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.
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
- Date
- 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.
Assurance
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.
Closing
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.
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: amit.sharma@xyz.com
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
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: amit.sharma@xyz.com
Dear Mr. Khanna,
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.
Thank you for your consideration.
Yours sincerely,
(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
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: amit.sharma@xyz.com
Dear Mr. Khanna,
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.
Thank you for your consideration.
Yours sincerely,
(Signature)
Amit Sharma
Also Check: Leave Application for Marriage
Request for Leave Extension Application due to Personal Reason
Subject: Request for Leave Extension due to Personal Circumstances
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: amit.sharma@xyz.com
Dear Mr. Khanna,
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.
Yours sincerely,
(Signature)
Amit Sharma
Medical Leave Extension Application
Subject: leave extension application for medical treatment
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: amit.sharma@xyz.com
Dear Mr. Khanna,
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.
Thank you for your consideration.
Yours sincerely,
(Signature)
Amit Sharma
Senior Software Developer
XYZ Pvt. Ltd.
Also Read: Medical Leave Application
Leave Extension Application for Exam
Subject: Leave Extension Application for Exam Preparation
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: amit.sharma@xyz.com
Dear Mr. Khanna,
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.
Thank you for your consideration.
Yours sincerely,
(Signature)
Amit Sharma
Senior Software Developer
XYZ Pvt. Ltd.
Also Check: Leave Application for Exam
Leave Extension Mail to Manager
Subject: Medical Leave Extension Application
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: amit.sharma@xyz.com
Dear Mr. Khanna,
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.
Thank you for your consideration.
Warm regards,
Amit Sharma
Leave Extension Letter Due to Fever
Subject: Request for Leave Extension due to Persistent Fever
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: amit.sharma@xyz.com
Dear Mr. Khanna,
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.
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.
Thank you for your consideration.
Warm regards,
Amit Sharma
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.
