Emergency Leave Request Letter

In nature, emergencies are unexpected. Events such as illness, the loss of a loved one, or accidents can disrupt even the most carefully planned work routines. When this happens, it is vital to communicate with your employers that you need time off work to handle an emergency. You can do this through a professionally-written emergency leave request letter.

When well-drafted, this letter should indicate the nature of your emergency. It should also state how long you wish to be away from work and exact dates for your leaving and return.

In this post, we review how to draft a formal request for emergency leave.

When drafting a request letter, it is essential to furnish the recipient with all the information they need to make a decision. This could help avoid any back and forth. Make sure to include the following points in your emergency leave request letter.

  • Duration – This is how long you plan to be away from work. It is essential because it will help the department plan their affairs around your absence. If you don’t have a predictable timeline in mind, communicate this to your manager.
  • Reasons – Why are you taking leave. Emergencies can include anything from a fire to illness or death. Make sure your manager understands why you need to be away from the office. If the matter is delicate, try to find a balance between not revealing too much and not sounding secretive.
  • Dates – Apart from mentioning how long you plan to be away, give specific dates. These include your date of leaving and coming back. It could also be when you plan to check-in at work if circumstances change.
  • Plans – This is where you inform the recipient of what steps you have taken to ensure minimum inconveniences. You could mention that you have completed the work allocated to you or liaised with a team member to fill in for you.

Emergency Leave Request Letter Format

{Date}

{Recipient Name/Job Title}

{Company Name}

{Company Address}

Subject: Request for {Duration} Emergency Leave

Dear {Mr./Mrs./Ms. Last Name},

Please accept this as a formal request for an emergency leave starting {date}. I plan to be away from the office from {date} to {date}.

Recently, I received news that {explain reason for emergency}. {Give more details about the emergency}. I need this period to attend to this delicate and unexpected matter.

I have informed my team about this development. Together, we have worked up a plan that will ensure the least inconvenience to the department.

If, during my leave, something urgent comes up, feel free to contact me at {phone number} or {email address}.

I look forward to hearing from you at your earliest convenience.

Thank you or your time and consideration.

Sincerely,

{Your Name}

{Job Title}

Sample Emergency Leave Request Letter

8 August, 2039

General Manager

Tinsel Technologies

345 Garden Avenue

JC, New Jersey 45678

Subject: Request for 1-Week Emergency Leave

Dear Mrs. White,

I am writing this letter as a formal request for emergency leave from 9 August, 2039 to 16 August, 2039. I plan to fly out of the state and be back at the office on 16 August, 2039. I am sorry I am only able to provide one day’s notice. The events were unprecedented.

I recently received news that my parent’s house caught on fire. Although no human life was lost, the building structure was too compromised and deemed unsafe by the fire department. I need this leave to help my parents move into a new home provisionally.

I anticipate that one week should be enough to handle this matter. If anything urgent comes up within that time, you can contact me on (555) 123 4356 or joyscroggs@website.com.

Please let me know if my request has been approved before closing today so I can confirm my flight and hotel bookings.

Thank you for your time and consideration.

Sincerely,

Joy Scroggs

Head IT Department

Emergency Leave Request Letter (Word Template)

Emergency Leave Request Letter (Word Template)

Conclusion

Emergencies can happen at any time. Nonetheless, it would be unprofessional to leave work without notifying your employer of your absence. By writing an emergency leave request letter, you can help your company make the necessary adjustments to avoid any inconveniences.

Be brief and precise. Provide the recipient with factual data and exact dates. It is also crucial to include your contact information should you be needed for something at work.

Finally, emphasize the importance of the matter you wish to attend to so it doesn’t look like you are neglecting your duties.