Emergency Leave Application Letter: How to Write and Samples

While drafting Emergency Leave Application Letter, all professionals must follow a certain protocol aligned with their company policies. An employee may apply for a variety of types of leaves through the organization's leave structure, such as planned leave, casual leave, maternity leave, and so on.

Well, there are unavoidable situations that can occur in your personal space wherein you will have to take an emergency day off. If you are planning to take one-day leave, you will have to write an Emergency Leave Application Letter to your manager or the concerned authorities.

Writing a leave letter might look challenging but if you communicate leave application professionally and respectfully, it can easily be dealt with. Whatever the nature of the urgency, you must keep your manager updated about the same.

Before you take this emergency leave, do inform your colleagues to avoid any delay in the workflow. 

As we discuss the steps involved in writing an emergency leave application, we will offer some tips to keep in mind, as well as some samples to give you a better idea.

5 Tips for Writing An Emergency Leave Application Letter

While writing the emergency leave application, make sure you keep your tone professional and keep the letter brief and concise. We will be sharing 5 quick tips that you can keep in mind while writing the emergency leave application. 

1. Specify Reason
   
   Clearly state the reason for your leave of absence in the very first paragraph itself. Whether it's a personal illness, a family emergency, or any other urgent matter, avoid beating around the bush and get to the point.
   
   
2. Mention Important Details
   
   Include all the necessary details to support your case. Mention the date you would be needing a day off and make sure that you send in all the documents that are required to validate your argument.
   
   
3. Follow Company Policies
   
   It’s important to follow your company’s policies while applying the leaves. Understand the leave structure before sending a request for an emergency leave application to your manager.
   
   
4. Express Gratitude
   
   Show appreciation for your employer's understanding and consideration while expressing your commitment to completing pending work or arranging for coverage during your absence. Assure them that you will handle your responsibilities responsibly.
   
   
5. Proofread Carefully
   
   Make sure your leave application is well-structured, error-free, and professionally formatted. Avoid using jargon or informal language. Double-check for any spelling or grammatical mistakes before submitting it.

How to Write an Emergency Leave Application Letter?

Take care of below mentioned points while drafting your leave application.

• Required Leave Duration:

It is essential to inform your manager or HR about the particular ending time period of your emergency leave. Never be unclear to give a predictable period of time. In a case where you are not sure of when to return based on the situation, make your planned date known without being complete with when to resume work.

• Follow up with the company policy norms:

It is worthwhile to follow your company’s policy when it comes to writing an emergency leave email. Some companies give space for such leave and doing that by the rules assures you will face less challenges in the procedure. This policy may need you to make proofs which may be medical reports, police reports etc.

• Give the responsibilities:

Plan the measures and put yourself in a position to make sure the work does not endure in your absence. State the actions you’ve planned and put in place in your email as you apply for your leave. Ensure the required people that may include your co-workers, other team members to inform them of your inevitable absence.

• Mention the reason for taking an emergency leaves:

It is the foremost thing to do when writing an emergency leave email to your manager. Your email should specify the reason for taking the leave, and it should also be convincing, you can include exaggerations that your HR could see through primarily to distrust. Moreover, there are many ways to pass across your message without revealing too many details you want to be secreted.

• The Subject of the email:

The common challenge for most people when writing an emergency leave email is how to start. Once you begin drafting an email, writing the body of your message becomes easier. You could begin your email by stating that you want leaves. The “leave” is the center of your email, and you could as well start with it.

• Emergency Leave Application Letter Sample

Name of the Employee

Address of Employee

City, State, Zip Code

DATE

Name of the Employer or HR Manager

Name of the company

Address of the company

City, State, Zip Code

Subject: Emergency Leave Application Letter

Dear Sir,

This letter is to update you that I need to take emergency leave starting today. My son just called me to tell me that my wife collapsed in the marketing store and has been reported to (Name of Hospital). I need to reach the hospital early. I am yet not aware if she is critically ill, and will notify you as soon as I can.

I plan to rejoin to work the day after tomorrow on (DATE) because I need a day to assemble for someone to stay at our home for a few days until my wife is discharged from the hospital.

I have informed my teammates about my situation and am guaranteed that my work will not suffer during this time. I can be reached at (contact number)

Thank you for your deliberation at this worrying time. I look forward to receiving an affirmative reply.

Regards,

Signature of an Employee

Printed Name of Employee

(Job Designation)

• Emergency Leave Application Email Sample 1

[Subject] - Emergency Leave Required

Dear Sir,

I received a surprising phone call early this morning concerning a terrible road accident involving my brother. I do not have much information to define his current condition. However, I am conscious that he has been admitted to LLM city Hospital, Nagpur. I would like to take some time off, starting from (date), to get to the hospital where he was taken to in order to confirm the situation and take necessary actions.

I hope to rejoin work on 15 July 2020. I have handed over all the documents that are essential in the ongoing projects (Current Project Name) to teammates and informed my manager on this matter. Members of my team would handle the bulk of my work during this short period of my nonexistence.

I can be reached on (Contact Number)

Regards:

Employee Name

(Job Designation)

• Emergency Leave Application Email Sample 2

[Subject] - Leave Required Urgently

Dear [Supervisor/Manager's Name],

I am writing this to inform you that I have been feeling nauseous since last night because of my kidney stones. I would be applying for an emergency leave for two days. I apologize for any inconvenience this may cause and appreciate your understanding.

I will only need two days off today and tomorrow. I will resume work on the 5th of August, the day after tomorrow. I have already informed my colleagues about my illness and they would take care of my work assignments for the day. 

I will provide the necessary documentation for my treatment in the hospital to support my leave application. 

Thank you for considering my request for emergency leave. Your understanding and support during this time are greatly appreciated.

Sincerely,

[Your Name]

[Your Contact Information]

• Emergency Leave Application Letter Sample

[Your Name]

[Your Position/Department]

[Company/Organization Name]

[Date]

Dear [Supervisor/Manager's Name],

I am writing this to inform you that a close family relative passed away in the wee hours this morning and I will have to be a part of the last rites. It’s an unfortunate incident that has crippled my family. 

I would be applying for an emergency leave for four days as there will be some rituals that would be done for the deceased in my family. I will be resuming work duties on Tuesday , the 8th of August. 

I am committed to ensuring a smooth transition of all work chores. I have informed all my colleagues who would be taking care of work during my absence. 

I appreciate your understanding and thanks for considering my request for emergency leave. 

Sincerely,

[Your Name]

[Your Contact Information]

Well, we have laid out the structure and given you the guidelines for applying for an emergency leave application. We hope that this blog would surely help you in crafting a leave application in a professional way when a need arises.