Moreover, the address needs to be an organizational address.
• Subject: Here mention that you are writing the letter for a leave extension.
• Salutation: Address the recipient as ‘Dear Sir/Ma’am’. In case, the employee is aware of the name of the person then that can be added. For example, Mr Rajkumar
• Body of the letter: The body of the letter is about explaining the reason they require the leave extension. Additionally, add the dates you were expected to rejoin the company, the duration of the extension required, and any documentary evidence supporting the same.
• Sign off: Finally sign off the letter by thanking the reader, and adding your name and employee details.

Also Read: How to write a letter- Letter writing types and examples 

Leave Extension Samples 

Below is the sample leave extension letter that an employee can refer to:

Also Read- Statement of purpose format and samples 

Also Read: Letter of Recommendation format and samples 

Tips to Write a Leave Extension Letter

Below are the tips that an employee can use to write a leave extension letter:

• Use formal language while writing the leave extension letter and demonstrate professionalism and sincerity.
• Explain in brief the reason for the leave extension. Make sure that the reason is valid and legitimate.
• Give the number of days you will require the leave and the date of your expected return
• Add any documentary proof such as 
• Finally, express your gratitude in advance and apologize for any inconvenience caused.

Ans: A leave extension letter can be written to extend the number of leaves. In the application add the personal reason that is causing you to request extra leaves. For example, an injury or accident. You can also attach any supporting documents with the leave extension application.

Ans: Make the initial request for leave either in person or via a call to your supervisor. Next, write an application for a leave extension. Give advanced notice before requesting the same.

Ans: An employee can request a sick leave extension by writing a leave extension letter. In the application, the employee has to mention the number of days he/she will be absent, the date of rejoining, and the supporting medical documentation.

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Blessy George

Blessy George works as a Content Marketing Associate at Leverage Edu. She has completed her M.A. in Political Science and has experience working as an Intern with CashKaro. She has written extensively on studying abroad, English Test preparation, visas, and online courses. During her free time, she likes to read and write poetry, and songs.

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15 Sample Letters for Extension of Medical Leave

In the professional world, taking medical leave is sometimes necessary to ensure personal health and well-being. However, there are instances where one might need to extend this leave due to various reasons such as ongoing treatment, recovery, or unforeseen complications.

Communicating this need for an extension to an employer can be daunting. A well-written letter can convey the situation effectively, ensuring that the process is handled professionally.

Sample Letters for Extension of Medical Leave

This article provides 15 sample letters for requesting an extension of medical leave, each tailored to different circumstances and professional tones.

1. Basic Extension Request Due to Ongoing Treatment

Dear [Employer’s Name],

I am writing to request an extension of my medical leave. As you are aware, I have been on leave since [Start Date] due to [Medical Condition]. Unfortunately, my treatment is ongoing, and my medical provider has advised me to extend my leave until [New End Date].

I have attached the relevant medical certificates and documentation from my doctor. I apologize for any inconvenience this extension may cause and assure you that I am eager to return to work as soon as I am able.

Thank you for your understanding and support during this time.

Sincerely, [Your Name]

2. Extended Leave Due to Surgery

I hope this message finds you well. I am reaching out to inform you that, due to a recent surgery related to my ongoing health issue, I must extend my medical leave. Based on my doctor’s recommendation, I will require additional time to recover, extending my leave until [New End Date].

I have enclosed a letter from my surgeon outlining the necessity of this extension. I understand the impact this may have on our team and am willing to assist remotely where possible.

Thank you for your patience and understanding.

Best regards, [Your Name]

3. Extension Request Following Unforeseen Complications

I am writing to inform you of some unforeseen complications in my medical condition that necessitate an extension of my current medical leave. After a recent medical evaluation, my doctor has advised extending the leave by an additional [Number of Weeks/Months].

Enclosed are the updated medical reports for your reference. I regret any inconvenience caused and am committed to keeping you informed of any changes in my situation.

Thank you for your continued support.

4. Request for Additional Leave Post-Recovery

As I near the end of my current medical leave, I find myself in need of additional time to ensure a full and robust recovery. My physician has recommended an extension of [Number of Weeks/Months] to allow for this.

I am aware of the challenges my extended absence may pose and am grateful for the understanding and support of the team during this period. Please find the updated medical certificate attached.

Thank you for considering my request.

Warm regards, [Your Name]

5. Polite Extension Request with Offer to Support Remotely

I am writing to request a further extension of my medical leave. While I am making steady progress in my recovery, my doctor advises that I need additional time before resuming full-time duties. However, I feel capable of providing remote support and would be happy to contribute in any way I can during this period.

