Unplanned Leave Email to Manager | Sample & Guidelines

Updated on: September 26, 2023

Taking unplanned leave can sometimes be unavoidable due to unforeseen circumstances. In such situations, it is essential to inform your manager promptly and professionally.

Writing an effective email is crucial to convey the reason for your sudden absence, the expected duration of your leave, and any necessary arrangements.

This page provides a sample and guidelines to help you draft a clear and concise email, ensuring smooth communication and minimizing disruptions during your unplanned absence.

Related: Sample Sick Leave Email

Unplanned Leave Mail to Manager Image

Sample Unplanned Leave Email to Manager

Subject: Unplanned Leave

Dear [Manager’s Name],

I am writing this email to inform you about my unplanned leave today.

[Explain the reason for your unplanned leave concisely and honestly, providing necessary details.] For example:

My car broke down unexpectedly on my way to work this morning, leaving me stranded on the side of the road. I have already informed the tow truck company, and they estimated that it would take a few hours to repair my vehicle. Unfortunately, this means that I won’t be able to make it to the office today as planned.

I have contacted [colleague’s name] and informed them about the situation. They kindly agreed to handle any urgent tasks or inquiries that may come up during my absence. I trust that they will be able to handle any unexpected situations appropriately.

I understand that my presence was necessary for the meeting scheduled this afternoon. However, I have already contacted [meeting organizer’s name] and explained the situation. They have assured me that they will provide me with a summary of the meeting and keep me updated on any significant decisions or discussions that take place.

I apologize for any inconvenience this may cause and assure you that I will be back in the office promptly tomorrow. If there are any critical tasks that require my immediate attention during my absence, please don’t hesitate to reach out to me by email or phone at [your contact details]. I will do my best to assist remotely or handle them first thing tomorrow.

Thank you for your understanding and support.

Best regards,

[Your Name]
[Your Job Title]
[Company Name]
[Your Phone Number]


How to Write an Unplanned Leave Email to the Manager?

Writing an unplanned leave email to your manager requires clear and concise communication. Here is a step-by-step guide on how to write an effective email:

1. Subject: 
Start your email with a clear and specific subject line. For example, “Unplanned Leave” or “Unexpected Absence.”

2. Greeting: 
Begin your email with a professional and courteous greeting. Use your manager’s name, such as “Dear [Manager’s Name],”

3. Reason for Leave: 
Clearly explain the reason for your unplanned leave in a concise and honest manner. Provide necessary details that showcase the urgency and the impact on your ability to come to work.

4. Informing Colleague: 
Mention if you have already contacted a colleague and informed them about the situation. If they have agreed to handle any urgent tasks or inquiries during your absence, express your gratitude and confidence in their abilities.

5. Meeting or Prior Commitments: 
If you have a scheduled meeting or any prior commitments, mention that you have already taken steps to inform the relevant parties. Provide assurance that you will stay updated on important decisions or discussions.

6. Apologize and Express Support: 
Apologize for any inconvenience caused by your absence and assure your manager of your commitment to resolving any critical tasks promptly upon your return. Show your willingness to assist remotely if needed.

7. Closing: 
Conclude your email with a polite and professional closing. Sign off with your name, job title, company name, and contact details.

Remember to proofread your email before sending it to ensure clarity, accuracy, and professionalism.

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