Leave Approval Email Template

When an employee requests leave, a well-crafted leave approval email sets the right tone. It conveys professionalism, clarity, and a sense of acknowledgment. Whether you're an HR professional or a manager, using a structured email template makes communication seamless and efficient.

In this guide, we’ll walk you through everything you need to know about leave approval emails—why they matter, key elements, templates, and best practices.

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Why Is a Leave Approval Email Important?

A leave approval email does more than just grant permission. It serves multiple purposes:

Ensures Clear Communication: Employees get confirmation that their leave request has been processed.
Maintains Professionalism: A formal response reflects company policies and maintains order.
Documents Leave Requests: Helps HR and managers track leave records for payroll and compliance.
Boosts Employee Morale: A quick and polite response shows employees that their requests are valued.

Key Elements of a Leave Approval Email

A well-structured leave approval email should contain the following elements:

Subject Line: A clear and concise subject indicating approval.
Greeting: Address the employee in a professional yet friendly manner.
Approval Confirmation: Clearly mention that their leave request has been approved.
Leave Details: Include the approved dates and any relevant instructions.
Work Handover (If Needed): If delegation is required, specify who will handle pending tasks.
Closing Statement: End with a polite and encouraging message.
Signature: Include your name, designation, and company name.

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Leave Approval Email Templates

Now, let’s look at some email templates you can use based on different scenarios.

1. Simple Leave Approval Email

Subject: Leave Request Approved – [Employee Name]

Dear [Employee's Name],

I hope you’re doing well. I’m writing to inform you that your leave request from [Start Date] to [End Date] has been approved.

Please ensure that all pending tasks are either completed before your leave or delegated appropriately. If you need any further assistance, feel free to reach out.

Have a great time off!
Best regards,
[Your Name]
[Your Designation]
[Company Name]

2. Leave Approval Email with Work Handover

Subject: Leave Approval Confirmation – [Employee Name]

Dear [Employee's Name],

Your leave request from [Start Date] to [End Date] has been approved. During your absence, [Colleague’s Name] will be handling any urgent matters related to your role. Please coordinate with them before your leave to ensure a smooth transition.

If you need further clarification, feel free to reach out. Wishing you a relaxing break!

Best,
[Your Name]
[Your Designation]
[Company Name]

3. Half-Day Leave Approval Email

Subject: Half-Day Leave Request Approved

Dear [Employee's Name],

Your half-day leave for [Date] has been approved. You are expected to be available for work in the [Morning/Afternoon] session. If there are any urgent matters, please ensure they are handled before your leave begins.

Let me know if you need any further assistance. Have a great day!

Best,
[Your Name]
[Your Designation]
[Company Name]

4. Leave Approval Email with Conditions

Subject: Leave Approval – [Employee Name]

Dear [Employee's Name],

Your leave request for [Start Date] to [End Date] has been approved. However, we request that you complete [specific task or project] before your leave starts. If you need any support, please coordinate with your team.

Wishing you a pleasant time off!

Best regards,
[Your Name]
[Your Designation]
[Company Name]

Best Practices for Writing a Leave Approval Email

Be Prompt: Approving or rejecting leave requests quickly prevents last-minute confusion.
Keep It Professional Yet Friendly: Employees should feel valued and acknowledged.
Clarify Expectations: If any handover is needed, clearly mention responsibilities.
Use a Polite Tone: A positive tone strengthens workplace relationships.
Document the Approval: Maintain records to track leave history efficiently.

Common Mistakes to Avoid

Vague Communication: Always specify the leave duration and any expectations.
Delaying the Response: Employees need timely approval to plan accordingly.
Ignoring Work Handover: If a task handover is needed, mention it explicitly.
Using an Unfriendly Tone: A simple 'Enjoy your leave!' adds a human touch.

Related Email Playbook Pages

Leave Approval FAQ with : Answers

Speak to an expert

How do I request leave?

Submit your leave request through our company's designated system or to your supervisor, following the outlined procedure in the employee handbook.

Can my leave request be denied?

Leave requests may be denied based on operational requirements, staffing considerations, or if the requested dates conflict with other approved leave within the team.

What should I do if I need to extend my approved leave?

Contact HR or your supervisor as soon as possible to discuss your extension request. Provide valid reasons and proposed new dates.

Do I need to submit a medical certificate for sick leave?

Yes, according to company policy, a medical certificate may be required for sick leave exceeding a certain duration, typically more than [X] days.

Can I take my leave in half-day increments?

Depending on company policy, leave may be taken in half-day increments with prior approval from your supervisor and provided it does not disrupt operations.

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