What a leave letter is — and how to write one that gets approved
A leave letter (or leave application) is a short, formal request to your employer for time off — annual, sick, maternity, paternity, compassionate, study or unpaid leave. It puts the request on record, which protects you: an approved written request is proof your absence was authorised.
A good leave letter is brief and considerate: it states the type of leave, the exact dates and number of days, optionally the reason, and — crucially — how your work will be covered while you're away. Showing that you've thought about the handover is what turns a request into an easy “yes”.
What a leave letter should include
- ◆Your name and role, addressed to your manager or HR
- ◆The type of leave and the exact dates (and number of days)
- ◆A brief reason, if you wish to give one
- ◆How your duties will be covered in your absence
- ◆A polite request for approval, and your signature
Common mistakes to avoid
- ✕Vague dates — state the exact start, end and number of days
- ✕No handover plan, which makes approval harder
- ✕Requesting at the last minute where notice is expected
- ✕Not keeping a copy of the approved request
Questions
How much notice should I give for leave?
As much as your contract or company policy requires — for planned annual leave, often a couple of weeks or more. Sick and emergency leave are by nature short-notice; notify your employer as early as you can and follow up in writing.
Do I have to give a reason for leave?
For annual leave, usually not — the dates and cover are what matter. For sick leave a medical note may be required, and some leave types (maternity, compassionate) naturally state the reason. Give what your policy asks for.
What leave am I entitled to in Kenya?
The Employment Act sets minimums — including annual leave (at least 21 working days after 12 months' service), sick leave, and maternity and paternity leave. Your contract may offer more. Check your terms for the specifics.
Should the leave letter be signed and kept?
Yes. Keep a copy of your request and the approval — it's your evidence that the time off was authorised, which protects you if there's ever a question about your absence.
This tool is free to write and preview, and gives you an editable draft — adjust the wording to your situation. Downloading a clean PDF without the small watermark is KES 50 in Kenya (a one-off) and free elsewhere. It is a template, not legal advice; for a contested or high-value matter, have an advocate or HR professional review the letter before you issue it.