By Medical leave letter format for office is something a lot of people don’t give attention to. If you want your leave to be sanctioned, and make your leave application sound formal, you need to follow the right format. Leave application is sent to the HR department or your manager, and if you don’t get it right, it may also affect your impression among your superiors. In a corporate setup, it is vital that you follow a formal way of approach, which includes medical leave applications as well.
Some companies may require you to attach a medical certificate in case you are taking leave for an extended period. If you’re going to have a surgery or any treatment that would require you to get admitted to a hospital or if you’re advised to rest at home, then you can follow the medical leave letter format for office that will help you request for leaves.
There are other scenarios for this as well like if you suddenly fall sick or meet with an accident, you will have to apply for leave in the middle or after the period of leave. This article will help you write different types of medical leave letters for office or to the HR department according to the situation.
MEDICAL LEAVE LETTER FORMAT FOR OFFICE- GENERAL
From
Your name,
Your designation,
Name of the company
(Date) DD/month in words/ YYYY
To
Concerned person’s name,
His/her designation,
Name of the company
Branch name.
Dear Mr/Ms. XXXX (second name),
Content
- Period of leave taken
- Reason for taking leave
- Request to grant leave
Thanking you,
Yours sincerely,
Your signature
(Your name)
1) WHEN YOU’RE APPLYING BEFOREHAND- MEDICAL LEAVE LETTER FORMAT FOR OFFICE
Rachel Green,
Assistant Buyer,
Bloomingdales
06 June 20**
Joanna Johnson,
HR Manager,
Bloomingdales
Manhattan.
Dear Ms. Johnson,
As I’m scheduled to undergo a minor surgery next week, I hereby apply for leave from 11 June (Monday) 20** till 14 June 20** (Thursday). I regret the inconvenience caused to the firm and my team due to the surgery. I will be submitting a medical certificate once I come back to the office after the recovery period.
This is why I request you to kindly grant me leave for the days mentioned above since my doctor has asked me to take proper bed rest for a few days after the surgery for faster recovery.
Thanking you,
Yours sincerely,
(Signature)
Rachel Green
2) WHEN YOU’RE APPLYING FOR ONE DAY’S LEAVE ON THAT PARTICULAR DAY
Ross Geller,
Content Writer,
Excellence Digital Marketing
10 July 20**
Steven Clark,
HR Manager,
Excellence Digital Marketing
Los Angeles.
Dear Mr. Clark,
Since I’m down with fever and cough, I would want to apply for leave for today, 10 July 20** (Wednesday). I have fixed an appointment with a physician for my faster recovery, and I apologize for the inconvenience caused to the firm due to my absence.
Thanking you,
Yours sincerely,
(Signature)
Ross Geller
3) WHEN YOU’RE APPLYING IN THE MIDDLE OF THE PERIOD OF LEAVE TAKEN
Scott Williams,
Art Director,
Rainbow Advertising Agency
11 June 20**
Sarah Parker,
HR Manager,
Rainbow Advertising Agency
Boston.
Dear Ms. Parker,
Since I’ve been suffering from conjunctivitis and severe eye irritation I wasn’t able to come to the office yesterday, 10 June 2018 (Tuesday). The doctor has advised me to take rest at home which is why I wouldn’t be able to come to work until next week. As conjunctivitis is a contagious infection, I wouldn’t want anyone else in the office to get infected.
I regret the inconvenience caused to the Company and my team members due to my absence. I request you to grant me leave from 10 June 20** (Tuesday) till 17 June 20** (Tuesday), and I will be presenting a medical certificate if necessary.
Thanking you,
Yours sincerely,
(Signature)
Scott Williams
4) WHEN YOU’RE APPLYING AFTER THE PERIOD OF LEAVE TAKEN
Susan Simmons,
Graphic Designer,
SmartX Consultants
15 June 20**
Shawn Miller,
HR Manager,
SmartX Consultants
Chicago.
Dear Mr. Miller,
As I was hospitalized for the past eight days due to typhoid I request you to grant me leave for the days I was absent for work (6 June 20** to 14 June 20**). Please find attached the medical certificate for your reference.
Thanking you,
Yours sincerely,
(Signature)
Susan Simmons’s
AND DON’TS WHILE WRITING A LEAVE LETTER
- Be humble and never try to demand leaves of absence. You must always request to the management to grant leave politely.
- Try to attach medical certificates and a copy of prescriptions to your leave application, in case you have taken leave for more than three days. These documents may help you avail benefits from your company in case you are entitled to medical benefits.
- Address the letter to the HR department and if necessary address a sick leave letter to your manager. In some cases, your sick leave may not be approved since your presence is mandatory for a particular day or event at the workplace. To confirm this, the HR department will have to check with your team manager.
- Try to ensure the management that you will compensate for the work that wasn’t done while you were sick so that your team can balance out the total workload.
- In case of long-term leave periods like maybe for a surgery, you may be subjected to loss of pay, and it is wise to inquire about it in the leave application letter so that you can adjust your period of absence or maybe request to work from home.
- Always proofread your leave letter twice or thrice instead of sending it out right away. Spelling mistakes and mistakes regarding the date can cost you much more than you think.
CONCLUSION
Medical leave letter format for office follows a particular structure that is formal and specific. However, the content changes according to the type of the situation and the period of absence. Following the right format is vital to establish a formal way of approach with the management.
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