An unpaid leave request template provides a structured format for employees to formally request unpaid leave from their employer.

Key Takeaways

  • Unpaid leave is discretionary, not a statutory right
  • Formal request demonstrates professionalism
  • Include all essential information in request
  • Consider impact on employment and benefits
  • Follow company procedures for submission

Template

Email Subject

Unpaid Leave Request - [Your Name] - [Date Range]

Email Body

Dear [Manager Name],

I am writing to formally request unpaid leave from [start date]
to [end date], for a total of [number] working days.

REASON FOR REQUEST:
[Provide brief explanation - personal reasons, family commitment,
travel, study, etc.]

IMPACT ON WORK:
[Explain how your absence will be managed - tasks delegated,
projects completed, handover arrangements]

RETURN TO WORK:
I confirm I will return to work on [return date] and will
resume my normal duties.

PAY AND BENEFITS:
I understand that this leave will be unpaid and may affect my:
- Statutory sick pay entitlement
- Pension contributions
- Annual leave accrual
- Other benefits as applicable

Please let me know if you require any additional information
or would like to discuss this request further.

Thank you for considering my request.

[Yours sincerely/Kind regards],
[Your Name]
[Your Job Title]
[Your Contact Information]

Essential Information

Employee Details

  • Full name - as per employment records
  • Job title - current position
  • Department - team or department
  • Manager name - direct manager

Leave Details

  • Start date - first day of unpaid leave
  • End date - last day of unpaid leave
  • Duration - number of working days
  • Return date - when you will return

Reason for Leave

  • Brief explanation - personal reasons, family commitment, etc.
  • Supporting evidence - if required (e.g., medical letter)
  • Urgency - if time-sensitive

Impact on Work

  • Task delegation - who will cover your work
  • Project status - any ongoing projects
  • Handover - what needs to be done before leave
  • Availability - if you will be contactable

Considerations

Before Requesting

  1. Check contract - for unpaid leave provisions
  2. Check policy - company unpaid leave policy
  3. Consider alternatives - annual leave, flexible working
  4. Discuss with manager - informal discussion first
  5. Plan ahead - minimize impact on work

During Unpaid Leave

  1. No work - should not perform any work duties
  2. No pay - will not receive salary for leave period
  3. Benefits - may affect pension, sick pay, etc.
  4. Contract - employment contract remains in force
  5. Return - confirm return date in advance

Employment Rights Act 1996

  • No statutory right - to unpaid leave
  • Discretionary - employer decides
  • Contract terms - may allow unpaid leave
  • Company policy - may provide guidance

Equality Act 2010

  • Disability discrimination - may require unpaid leave
  • Reasonable adjustments - may include unpaid leave
  • Indirect discrimination - avoid policies that disadvantage
  • Harassment - protect employees from bullying

Common Scenarios

Scenario 1: Family Emergency

  • Situation: Family member needs care
  • Request: Unpaid leave for 2 weeks
  • Consideration: Employment contract remains
  • Action: Submit formal request

Scenario 2: Study Leave

  • Situation: Employee wants to study
  • Request: Unpaid leave for 3 months
  • Consideration: May affect benefits
  • Action: Discuss with manager first

Scenario 3: Travel

  • Situation: Employee wants extended travel
  • Request: Unpaid leave for 6 months
  • Consideration: May affect career progression
  • Action: Submit formal request with plan

Managing Unpaid Leave

For Employers

  1. Review request - consider business impact
  2. Discuss with employee - understand reasons
  3. Make decision - approve or reject
  4. Document decision - record outcome
  5. Communicate - inform employee of decision

For Employees

  1. Prepare request - gather information
  2. Discuss informally - with manager first
  3. Submit formally - using template
  4. Follow up - if no response
  5. Plan return - ensure smooth transition

Compliance Checklist

  • Contract reviewed for unpaid leave provisions
  • Company policy reviewed
  • Manager consulted informally
  • Formal request submitted
  • Impact on work assessed
  • Return to work date confirmed
  • Decision documented
  • Employee informed of outcome
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