Extended time away from work is negotiated in writing, not in a hallway conversation. A leave of absence letter states the dates, gives the reason at a level of detail you control, and proposes coverage, which turns a favor into a plan the employer can approve.
This template handles the five common leave types, medical, family, bereavement, education, and personal, and includes the request language that preserves rights under the FMLA and state leave laws when they apply.
Protected leave vs. discretionary leave
Some leave is a legal right, and some is a favor, and the letter should work for both. Under the Family and Medical Leave Act, eligible employees of covered employers (50+ employees, 12 months and 1,250 hours worked) get up to 12 weeks of unpaid, job-protected leave for serious health conditions, a new child, or family care. A dozen states add paid family and medical leave programs on top. The legal trap is that employees do not have to name the statute to trigger it, but a clear written request accelerates everything: this template's language asks the employer to treat the request under any applicable law or policy and to specify the certification it needs, which starts the formal process on day one.
How much medical detail to share
Less than most people volunteer. An employer handling a medical leave request is entitled to enough information to administer the leave, typically a certification form completed by the provider, not to your diagnosis in a letter that will sit in an email thread. "A medical condition requiring treatment and recovery, certification available on request" is complete and professional. The template's reason field is deliberately free-form so you choose the disclosure level, and the certification offer signals cooperation without over-sharing.
Ask for the terms in writing
The letter requests written confirmation of pay, benefits, and accrual treatment during leave. That one sentence prevents the common post-leave surprises: health premiums that went unpaid, PTO that did not accrue, or a return date the employer remembers differently.
The coverage plan is what gets requests approved
For discretionary leave, the employer's real question is operational: who does the work? A request that arrives with the answer, completed deliverables, a named colleague for daily coverage, a handoff note, is materially easier to approve than one that leaves the manager to solve it. The same professionalism applies at the edges of employment: a return is confirmed with a return to work letter, ordinary short absences run through a PTO request form, and if the time away becomes permanent, the clean exit is a resignation letter rather than an extended silence.
Frequently asked questions
Does my employer have to grant a leave of absence?
It depends on the reason. Leave that qualifies under the FMLA, a state leave law, or the ADA's reasonable accommodation rules is legally protected for eligible employees. Purely personal leave, a sabbatical, or education leave is discretionary unless a company policy promises it, which is why the letter's tone is a professional request rather than a demand.
Do I have to tell my employer my diagnosis?
No. You must give enough information for the employer to determine that the leave may qualify and to administer it, usually via a medical certification form completed by your provider. The letter itself can stay general: a medical condition requiring treatment, with dates and an offer of certification.
Is a leave of absence paid?
FMLA leave is unpaid, though employers commonly require or allow accrued PTO to run concurrently, and state paid leave programs, disability insurance, or company policies may replace part of the income. The letter asks for written confirmation of exactly this, because the answer varies by employer and state.
How far in advance should I request leave?
For foreseeable leave, the FMLA expects 30 days' notice, and that is a sensible benchmark for any planned absence. For emergencies, notify as soon as practicable and follow up with the written request; the protection does not disappear because the need arose suddenly.
Can I be fired while on a leave of absence?
Protected leave (FMLA, state programs, ADA accommodations) comes with job restoration rights and anti-retaliation rules, though it does not immunize against layoffs that would have happened anyway. Discretionary leave carries whatever protection the approval and company policy give it, another reason to get the terms in writing.