Attached is my latest medical report for your records. I hope for your understanding and am eager to return to my role fully fit.

Kind regards, [Your Name]

6. Extension Request for Mental Health Reasons

I am reaching out to request an extension of my medical leave due to ongoing mental health treatment. After consultation with my healthcare provider, it has become clear that I need more time for therapy and recovery, which necessitates extending my leave until [New End Date].

I have provided the necessary medical documentation to support this request. I appreciate your understanding and support in prioritizing my health and well-being.

7. Extension Due to Hospitalization

Due to recent hospitalization for my existing medical condition, I must extend my leave of absence from work. My doctors have advised additional hospital stay and recovery time, extending my medical leave until [New End Date].

Please find attached a statement from my doctor. I assure you of my intention to resume my duties as soon as possible and thank you for your patience and understanding during this challenging time.

Best, [Your Name]

8. Detailed Explanation for Extended Medical Absence

I write to inform you of the need to extend my medical leave. As you may know, I have been undergoing treatment for [Medical Condition]. While I had hoped to return to work by [Original Return Date], my medical team has advised prolonging my leave to ensure a complete recovery.

I understand the inconvenience this may cause and assure you that this decision was not made lightly. I have attached detailed medical documentation to provide further insight into my current health status.

Thank you for your understanding.

9. Compassionate Request for Extension

I kindly request an extension of my medical leave. During this time, I have been diligently following my treatment plan, but my recovery journey has been slower than anticipated. My doctor recommends additional time off until [New End Date].

Your support during this period means a great deal to me, and I am committed to keeping open lines of communication. Enclosed is the latest medical advice from my doctor.

Thank you for your compassion and understanding.

Warm wishes, [Your Name]

10. Professional and Concise Leave Extension Request

I am writing to request an extension of my medical leave. Based on ongoing medical assessments, I require additional time off work to recover fully. I anticipate being able to return to my duties by [New End Date].

I have attached the necessary medical documentation for your records. I appreciate your understanding and support as I focus on regaining my health.

11. Extension Request with Assurance of Commitment

Please accept this letter as a formal request to extend my medical leave. Although I am eager to return to work, I must prioritize my health as per my doctor’s advice. I am hopeful that with this extended period of leave, I will be able to return with the full capacity to fulfill my role.

I have enclosed the updated medical documents for your review. Thank you for your understanding and for accommodating my health needs during this time.

12. Requesting Extended Leave with Apology

I apologize for the inconvenience my extended absence may cause, but I must request an additional [Number of Weeks/Months] of medical leave. This extension is necessary for me to complete the treatment and fully recover.

I am grateful for your understanding and the support provided by the team in my absence. Attached are my updated medical records.

13. Extension Due to Rehabilitation Needs

Following my recent medical procedure, I have entered a rehabilitation phase, which necessitates extending my medical leave. My healthcare providers have advised an additional [Number of Weeks] to ensure a successful recovery.

I am including a letter from my rehabilitation specialist for your reference. I appreciate your patience and understanding as I work towards returning to my role in full health.

14. Formal Request with Gratitude

I am writing to express my gratitude for your support during my medical leave and to request an extension of this leave. Due to ongoing medical needs, I find it necessary to extend my leave until [New End Date].

Your understanding during this challenging period is greatly appreciated. Please find the latest medical certificate attached for your reference.

Thank you once again for your consideration.

15. Request for Extension with a Positive Outlook

I am optimistic about my recovery progress, but upon medical advice, I need to extend my leave to ensure the best possible outcome. I am hopeful that with this additional time, I will return to work healthier and more productive.

Enclosed are the updated medical documents. I am grateful for the support and understanding of the company during this time.

Requesting an extension of medical leave requires a balance of professionalism, honesty, and courtesy. Each of these sample letters offers a framework for effectively communicating your health needs while maintaining a positive relationship with your employer.

The key is to provide necessary information, including medical documentation, and to express appreciation for the employer’s understanding. Remember, your health should always be a priority, and communicating your needs clearly and politely is crucial in any professional setting.

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How To Write A Leave Extension Application Letter

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.

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.

Best regards,

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.

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.

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

Leave Extension Application – How to Write Leave Extension Letter? with Format and Samples

Table of Contents

What is A Leave Extension Application

A Leave Extension Application is a formal request by an employee to extend an already granted leave or ask for a new leave period extension . It’s usually submitted to the employer or HR department, especially in cases of medical treatment , family problems, or personal reasons.

