Create a Leave Letter to Your Employer

Basic Information

Who is sending and receiving this letter?

Your full name *

I/C No. (optional)

Your address *

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Recipient name *

Recipient address *

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Letter date *

Letter Details

Fill in the details for this letter.

Leave start date *

Leave end date *

Reason for leave *

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Signature

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Guide

How to Write a Leave Application Letter to Your Employer

A leave application letter is a formal request from an employee to an employer or supervisor for permission to be absent from work for a specified period. Although many companies now use online leave systems, a written letter is still needed for extended leave, unpaid leave, emergency leave, prolonged sick leave, or whenever the employer asks for a formal application.

In Malaysia, entitlement to annual leave, sick leave and maternity leave is set out in the employment contract and, for employees covered by it, the Employment Act 1955. Other types such as unpaid or compassionate leave depend on company policy and the employer's discretion, so a clear and courteous letter helps your request to be considered favourably.

A good leave letter states the type of leave, the start and end dates, the number of days, a brief reason, and the arrangements for your duties while you are away, such as the colleague who will cover for you. Submit the letter well before the leave dates so the employer has time to plan, and attach supporting documents such as a medical certificate or invitation letter where relevant.

Format & Structure

1 Sender's name and address (the employee).
2 Name of the supervisor or employer, position and company address.
3 Date of the letter.
4 Salutation "Dear Sir/Madam,".
5 Subject: LEAVE APPLICATION, in bold and underlined.
6 First paragraph: request for approval of leave.
7 Paragraph 2: type of leave, start date, end date and number of days.
8 Paragraph 3: brief reason and handover arrangements during the leave.
9 Closing paragraph: hope for approval and thanks.
10 "Thank you." followed by "Yours faithfully," signature and full name.

Frequently Asked Questions

How do I write a leave letter to my employer?

Use the formal letter layout with the subject "Leave Application", state the type of leave, start and end dates, number of days, a brief reason and who will cover your duties. Close with thanks and your signature.

How many days of annual leave are employees entitled to in Malaysia?

For employees covered by the Employment Act 1955, the minimum annual leave increases with length of service. Many employers offer more than the minimum, so check your contract or employee handbook for your actual entitlement.

Do I need to attach supporting documents to a leave letter?

For sick leave, attach the medical certificate from your doctor. For emergency or family matters, documents such as an invitation letter, death certificate or hospital appointment letter strengthen your application.

Can an employer refuse a leave application?

An employer may refuse or postpone annual leave for operational reasons, but should generally do so reasonably. Sick leave supported by a medical certificate can normally not be refused.

When should I submit a leave application letter?

Ideally several weeks before the leave dates, or within the notice period set by company policy. For emergency leave, inform your supervisor as soon as possible by phone and follow up with a written letter.