When unforeseeable events occur, such as a family emergency or illness, it may become necessary to modify previously approved leave dates. In such situations, writing a letter to postpone leave request is the most appropriate course of action. Below are seven examples of such letters, along with some tips to help you craft your own.
Sample Letter for Postpone Leave Request Introduction
This article provides a number of sample letters to help you postpone your leave request. Each example can be edited as needed to reflect your individual circumstances.
Sample Letter for Postpone Leave Request Explanation
It’s important to remember that when writing a letter for a postponed leave request, you want to be respectful of your employer’s time and needs. Be clear about why you need to postpone your leave and, if possible, provide an estimated date for when you will be able to take it.
Remember that any leave entitlement policies and procedures must still be followed. Be sure to check with your employer to see what those policies are. Below are some examples of postponed leave request letters to give you an idea of how to structure your own.
Example 1: Family Emergency
Greetings [Manager’s Name],
I am writing to request a postponement of my previously approved leave, which was scheduled for [Date]. Unfortunately, my family has experienced a medical emergency that requires my immediate attention, and I am unable to take the time off as planned.
I understand that this may cause some inconvenience and I apologize for any disruption this causes to the team. I am hoping to reschedule the leave for [Date], pending your approval. Thank you for your understanding.
Best regards,
[Your Name]
Example 2: Work Obligations
Dear [Manager’s Name],
I am writing to request a postponement of my previously approved leave, which was scheduled for [Date]. Unfortunately, unforeseen work obligations have arisen which require my immediate attention, and I am unable to take the time off as planned.
I understand that this may cause some inconvenience and I apologize for any disruption this causes to the team. I am hoping to reschedule the leave for [Date], pending your approval. Thank you for your understanding.
Sincerely,
[Your Name]
Example 3: Personal Reasons
Dear [Manager’s Name],
I am writing to request a postponement of my previously approved leave, which was scheduled for [Date]. Unfortunately, I have experienced some unexpected personal issues that require my immediate attention, and I am unable to take the time off as planned.
I understand that this may cause some inconvenience and I apologize for any disruption this causes to the team. I am hoping to reschedule the leave for [Date], pending your approval. Thank you for your understanding.
Best regards,
[Your Name]
Example 4: Travel Restrictions
Greetings [Manager’s Name],
I am writing to request a postponement of my previously approved leave, which was scheduled for [Date]. Due to the recent travel restrictions imposed by the government, I am unable to travel to my intended destination at this time.
I understand that this may cause some inconvenience and I apologize for any disruption this causes to the team. I am hoping to reschedule the leave for [Date], pending your approval. Thank you for your understanding.
Sincerely,
[Your Name]
Example 5: Illness
Dear [Manager’s Name],
I am writing to request a postponement of my previously approved leave, which was scheduled for [Date]. Unfortunately, I have been diagnosed with an illness that requires immediate treatment and recovery time, and I am unable to take the time off as planned.
I understand that this may cause some inconvenience and I apologize for any disruption this causes to the team. I am hoping to reschedule the leave for [Date], pending your approval. Thank you for your understanding.
Best regards,
[Your Name]
Example 6: New Job Responsibilities
Greetings [Manager’s Name],
I am writing to request a postponement of my previously approved leave, which was scheduled for [Date]. Since my leave was approved, I have been given new job responsibilities that require me to be in the office during the time I was supposed to be away.
I understand that this may cause some inconvenience and I apologize for any disruption this causes to the team. I am hoping to reschedule the leave for [Date], pending your approval. Thank you for your understanding.
Sincerely,
[Your Name]
Example 7: Unforeseen Circumstances
Dear [Manager’s Name],
I am writing to request a postponement of my previously approved leave, which was scheduled for [Date]. Due to unforeseen circumstances that have arisen, I must change my plans and remain available for work during my previously scheduled time off.
I understand that this may cause some inconvenience and I apologize for any disruption this causes to the team. I am hoping to reschedule the leave for [Date], pending your approval. Thank you for your understanding.
Best regards,
[Your Name]
Related Tips: Crafting Your Own Postponed Leave Request Letter
When writing a letter to postpone leave request, keep the following tips in mind:
- Be clear and concise about why you need to postpone your leave.
- If possible, provide an estimate of when you will be able to take the leave.
- Make sure to follow any applicable leave policies or procedures.
- Be respectful of your employer’s time and needs.
- Use a professional tone throughout the letter.
Frequently Asked Questions
Q: How far in advance should I notify my employer if I need to postpone my leave?
A: It’s best to let your employer know as soon as possible if you need to postpone your leave, ideally before it was originally scheduled to begin. This will allow them to make any necessary arrangements or adjustments to the schedule.
Q: Can I postpone my leave indefinitely?
A: Generally speaking, leaves of absence are intended to be temporary and are granted for specific periods of time. While it’s possible to request an extension or reschedule your leave, it’s important to keep in mind that the company may have policies or procedures in place regarding the maximum amount of time an employee can be absent.
Q: Can my employer deny my request to postpone my leave?
A: Employers have the right to deny or approve leave requests as they see fit, depending on various factors such as business needs and staffing requirements. However, if the request is made due to a medical emergency, the employer may be required to grant the request under the provisions of the Family Medical Leave Act (FMLA).
Q: Can I negotiate the length of my postponed leave?
A: It’s possible to negotiate the length of your leave, especially if your situation has changed since the original leave was approved. However, keep in mind that the company may have policies or other guidelines in place regarding how and when leave can be modified, and any changes may need to be approved by a higher authority.
Q: Should I include any supporting documentation with my request to postpone my leave?
A: Depending on the reason for the postponement, it may be helpful to include supporting documentation such as a doctor’s note or documentation of a family emergency. This can help your employer better understand your situation and make a more informed decision about your request.
Q: What should I do if my leave request is denied?
A: If your leave request is denied, you may wish to speak with your supervisor or human resources representative to better understand the reasons for the denial and discuss any available options. Depending on the circumstances, you may be able to reschedule your leave for a different time or make alternate arrangements.
Conclusion
When unforeseen circumstances require you to modify your previously approved leave dates, writing a letter to postpone leave request is a professional and respectful way to address the situation. Using the above examples and tips, you can craft a letter that clearly communicates your needs and respects the needs of the company.