Leave Extension Letter – Format, Writing Tips with Examples

What is Leave Extension Letter?

A leave extension letter is a formal request written to an employer, manager, school authority, or college principal asking for additional leave beyond the initially approved period. It clearly mentions the reason for the extension, the new dates, and assures the authority that responsibilities will be managed.

This leave extension letter can be written as an email or a handwritten/typed application, depending on the organization’s rules.

Read More: Permission Letter for School

Why Write Leave Extension Letter?

Writing a leave extension letter is important for several reasons:

• It shows professionalism and respect for company or school policies

• It keeps your manager or authority informed

• It helps avoid confusion about your absence

• It reduces the risk of salary deduction or disciplinary action

• It creates a written record of your request

Informing in advance through a proper letter increases the chances of approval.

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How to Write Leave Extension Letter

When writing a leave extension letter, keep the tone polite and honest. Follow these basic leave extension letter steps:

1. Start with a clear subject line mentioning “Request for Leave Extension”

2. Address the authority properly (Manager, Principal, HR, etc.)

3. Mention your original leave dates

4. Clearly explain the reason for extending the leave

5. Specify the new return date

6. Assure work continuity or handover if needed

7. End with a polite closing and thanks

Avoid unnecessary details and keep the letter short and clear.

Read more: Informal Letter Format

Leave Extension Letter Format

Here is a simple and commonly used leave extension format:

Subject: Request for Leave Extension

Salutation:
Dear [Name/Designation],

Body:

• Mention original leave details

• State the reason for extension

• Request approval for extended dates

Closing:
Thank the authority and mention availability for contact.

Sign-off:
Yours sincerely,
[Your Name]
[Employee ID / Class / Department]

Read More: Request Letter for School Admission

5 Samples of Leave Extension Letter

Sample 1: Medical Reason

Subject: Request for Extension of Medical Leave

Dear Sir/Madam,
I would like to inform you that I am still recovering from my illness and my doctor has advised additional rest. I had earlier applied for leave from 5 June to 10 June 2025. I kindly request an extension of my leave till 15 June 2025.

I will resume work as soon as I am fit. Thank you for your understanding.

Yours sincerely,
[Name]

Sample 2: Family Emergency

Subject: Leave Extension Request

Dear Manager,
Due to an unexpected family emergency, I am unable to return on the previously approved date. I request you to kindly extend my leave till 12 July 2025.

I will ensure all pending work is completed after my return.

Thank you.
[Name]

Sample 3: Office Employee

Subject: Request for Leave Extension

Dear Sir,
I am writing to request an extension of my leave by three days due to unavoidable personal reasons. My revised joining date will be 18 August 2025.

I appreciate your support.

Regards,
[Name]

Sample 4: Student Leave Extension

Subject: Request for Leave Extension

Respected Sir/Madam,
I was granted leave till 10 September 2025. Due to health issues, I request an extension till 14 September 2025. I will complete all missed work after returning.

Thanking you.
[Name, Class]

Sample 5: Travel Delay

Subject: Leave Extension Due to Travel Delay

Dear Sir/Madam,
Due to unforeseen travel delays, I am unable to return on time. I request an extension of my leave till 22 December 2025.

Kindly grant approval.

Sincerely,
[Name]

Read More:  Formal Letter Format

Tips for Sending Out Leave Extension Letter

• Inform as early as possible

• Keep the reason genuine and brief

• Use polite and professional language

• Avoid emotional or lengthy explanations

• Mention exact dates clearly

• Follow company or school communication rule
  

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