A medical leave letter is a formal letter written by an employee to their employer or HR department to request time off due to health-related issues. This could be for personal illness, injury, surgery, or even mental health concerns.
It is important because it helps your office keep track of your leave, manage workloads, and ensure proper documentation in case it is required later.
When Should You Write a Medical Leave Letter?
You should write a medical leave letter as soon as you know you will not be able to attend work due to a medical reason. It can be sent before or on the first day of your absence, depending on your situation.
If it’s an emergency, you can send the letter later with an explanation. For planned surgeries or treatments, it’s best to inform the office in advance.
What to Include in a Medical Leave Letter?
Here’s a simple checklist of what your medical leave letter should include:
- Your name and designation
- Date of writing the letter
- Reason for leave (brief but clear)
- Number of days of leave
- Start and end date of leave
- Doctor’s note (if required)
- Any urgent work handover information
- Thank you and contact info
Medical Leave Letter Format for Office
Date: July 19, 2025
To: The HR Manager
Company Name: XYZ Pvt. Ltd.
Subject: Request for Medical Leave
Dear Sir/Madam,
I am writing to inform you that I am unwell and need to take a medical leave from work. I have been advised by my doctor to rest and undergo treatment for the next [number of days] days.
Therefore, I request you to kindly grant me medical leave from [start date] to [end date]. I have attached the doctor’s certificate for your reference.
I will ensure that all my current responsibilities are handed over to my team member [colleague’s name] during this period. You can reach me via email or phone for any urgent matters.
Thank you for your understanding and support.
Sincerely,
[Your Full Name]
[Your Designation]
[Contact Number]
Medical Leave Letter Format for Office PDF Download
Short-Term Medical Leave Format
Date: July 19, 2025
To: The Manager
Company Name: ABC Solutions Pvt. Ltd.
Subject: Request for Short Medical Leave
Dear Sir/Madam,
I am writing to request medical leave for two days due to a mild illness. I am currently feeling unwell and need rest as advised by my doctor.
Please grant me leave on July 20 and 21, 2025. I will resume work on July 22. In case of any urgent work, I will be available by phone.
Thank you for your understanding.
Sincerely,
[Your Full Name]
[Your Employee ID]
[Your Department]
Short-Term Medical Leave Format PDF Download
Long-Term Medical Leave Format
Date: July 19, 2025
To: Human Resources Department
Company Name: TechSoft Inc.
Subject: Request for Medical Leave
Dear HR Team,
I would like to formally request a medical leave starting from July 21, 2025, to August 4, 2025. I have been diagnosed with a health condition that requires rest and treatment, as advised by my physician.
A copy of the doctor’s certificate is attached for your reference. I will coordinate with my team to ensure a proper handover of tasks before my leave begins.
Please let me know if any additional documents are required.
Warm regards,
[Your Name]
[Designation]
[Contact Info]
Long-Term Medical Leave Format PDF Download
Medical Leave Request Format via Email
Subject: Medical Leave Request from July 20 to July 24
Dear [Manager’s Name],
I am writing to inform you that I am experiencing health issues and have been advised by my doctor to take rest for a few days.
I request medical leave from July 20 to July 24, 2025. During this time, I will remain unavailable for office work. I will ensure all tasks are handed over to my teammate before my absence.
Attached is the doctor’s note for reference. Please let me know if further details are needed.
Thank you,
[Your Full Name]
[Your Department]
Medical Leave Request Format via Email PDF Download
Emergency Medical Leave Letter Format
Date: July 19, 2025
To: The HR Department
Subject: Urgent Medical Leave Request
Dear Sir/Madam,
I am writing to inform you that I have been suddenly taken ill and need to take immediate medical leave starting today. I am experiencing [brief condition, e.g., high fever and weakness] and will not be able to attend work.
I request medical leave from July 19 onwards. I will update you on my health and expected return date as soon as possible. Please consider this as my formal leave request.
Thank you for your consideration.
