Tips for Writing a Good Letter of Absence

It is Monday morning, you woke up feeling unwell. The state of your body gives no room for you to get to work. What will you do? I know the first thing is to call in sick which is the right thing to do.

Calling in sick is the most common thing people in this situation do, however, there is another medium to use which is the letter of absence.

As a diligent employee, student, or individual who knows the consequences of missing out on a job or school, you should probably learn how to write a letter of absence to help give your explanation for your absence.

A letter of absence makes your boss or the authority aware of your situation. Furthermore, it is a gesture that shows that you are professional, responsible, and respect your bosses or the authority in question.

Also, check out How to Write a Query Letter.

Therefore, it is important to learn how to write a letter of absence and that is what we are going to explore in this post. Stay focused and learn as you go through the post. 

What is a Letter of Absence?

The name already gives the meaning and purpose of the letter. A letter of absence is a document used as a means to communicate the reasons behind one’s absence from his or her usual responsibility or appearance in a place.

You may be absent from work, school, or any other important function and it is professional and morally correct to give the reasons for the absence.

Format of a Letter of Absence

A letter of absence should not be written informally and should be formal in tone and format. Similar to any other formal letter, it contains a date, recipient’s name, address, salutation, body, and closing remarks. 

Furthermore, the content of the letter should not be a long one and your explanation for the reasons should be concise and clearly state the reasons.

A good letter of absence should have the following:

Introduction

Similar to other letters, your letter should have an introduction. The introductory part of the letter should be for short greetings to the recipient and giving the reasons behind writing the letter. You should wrap up your introduction in 3-5 sentences as it needs to be clear and short. 

• Begin by addressing the recipient and stating the purpose of the letter.
• State your name, your position (if applicable), and the date(s) of your absence.

Body 

The body should contain the reasons for your absence. You must clearly state the reasons whether it is a personal, emergency, or whatever the reason it may be. In addition, add relevant details surrounding your absence. As an example, if you are sick and admitted to a hospital.

State the hospital you are in and the present situation. When you give additional relevant information, it gives the recipient a broader view of the current situation and an idea of how they might help. 

Furthermore, take note to mention if your absence will be extended and give an expected return date.

In addition, ensure that you apologize for what happened and what inconvenience your absence might have brought. Also, state that you are ready to make up for lost time, and attend to the left responsibilities or as the case may be. 

Another important thing to include in your letter of absence is to acknowledge if any restrictions threaten your unavailability and you will like to get feedback on that.

Closing

The closing remark should be a short one. The closing remark should be a polite one to show courtesy. “Sincerely” and other similar pleasantries can be used at the end of the letter. The next thing is your signature, full name, and the position you hold if necessary. 

Also, check out How to Write a Good Personal Statement.

Mistakes to avoid when writing a letter of absence 

Being ambiguous: While writing a letter of absence, it would be beneficial to be explicit and detailed about the causes and crucial data.

By doing this, you avoid appearing to be dishonest about the circumstance and help the receiver grasp it completely.

Lack of professionalism I said at the outset that a letter of absence is an official document and should be regarded as such. As a result, refrain from utilizing slang, emojis, or informal language in your letters of absence.

Failure to abide by company/school regulations: If you submit your letter of absence in violation of the company’s or school’s leave of absence policies, your efforts will be in vain.

You must be aware of the length of time for which you must submit a letter of absence as well as the established guidelines for how the organization or institution will handle such problems.

Refusing to offer to make up lost tasks or obligations: Failure to do so demonstrates a lack of dedication to the position or the current work. As a result, one may come off as unreliable or have a negative attitude at work.

Be truthful: Tell the truth about why you won’t be there. Describe your symptoms if you’re feeling ill. If you must care for a family member, be sure to describe the circumstances in detail. It’s always preferable to be forward and honest.

Employ appropriate formatting: Include the date, a precise topic line, and a formal closure in your letter of absence. Make sure the letter is well-organized and official in tone.

Send in your letter of absence as quickly as you can. This will give your employer enough time to prepare for and make any required preparations for your absence.

Sample Letter of Absence 

Letter of Absence from School 

Dear [Principal’s Name],

I am writing to let you know that on March 1, 2023, I, Patrick Adejoke won’t be in school because of health reasons. I’ve been having severe back pain, therefore I need to see the doctor for close monitoring.

I am sorry for any trouble this may have caused, and I promise to complete any unfinished business when I get back. I’ve already let my instructor know I’ll be out of class, and I’ve asked my peers to give me any missing homework or class notes.

Please let me know if there is any additional information I can provide or if there are any special procedures that I need to follow to ensure that [he/she] can return to school smoothly. I can be reached at ajalenkoko@hotboy.com if you have any questions or concerns.

Thank you for your understanding.

Sincerely,

Patrick Adejoke

Conclusion

In conclusion, a letter of absence is a significant document that has to be prepared in a formal tone. It must fully justify the absence and include any supporting materials that may be required.

You may make sure that your letter of absence is effective in explaining your position to the receiver by adhering to the aforementioned rules and using the sample letter given.

Before you go, check out How to Write a Loan Application Letter.