Unplanned Leave Email to Manager | Sample & Guidelines

Updated: June 12, 2023

Planning for leave is easy.

That being said, you decide beforehand how many days off you need, make plans for those days, and inform your manager that you will not be coming in for a certain period.

However, we cannot always plan.

That is because unforeseen circumstances can put us in situations where we have no choice but to take a day or two off without providing any notice.

Unplanned leaves can transpire due to many reasons including sudden illness of self or a family member, a death in the family, an unfortunate event at home, or an immediate need to travel.

In any of these circumstances, it is evident that informing your manager in person may be a bit difficult. And this is where technology helps us.

If you ever find yourself in a situation where you have to take unplanned leave, the best way to inform your manager is to write an email.

The email will be delivered within seconds, and you don’t even have to be physically present to hand it in!

However, the content of your email in circumstances such as these needs to be solid. Answer the following questions in your head before you write your email:

  1. Why are you suddenly taking time off?
  2. How long will you be gone?
  3. Is there something at work that needs your immediate attention and can it be handed over to a coworker?
  4. When will you return to work?

Related: Sample Sick Leave Email

The answer to all these is the content of your email! Here is an example:

Unplanned Leave Mail to Manager Image

Sample Unplanned Leave Email to Manager

Subject: Unplanned Leave

Dear Mr. Gastang:

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

My family met with a series of unfortunate events last night when my house was broken into, and many valuable items were stolen. What is more worrying is the fact that my teenage nephew has been taken into custody as a “person of interest,” which has been a massive blow to us as a family.

Since last night, my mind has been in a constant state of turmoil. This morning, I have to determine the damages, provide reports to the police and make arrangements to have my nephew brought back home. I am afraid that I will not be able to come to work today, as I anticipate that all these things will take up a major part of the day.

Thankfully, I managed to meet the deadline for the ABC task yesterday. If there is anything urgent that you require me to do, please send an email, and I will try to do it today. Alternatively, I can put in extra time when I come to work tomorrow.

I appreciate your understanding of my situation. If needed, I can be contacted at (000) 858-3232 throughout the day.


Hermione Potter
Administrative Assistant
ABC Company

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