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The application should include the employee’s information, the reason for the leave extension , the additional time off requested, and any supporting documentation. It can be submitted through formal letters, emails, or company’s HR software, depending on the organization’s protocol.

How To Write A Leave Extension Letter

Writing a Leave Extension Letter requires a clear understanding of your situation and how to convey it professionally to your employer or HR department. Here’s a simplified step-by-step guide to help you draft an effective leave extension letter:

Header Information

• Your Name, Position, and Contact Information
• Employer’s Name, Title, and Company’s Name

Subject Line

Be clear and precise, e.g., “request for leave extension due to medical treatment.” greeting.

Use a formal greeting, e.g., “Dear Mr./Ms. Last Name” or “Dear Human Resources Manager.”

Introduction

Mention your current leave status and why you are requesting an extension.

Detailed Explanation

Explain your reason for the leave extension clearly. Whether it’s due to medical treatment, family problems, or personal reasons, provide necessary details to justify your request.

Duration of Extension

Specify the number of additional days you are requesting and provide the new return-to-work date.

Supporting Documents

Mention any attached supporting documents like medical certificates or other relevant proof to support your request.

Offer assurance on handing over your responsibilities during your absence, if necessary.

Contact Information

Provide an alternative contact method and express your willingness to discuss further in person or over the phone.

Use a formal closing like “Sincerely” or “Respectfully,” followed by your name and signature (if sending a hard copy).

Attachments (if any)

Attach any documents that support your leave extension request.

How to Write Application

Leave Extension Application Format

Subject: Application for Leave Extension due to Family Emergency

Date: October 1, 2023

To, Mr. Ravi Khanna, Human Resources Manager, XYZ Pvt. Ltd., Sector 62, Noida, Uttar Pradesh – 201301

From, Amit Sharma, Senior Software Developer, XYZ Pvt. Ltd., Sector 62, Noida, Uttar Pradesh – 201301 Contact: +91-9876543210 Email: [email protected]

Dear Mr. Khanna,

I am writing to request an extension of my leave from October 16, 2023, to October 26, 2023, due to a family emergency. My father had a severe heart attack and is recovering from surgery. Being the only child, I need to be with him during this time.

I have handed over my responsibilities to Mr. Raj Mehta, who will cover for me until my return. I will stay available on email and phone for any urgent matters.

I kindly request your understanding and approval for my leave extension. I will resume work on October 26, 2023, and catch up on any missed work promptly.

Thank you for your consideration.

Yours sincerely,

(Signature) Amit Sharma

Different Samples for Leave Extension Application

Application for extension of leave sample.

Subject: Application for Extension of Leave

I am writing to request an extension of my leave initially scheduled from October 2, 2023, to October 16, 2023. Due to unforeseen circumstances, I am seeking to extend my leave until October 26, 2023.

I have entrusted Mr. Raj Mehta with my responsibilities to ensure a smooth workflow in my absence. I will also stay accessible via email and phone for any urgent needs.

I kindly seek your approval for this leave extension. I am committed to resuming work on October 26, 2023, and will make up for any missed work promptly.

(Signature) Amit Sharma Senior Software Developer XYZ Pvt. Ltd.

Application for Leave Extension due to Family Problem

Subject: Application for Leave Extension due to Family Problem

I am requesting an extension of my leave from October 16, 2023, to October 26, 2023, due to a family problem that requires my immediate attention.

I have arranged for Mr. Raj Mehta to cover my responsibilities. I will also be available on email and phone for any urgent matters.

I kindly seek your approval for this leave extension. I will resume work on October 26, 2023, and catch up on any missed work promptly.

Also Check: Leave Application for Marriage

Request for Leave Extension Application due to Personal Reason

Subject: Request for Leave Extension due to Personal Circumstances

I am writing to request an extension of my leave from October 16, 2023, to October 26, 2023, due to some unforeseen personal circumstances that require my immediate attention.

I have coordinated with Mr. Raj Mehta to manage my tasks in my absence and will remain accessible via email and phone for any urgent queries.

I kindly request your approval for this leave extension. I am committed to resuming work on October 26, 2023, and will ensure to catch up on any missed work promptly.

Thank you for your understanding and consideration.

Medical Leave Extension Application

Subject: leave extension application for medical treatment

I am writing to request an extension of my medical leave from October 16, 2023, to October 26, 2023, as advised by my physician due to slow recovery from my surgery.

I have arranged for Mr. Raj Mehta to cover my responsibilities during this period. I will also remain reachable via email and phone for any urgent issues.

I kindly request your approval for this medical leave extension. I will ensure to resume work on October 26, 2023, and catch up on any missed work promptly.

