Sample Explanation Letter for Absence without Leave

Officially taking leave from work is acceptable as long as you fulfil the terms and conditions of your employer. Most companies provide their employees with a quota of leaves that they can avail within a year. More than this usually results in pay cuts or revoked benefits.

So what happens when an employee takes time off from work without having obtained prior approval from his employer? A situation such as this usually calls for an explanation. The employer may agree to let the employee give a written explanation of why he was absent from work and did not inform the office. In such a situation, it is important to provide a reason for your absence and lack of contact.

If you have found yourself to be in a situation such as this, you will need to clearly make the facts known so that you are forgiven and so that you do not face repercussions like pay cuts or revoked benefits. This is how you should word your letter:


Sample Explanation Letter for Absence without Leave


Kimberly Marsh
584 West Street
Duluth, MN 25100
(000) 524-0987
kimberly @ email . com

August 28, 2016

Mr. Jason Grover
Manger Sales
229 Main Road
Duluth, MN 10293


Dear Mr. Grover:

Please allow me to apologize for disappearing from the scene without informing you beforehand. I found myself in circumstances that were beyond my control and had no choice but to take time off from work, which I understand seemed as if I had disappeared into thin air!

To make a long story short, I was recently diagnosed with a debilitating chronic illness and had a relapse which kept me from coming in to work for an entire week! However, I did get in touch with Mr. Joe Fallon (office manager) to let him know that I will not be coming in but was informed that I have to have a pre-sanctioned leave to be eligible for availing the leave quote. And since I did not get a chance to pre-approve my leave, I will have to explain my motivation for this absence and also make amends for it.

I do understand the company’s leave policy and do not negate the fact that I was absent without leave. However, I would appreciate it if this case was treated as special (on medical grounds) so that it does not reflect on my professional profile. If there is anything that I need to do to make amends for my absence, please let me know as soon as possible.

I apologize once again for taking time off from work without first notifying the office.



Kimberly Marsh

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