An absence excuse letter is written to explain the reason for being absent from the workplace or academic institution. This letter is used in situations wherein the leave was unplanned and sudden, and thus must be justified as soon as possible.
Most organizations expect their employees to provide an absence excuse letter through email. Such a letter should be sent either on the day of being absent or the very next day, so that others can be assigned the pending work.
Failure to notify the head of the department can lead to termination from the job. A letter of absence must explain the reason for being absent as well as specify when the employee is expected to return.
You must also make sure that the tone of the letter is polite and formal. Following are some absence excuse letter samples for your perusal.
Absence Excuse Letter - Family Emergency
Letterhead of The Organization
City, State, Zip
Contact Information: email and phone number
Date (Current day and date)
Name of the Administrator
Name of Department
[City, State Zip]
Dear Mr./Ms. (Last Name),
Subject: Requesting for an extended leave due to family emergency.
This is inform you that due to a family emergency I was unable to come for work today. I was informed last night that a family member has taken ill and I am required to look after the family while he/she is admitted in the hospital. I request that I be permitted to avail my leave until (mention the expected date of resuming work
I also wish to inform you that the work assigned to me has been completed and accounted for. I hope that someone can substitute for me while I'm away. I apologize for the inconvenience caused and shall gladly make up for my pending billable hours.
Please feel free to contact me in case of any work-related doubts and problems.
A similar letter of absence can be addressed by a parent to the school, in case the child cannot make it to class. It can also be used by college students and individuals enrolled in other academic programs who are required to follow strict attendance protocols.
Absence Excuse Letter - Application by Parent
Name of School
[City, State Zip]Date (Current day and date)
Date (Current day and date)
Dear Mr/Ms. (Last Name),
Subject: Requesting sick leave for Anna Taylor.
This is to inform you that my daughter, Anna Taylor, is down with chickenpox. As advised by the doctor, she must be allowed to recover completely so that she does not spread the infection to her classmates.
Anna is expected to resume her lessons within three weeks. I would appreciate it if you could email me the portion of syllabus that she will be missing during her absence from class.
I have attached Anna's medical certificate for your record.
These samples should help you write an appropriate absence excuse letter that suits your needs. Make sure that you clearly specify the reason for being absent, so that the recipient of the letter is aware of your situation.