Content

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• Part 1 of 3: Requesting leave from your employer
• Part 2 of 3: Applying for leave at your university or school
• Part 3 of 3: Formatting your letter

Leave is a period in which you have permission to be free from work or school. Leave may be necessary for various reasons, such as when you yourself are sick or when a family member is sick, or because of a long vacation. In some cases, employees are entitled by law to certain forms of leave, such as maternity or leave when you adopt a child, or when you have to care for a close family member. The definition of leave depends on the length of the absence. In some cases, such as a short absence from work or school of less than a month, it is not considered a leave, while in other cases even an absence of one week is considered a leave. Before applying for the leave, it is important to determine what an employer or school defines as leave, as your proposed absence may not be long enough for you to formally request it.

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Part 1 of 3: Requesting leave from your employer

1. Give an early warning to your supervisor. When you request leave from your employer, it is important to give an early warning. Of course, early warning is not always possible in certain circumstances, such as the unexpected death of a loved one. However, if an early warning is possible (for example, if the time off you want is only a few weeks or months away), write the letter as early as possible so that your employer and team members at work can take it into account. A good way to give an early warning is to discuss the leave proposal with your boss before applying for the leave. This way you can refer to your previous conversation in your first sentence and the letter will come as no surprise to your boss.
2. Specify a specific date. Include the specific dates you plan to stay away. Don't be vague about when you want to be absent. In some cases it may not be possible to provide specific data, but specific data will help your employer and your colleagues to plan in advance how they can manage your work in your absence. Therefore, if possible, be as specific as possible in your letter about the dates in which you plan to stay away from work.
3. Be transparent towards your employer. Be as transparent as you can about why you want time off. This doesn't mean you have to go over every little detail about why you want to stay away. In many cases, your employer does not even have the right to know certain details about your private life. However, being as transparent and honest as possible to your employer about why you want leave minimizes the possibility of conflict with management.
4. Discuss how your work will be transferred in your absence. In your letter, you should state that you are aware of your responsibilities and understand that before you leave, you would like to discuss how your work will be transferred in your absence. You can provide details in your letter about how you think your work should be handed over (for example, by leaving detailed notes for your team members about current projects to be done in your absence, or providing your contact details so team members can reach you in an emergency).
5. Know what types of leave you are entitled to. Know that you are entitled to certain types of leave by law. It is important to make a distinction between leave that you are entitled to and leave that can only be authorized by your employer.
   • In the Netherlands, for example, you are entitled to a minimum of 16 weeks of unpaid maternity leave (but you can still receive a benefit) after the birth of a child or no later than 22 weeks after the adoption of a child.
   • If you write a letter to request leave to which you are entitled according to the law, you can base your request on that. For example, you could say, "As you and I both know, I am entitled to a leave of absence. I hope to get time off between (enter dates). How can we ensure productivity continues? "In addition, asking your employer how to maintain productivity shows that you care about the well-being of your employer, and that can strengthen your position at work.
   • If you ask for leave that you are not automatically entitled to under your contract, adjust your tone so that you show that you are sorry for the inconvenience and promise to make up for lost time as best you can.
   • Let your boss know if you have accrued vacation days or sick days.
   • Including this information in the letter also makes things clearer for the Human Resources Officer, in case your boss decides to decline your application and you have to appeal.
6. Provide ideas for how you would like to delegate your work in your absence. While your boss probably has the final say on this, you can provide helpful suggestions as to which of your employees you think is best to take over various aspects of your job in your absence. However, don't give everything to one person, as that would be unfair to that particular colleague.
7. Use a respectful tone. Whatever the circumstances, it is important that you request leave in a courteous manner. In other words, you should request rather than require a request, even if you are entitled to it by law. Asking politely can prevent confrontation with management.

Part 2 of 3: Applying for leave at your university or school

1. Find a leave request form. Students who want to apply for leave at their university or school generally have to fill out a form. Download a leave application form from your university website. These forms must also be available at the department of your study program.
2. Fill in the form. The form asks for information such as your name, student number, your address and your study program.
   • The form will probably also ask for your nationality or visa. Leave may affect the visa of international students. This is because if you are an international student you have been issued a visa to study. If you are withdrawing from your education for a long time, you may be asked to return to your home country and reapply for a visa if you wish to return. Find out what the impact of a leave may be on your visa if you are an international student holding a student visa. This policy differs per country and is determined by the government.
   • At universities in the United States, the form will ask if you are receiving financial support from the government. If you are a student in the US and receive an allowance, you generally have an attendance requirement to receive this allowance. Leave may affect your entitlement to this allowance, so it is important to contact the Allowance Office and talk to a financial advisor about how best to apply for leave. In the Netherlands, as a student at school, you must also apply for leave due to attendance or compulsory education.
3. Write a letter for your leave request as supporting documentation. The leave application must usually be accompanied by supporting documents that your university will need to approve your request. If you are applying for military leave, you must add your military order. If you are applying for leave for medical reasons, you must include a letter from your doctor or healthcare provider.However, if you are applying for leave for personal reasons, you must write a leave request letter stating the circumstances and reasons for your application.
4. Be transparent about your reasons. If your leave request is for personal reasons, it is important to be as transparent as possible towards your department, so that your department can determine whether you are entitled to leave in your particular situation.
5. In your letter, mention any work you want to do while you are away. For example, you could be a research student applying for leave to complete your research project in a remote location. Doctoral students are normally entitled to this type of leave. However, they should discuss their plans with their faculty's study advisors before the leave is allocated, so that the study adviser can confirm to the department that you (the student) are meeting your research goals. In your leave request, specify any work you plan to do during your absence.

Part 3 of 3: Formatting your letter

1. Include the sender's address. It may seem unnecessary to include your own address if you work in the same building as your employer, but doing this will ensure that the letter is returned to the correct address in case the post office makes a mistake in delivery. The Human Resources Department also finds it easy to archive your letter if your address is written on it.
2. Use the date the letter was completed. Often people date their letter when they start it, but if it takes you a few days to finish the letter, don't forget to change the date to the date the letter was completed and signed.
3. State the address of the addressee. State the name of the addressee and their personal title (eg Dr. Smit, Prof. Luiten).
4. Use the recipient's name for the salutation. Even if you know your boss well, address her formally by her professional or personal title, followed by her last name.
5. Determine which formatting style you want to use for the paragraphs. A popular formatting style follows these customs:
   • Paragraphs are single-spaced.
   • The rules are against the left margin.
   • Instead of indenting a paragraph, all lines should be against the left margin.
   • There is a space between the paragraphs.
6. End your letter with a polite closing, such as "Sincerely" or "Best regards".
   • Put a space between the last paragraph and the "Sincerely" closing.
   • Leave four white lines between "Sincerely" and your signature.
7. Sign the letter. When you have printed the letter, sign with a pen in the space between the four white lines.