Also Read: Medical Leave Application

Leave Extension Application for Exam

Subject: Leave Extension Application for Exam Preparation

I am writing to request an extension of my leave from October 16, 2023, to October 26, 2023, for the purpose of preparing for my upcoming professional certification exams which are crucial for my career advancement.

I have ensured that Mr. Raj Mehta will cover my responsibilities in my absence to prevent any workflow disruption. I will also remain available via email and phone for any urgent discussions.

I kindly seek your understanding and approval for this leave extension to adequately prepare for my exams. I am committed to resuming work on October 26, 2023, and will catch up on any missed work promptly.

Also Check: Leave Application for Exam

Leave Extension Mail to Manager

Subject: Medical Leave Extension Application

I am requesting an extension of my medical leave until October 26, 2023, as my recovery is taking longer than expected.

I’ve arranged for Mr. Raj Mehta to cover my duties and will remain available on email and phone for any urgent matters.

I kindly seek your approval for this leave extension. I will resume work promptly once my health permits.

Warm regards,

Amit Sharma

Leave Extension Letter Due to Fever

Subject: Request for Leave Extension due to Persistent Fever

I am requesting an extension of my leave until October 26, 2023, due to a persistent fever that requires further rest and medical investigation as advised by my doctor.

Also Read: Leave Application for Fever

Tips to Write the Leave Extension Letter

Writing a leave extension letter requires a straightforward, respectful, and professional approach. Here are some tips to guide you through the process:

• Be Clear and Concise: Specify the reason for your leave extension clearly and keep the letter concise
• Follow a Formal Structure: Adhere to a formal letter format including date, addresses, greeting, body, closing, and signature.
• State Your Initial Leave Details: Mention the dates and duration of your original leave for reference.
• Provide a Valid Reason: Clearly articulate the reason for the extension and provide supporting documentation if possible.
• Mention Your Return Date: Specify the date you plan to return to work.
• Arrange for Work Coverage: Suggest a plan for how your duties will be covered in your absence.
• Provide Contact Information: Offer your contact information for any urgent matters.
• Be Polite and Professional: Maintain a respectful and professional tone throughout the letter.
• Proofread and Edit: Ensure your letter is free of errors and clearly communicates your request.
• Submit in a Timely Manner: Submit your request as soon as you are aware of the need for an extension to provide ample time for processing.

Frequently Asked Questions on Leave Extension Application

How do i write an application to extend leave.

To write a leave extension application, start by mentioning your name, position, and the date, followed by the recipient's name and position. In the body, state the reason for the extension, the new return date, and any work coverage plans. Close the letter politely, with your contact information.

What is an extension letter?

An extension letter is a formal request to extend a deadline or period, such as a leave of absence, project deadline, or payment term. It provides a valid reason for the extension and any supporting details.

How do you write a simple extension letter?

Write a simple extension letter by stating your request, the reason for the extension, and the new date you propose. Keep it clear, concise, and professional.

How do you write a leave extension request letter due to personal reasons?

Mention your name, position, and date, followed by the recipient's information. Explain your personal reasons concisely, propose a new return date, and assure that your responsibilities are covered during the extended leave.

How do I mail leave adjustment to HR?

Email the HR department with a subject line mentioning leave adjustment. In the body, explain the adjustment, the reasons behind it, and attach any supporting documents if necessary. Ensure to provide your contact information for further discussion.

What is an example of an extension request?

An extension request example could be a letter or email to your manager requesting additional days off due to a family emergency, with details on the new return date and how your tasks will be handled in your absence.

How do I write an extension of leave application?

Similar to writing a leave extension application, mention your personal details and the recipient's details, state the reason for the extension, propose a new return date, and explain any work coverage plans.

How do you write a formal leave email to office?

Start with a clear subject line like Leave Application for dates. In the body, state the reason for your leave, the dates, and how your responsibilities will be managed during your absence. Keep it professional, and provide your contact information for any urgent matters.

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Maternity Leave Extension Letter Sample

How to request for maternity leave extension, step by step.

• Introduce yourself and indicate the date when your leave normally expires.
• Ask for leave extension and suggest a new date.
• Provide reasons. Make sure that they are valid and make sense.
• Make sure that there is someone to cover for you. Convey that info to the management.
• Show gratitude and promise unconditional dedication.

