Sample Explanation Letter for Absence without Leave

Updated on: August 30, 2020

Taking leave from work is acceptable as long as you fulfill the terms and conditions of your employer.

In general, most companies provide their employees with a quota of leaves that they can avail of within a year. More than that quota 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?

This kind of situation usually calls for an explanation letter or email. In your letter, you have to give a solid reason for your absence.

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.

If you have found yourself to be in this situation, you will need to make the facts known clearly. Also, you will not like to face repercussions like pay cuts or revoked benefits.


See also: Explanation Letter for Leave without Medical Certificate

Sample Explanation Letter for Absence without Leave

Kimberly Marsh
584 West Street
Duluth, MN 25100
(000) 524-0987
[email protected]

August 30, 2020

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

Dear Mr. Grover:

This letter is my genuine apology for disappearing from the work without informing you beforehand. As a matter of fact, I found myself in circumstances that were beyond my control. For that reason, I had no choice but to take time off from work without informing you.

To make a long story short, I was recently diagnosed with a debilitating chronic illness and had a relapse which kept me from coming to work for the previous week! On the other hand, I got in touch with Mr. Joe Fallon (office manager) in order to let him know that I would not be available.

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 compassionate 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.

Once again, I apologize for taking time off from work without notifying the office.


Kimberly Marsh

Additional Resources:

  1. Explanation Letter for Absence Due to Sickness
  2. Sample Letter of Apology for Absence from Work

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