Sample Explanation Letter for Absence without Leave

Updated August 29, 2022

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 their employer?

This kind of situation usually calls for an explanation letter or email.

In your explanation 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.


Related: 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 29, 2022

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

Dear Mr. Grover:

This letter is my genuine apology for disappearing from work without informing you beforehand. That happened because I found myself in a situation that was beyond my control. For that reason, I had no choice but to take time off from work without informing you.

To make the 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!

I do understand the company’s leave policy, and I 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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