Sample Letter

Leave Letter

Whenever we wish to take a leave, we need to write a leave letter to the concerned authority in order to seek their approval. Students seeking leave need to write an application to the class teacher or Principal. While an employee needs to write an application to his employer, boss, senior or HR manager. A leave application may be for several reasons such as sickness, accident, death of a family member, health issues of a family member, marriage or function in the family, vacation, etc. However, writing a leave letter may not be an easy job for many of us. This article covers the guidelines and samples of leave letters for students and employees. It thus simplifies the process of writing leave letters for you.

Leave Letter to Class Teacher or Principal – Writing Guidelines or Tips

• A school leave letter notifies the principal or the class teacher about the absence of a student for a limited period of time.
• Usually, the parents of the student write this letter and also sign it. However, students can also write a leave letter.
• The letter should clearly mention the reason for seeking leave.
• Also, the dates of the leave should be mentioned in it.
• While writing a leave letter, the tone should be respectful and polite as you are asking for permission.
• This is a formal letter so one should not cite anything informal.
• The leave application should be precise and to the point.
• The letter shall begin with the receiver’s address.
• Make sure that the Subject is very precise.
• Before submitting the letter, proofread it for any spelling or grammatical errors.
• Also, attach additional documents if required such as medical certificate, on-duty certificate, etc.

Leave Letter to the Employer or Manager – Writing Guidelines or Tips  

Except for the following points, all the above guidelines hold true for the leave letter to the employer too.

• This leave letter is addressed to the employer or the manager.
• The employee needs to mention how to reach out to him/her in case of any emergency, in the application.
• However, if he/she doesn’t want to be contacted or disturbed, he/she should clearly mention this in the leave application.

Leave Letter Format

The Principal/ Employer,

(Name of the School/Organisation)

(Address of the School/Organisation)

Respected/Dear Sir/Ma’am,

Body of the letter

Thanking You,

Your’s Sincerely/Truly

(Name of the student/employee)

(Class and Section of the student/ Designation of the employee)

Sample Letter  – Leave Application to the Class Teacher for Sick Leave by Parents

The Class Teacher,

St. Raphael’s High School,

Dhar Kothi,

Indore – 452001

21 June 2022

Subject – Sick Leave application

I am writing this letter in order to inform you that my daughter Sayali Jain, a student of Class XI C, has been diagnosed with Covid-19 yesterday. Thus, the doctor has told her to take complete rest and also isolate herself so that the other family members do not get infected. I, therefore, request you to kindly grant her 15 days’ leave for recovery, i.e, from 21 June 2022 to 5 July 2022. Also, I have attached her medical certificate with this leave application. I assure you she shall attend the classes regularly post-recovery.

Thanking you,

Yours sincerely,

Explore More Sample Letters

• Letter to Uncle Thanking him for Birthday Gift
• Joining Letter After Leave
• Invitation Letter for Chief Guest
• Letter to Editor Format
• Consent Letter
• Complaint Letter Format
• Authorization Letter

Sample Letter 2 – Leave Application to the Principal for Going Out of Town by Student

The Principal,

Ekaanya High School,

S.V. Road, Khar (West)

Mumbai – 400042

27 June 2022

Subject – Leave application for going out of town

Respected Ma’am,

I, Payal Sinha, student of Class 9 A, am writing this application to inform you that I need to go to Delhi to attend a family function. Thus, I will not be able to attend school from 28 June to 4 July 2022. I, therefore, request you to kindly grant me 7 days’ leave for attending the family function. I shall be very thankful to you.

Payal Sinha

Sample Letter 3 – Casual Leave Letter for Office

The Manager,

Yash Technologies,

Vasant Vihar,

30 June 2022

Subject – Casual Leave application

This is to request you to please grant me a casual leave for 5 days from 1 July 2022 to 5 July 2022. I am going on a vacation after a long time with my family.

I have been a hardworking employee and understand my responsibilities to the company. However, I shall be available by phone in case you need me. Therefore, I request you to please approve my 5 days of casual leave. I shall be back to work on 6 July 2022.

Thanks in anticipation

Raj Shelar,

Junior Technician,

Pivot Technology.

FAQs on Leave Letter

Question 1. What is a Bereavement Leave?

Answer. A Bereavement Leave is a leave that is granted in a situation of happening of an unfortunate event in the family of the person seeking it.

Question 2. If a student is sick, who can write a sick leave application to the Principal or the Class Teacher?

Answer. If a student is sick, he/she may not be able to write a sick leave application. In this case, any one of his/her parents can write the application to the Principal or the class teacher.

Question 3. What are the pre-requisites for writing a leave letter?

Answer. A leave letter is a formal letter. Thus, its tone shall be formal and polite. A leave letter should clearly mention the reason for the leave, dates of absence from job/school/college and date of joining back. However, it should be precise and to the point.

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