Regards,
[Your Name]
[Designation]
[Phone Number]
Emergency Medical Leave Letter Format PDF Download
Medical Leave Format for Surgery
Date: July 19, 2025
To: HR Manager
Subject: Request for Medical Leave Due to Surgery
Dear HR Manager,
I hope this message finds you well. I am writing to inform you that I will be undergoing a minor surgery on July 25, 2025, as recommended by my doctor. The recovery period is expected to take approximately two weeks.
Therefore, I request medical leave from July 24 to August 7, 2025. I have attached the medical certificate and surgery schedule for your reference. I will ensure a smooth handover of my current tasks before the leave begins.
Please confirm the approval of my leave.
Sincerely,
[Your Name]
[Employee ID]
[Contact Information]
Medical Leave Format for Surgery PDF Download
Medical Leave Format for Family Member’s Illness
Date: July 19, 2025
To: The HR Department
Subject: Request for Leave to Attend Family Medical Emergency
Dear Sir/Madam,
I would like to request leave for the next three days as my [relation, e.g., father] has been hospitalized due to a serious medical issue. I need to be with him during this time to support and manage his treatment.
I kindly request leave from July 20 to July 22, 2025. I hope for your kind understanding in this situation.
Thank you for your support.
Best regards,
[Your Name]
[Department]
Medical Leave Format for Family Member’s Illness PDF Download
Tips for Writing a Medical Leave Letter
Here are some helpful tips to keep in mind while writing your leave request:
- Be honest and to the point: Don’t exaggerate or hide anything.
- Keep it professional: Use formal language, even in an email.
- Attach documents if needed: A doctor’s note strengthens your request.
- Follow company policy: Some companies have online leave portals or specific forms.
- Proofread before sending: Make sure your message is clear and error-free.
How to Submit the Leave Letter?
You can submit the medical leave letter in any of the following ways:
- Send an email to your reporting manager and HR
- Submit a printed letter if required
- Use the company’s online leave management system
- Inform by phone in case of emergency, and follow up with written leave later
Make sure you follow your company’s process. If unsure, ask your HR department.
Final Thoughts
A medical leave letter is a simple but important part of professional communication. It shows your responsibility toward your job while also respecting your own health. Whether it’s for a day or a week, always inform your office properly.
Make sure to follow a proper format, be clear and respectful, and submit all necessary documents.
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Can You Take Medical Leave Without a Certificate?
Yes, you can take medical leave without a doctor’s certificate if your company allows short leaves without documentation. However, if the leave is long (more than 2–3 days), or if company policy demands proof, it’s always better to attach a medical certificate.
Can Medical Leave Be Paid?
Yes, medical leave can be paid or unpaid, depending on your company policy, your remaining sick leave days, and whether the leave is short-term or long-term. You should check your company’s employee handbook or HR policies for this. Some companies also offer short-term disability leave, where the salary is paid while the employee recovers.
How to write a medical leave letter for office?
To write a medical leave letter, mention your name, reason for leave, duration, and dates clearly. Keep it polite and formal. You may also attach a doctor’s note. Inform your manager or HR in advance if possible, and offer handover support for urgent responsibilities.
What should I include in a medical leave letter?
A proper medical leave letter should include the date, subject line, greeting, reason for leave, start and end date, and any supporting documents. Also, mention who will handle your work during your absence and provide your contact details if required for emergencies.
Is it necessary to submit a doctor’s note in medical leave?
A doctor’s note is not always required but is recommended if your medical leave is longer than 2–3 days or company policy demands proof. It helps validate your leave request and can avoid any confusion later, especially in HR records or payroll documentation.
Can medical leave be taken for mental health issues?
Yes, you can take medical leave for mental health conditions like anxiety, depression, or stress. Just like physical illness, mental health matters too. A doctor’s advice or note can support your leave request. Many companies are supportive and respect employee well-being in such cases.
Who should I address the medical leave letter to?
You should address your medical leave letter to your immediate manager, supervisor, or the HR department, depending on your office structure. Use a respectful greeting like “Dear Sir/Madam” or mention their name if known. Always follow your company’s preferred communication method.
