Leave of Absence Acceptance Letter Template
Leave of Absence Acceptance Letter Template

Leave of Absence Acceptance Letter Template

Every business needs a leave of absence policy that clearly lays out how employees can apply for time away from work, and what the terms of this leave will be. There are many reasons an employee may require a leave of absence from work and while employers usually have the right to reject a request, it’s almost always the right call to allow employees to take leave.

The distress and uncertainty caused by COVID-19 has only made it more important that businesses take an understanding approach to employee welfare, even if they are not eligible for FMLA leave.

Whatever the reason an employee needs some time away from work, it’s important that, when accepting such a request, employers lay out exactly what it means for an employee’s status in the company, their benefits and what is still expected of them.

Download Leave of Absence Acceptance Letter Template

Explaining Your Leave of Absence Policy

To make sure employees know exactly what your leave of absence policy is, you’ll want to send a Leave of Absence Acceptance letter, detailing the policies. Here’s what you’ll need to include:

  1. Duration of Leave
  2. The most important detail in this letter is how long an employee can go on leave and the date they must return, if this has been set. Often a precise date may be impossible to predict, but a leave of absence policy may include a maximum duration of leave. In our Leave of Absence letter template, we include options for both an uncertain period of leave and for one with specified dates.

  3. Paid or Unpaid Leave
  4. When we talk about leaves of absence, we’re typically referring to unpaid leave. Even if it seems obvious, you really need to point this out. You should also ask employees if they want to take advantage of any Paid Time Off they may have accrued.

  5. Required Contact
  6. For long term leaves of absence, it might be a good idea to ask employees to check in on a regular basis. This can give businesses a better idea of when the employee may return.

  7. Job Status
  8. If an employee’s job is completely secure, this is a good opportunity to reassure them of that, and to let them know they are free to take however much time they need. However, it can also be appropriate to remind employees that while their job is safe for when they return, this is only feasible for a certain amount of time and that you reserve the right to terminate their employment if business necessity means you cannot wait any longer.

  9. Paid Time Off Benefits
  10. While an employee is on an unpaid leave of absence, typical job benefits like sick days, vacation days and seniority will not be accrued—this should be specified, to avoid complaints later.

  11. Company-Sponsored Insurance Benefits
  12. The trickiest part of the process is what happens to company-sponsored insurance benefits like healthcare. If you decide not to cover these costs, you’ll have to inform an employee how much they are required to cover for their various benefits.

  13. Contact Information
  14. There’s a lot of information for employees to take in and this will often be happening at an already stressful time in their lives, so it’s important you let them know who they can talk to if they don’t fully understand the terms of the leave or if they have any questions.

Get Leave of Absence Letter Template

To help businesses, Paycor is sharing a template employers can use to communicate the leave of absence has been granted. It explains how the unpaid leave will affect an employee’s benefits and employment status. Once downloaded, you can easily edit the language as required, in line with your leave of absence policy.

Get Leave of Absence Letter Template

More to Discover

Executive Summary: 2020 October HR & Compliance Virtual Summit

Executive Summary: 2020 October HR & Compliance Virtual Summit

“This was the best Virtual Summit I’ve even been to!”“Such a great presentation! Thank you for this awesome experience.”“The webinar sessions were so good that I wish there were more!” This is just a sample of feedback from attendees at Paycor’s October HR & Compliance Virtual Summit!On October 13-15, thousands of HR & business leaders attended the Summit to learn from industry experts. They walked away with actionable tips and timely advice around recruiting trends, compliance, maintaining a safe and healthy work environment and so much more!Did you miss any of the live sessions? Don’t worry, we’ve got you covered. You can watch them on our On-Demand Webinars page.In the meantime, check out our executive summary for a quick...

Webinar: My Supervisors Need Training - Where Do I Start? - 11/25 @11AM ET

Webinar: My Supervisors Need Training - Where Do I Start? - 11/25 @11AM ET

This session is approved for (1) HRCI & (1) SHRM CreditWhen an individual is promoted to a supervisory role, appropriate training is often limited by the time, resources and budget on hand. It’s not unusual to find managers who have been in the role for ten, fifteen or even twenty years with no formal supervisory training. Training is often “on-the-job” – otherwise known as trial by fire. In order to have strong, effective supervisors, it is worth the investment of time and resources to provide proper training.In this session, you will learn: - Essential elements of an effective supervisor training program - How to assist supervisors in implementing what they have learned (and how to follow up with them) - How to provide proper and...

Webinar: The State of American Business: Looking Forward to 2021 - 11/24 @2pm ET

Webinar: The State of American Business: Looking Forward to 2021 - 11/24 @2pm ET

Paycor recently surveyed more than 2,000 HR & finance leaders on the state of American business at the beginning of 2021. Join us for this special webinar as we break down the responses!You learn about: The HR/Finance Relationship - only 12% of finance leaders believe HR significantly impacts the bottom line Remote Work - 30% of employees are more productive at home than in the office Benefits - 86% of business leaders are concerned about the mental health and wellbeing of employees Compliance - Only 9% of business leaders ay their HR technology is "very effective" at mitigating compliance risk Register to learn more.Speaker: Matt Bergantino As Director of Content, Matt leads a team of researchers, journalists and subject matter...

Webinar: Manufacturing & Construction Industry Spotlight: Ask an HR Expert - 11/19 @11AM ET

Webinar: Manufacturing & Construction Industry Spotlight: Ask an HR Expert - 11/19 @11AM ET

Let your voice be heard as we’re providing an hour with leading Manufacturing and Construction expert Jon Thurmond to answer your most pressing HR questions as they relate to the unique challenges in manufacturing.If we use your question on our webinar, we will send you a $25 Uber Eats gift card as a thank you.This is a great opportunity for you to get complimentary HR expertise for your organization.Simply register for our webinar and email your question to webinars@paycor.comSpeaker: Jon Thurmond Jon Thurmond serves as the Mid-Atlantic Regional Human Resources Manager for Team Fishel, a utility engineering and construction firm. His experience includes working across multiple industries in roles encompassing Employee/Labor Relations,...