Medical Leave Letter

Last Updated: April 27, 2024

Medical Leave Letter

It is impossible to work all through the year sometimes you might need to take a break and rest in order to keep both your mental and physical state healthy and stable. And there is a possibility that you might be sick due to exertion or contacted some disease which requires you get treatment for at least a month. In such a case you might have to take  a leave of absence to relieve from your work duties for sometime, what we know as a medical leave has to be taken.

If you are advised to take treatment or rest for months, you need to get permission from your higher authority. Here’s how you write a medical leave letter indicating the reason for absence. Check out the samples of 10+ best medical leave letters here.

What is Medical Leave Letter?

A Medical Leave Letter is a formal communication sent to an employer, educational institution, or other relevant authority to request a leave of absence due to medical reasons. This document serves as an official notice and sometimes a requisite formal request, depending on the policies of the organization. The primary purpose of a Medical Leave Letter is to inform the concerned parties of the sender’s inability to attend work or school due to health issues and to provide essential details regarding the leave.

Medical Leave Letter Format


[Your Full Name]
[Your Job Title/Student ID (if applicable)]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]
Date: [Date of Writing]

Recipient Information

[Recipient’s Name]
[Recipient’s Job Title or Department]
[Company/School Name]
[Company/School Address]
[City, State, Zip Code]


Dear [Recipient’s Name],


I am writing to inform you of my need to take a medical leave of absence from my position at [Company Name]/my studies at [School Name]. I have been advised by my healthcare provider to undergo treatment and take sufficient time to recover, starting from [Start Date] until [End Date or mention if the return date is uncertain].


Due to [brief description of the medical condition or situation], it has become necessary for me to take time off to focus on my health and recovery. I have included/attached a medical certificate/doctor’s note, as required by our policy, to support my leave request.


During my absence, I propose the following plan to ensure the continuity of my work/responsibilities:

  • [Briefly outline how your work will be managed, who will cover for you, or any arrangements you’ve made or suggest making].

I intend to keep in touch periodically to update on my recovery progress and availability to return to work/school. Should any unforeseen changes occur in my expected recovery timeline, I will notify you as soon as possible.


I appreciate your understanding and support during this time. I am committed to resuming my duties at [Company Name]/my studies at [School Name] as soon as I am able. Please let me know if further information or documentation is required. I am available to discuss this request by phone or email.

Thank you for your consideration.

Complimentary Close



[Your Signature (if sending a hard copy)]
[Your Typed Name]

Enclosures (if applicable)

Enclosures: [List of documents attached, e.g., Medical Certificate]

Example of Medical Leave Letter

John Doe
Software Engineer
1234 Maple Street
Anytown, NY 12345
[email protected]
Date: March 15, 2024


Jane Smith
Human Resources Manager
Tech Innovations Inc.
4567 Elm Avenue
Anytown, NY 12345


Dear Ms. Smith,


I am writing to formally request a medical leave of absence from my position as Software Engineer with Tech Innovations Inc., due to a health condition that requires surgery and a period of recovery. Per my doctor’s advice and the attached medical certificate, I will need to be on leave from April 1, 2024, until April 30, 2024.


During my absence, I have arranged with my team lead, Mark Turner, to oversee my current projects and ensure that all deadlines are met. Mark has agreed to be the point of contact for any issues that may arise in my absence. I have briefed him on the status of all my work and am confident that he will manage these responsibilities effectively.


I have also prepared detailed documentation and instructions to assist my team in my absence and will be available via email for any urgent queries or assistance that may be needed.


I regret any inconvenience my absence may cause and sincerely appreciate your understanding and support during this time. I am committed to maintaining open communication and will keep you updated on my recovery progress.


Thank you for considering my request for medical leave. Please let me know if you need any additional information or documentation.




John Doe


Enclosures: Medical Certificate

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Medical Leave Letter for College

Jessica Miller
Student ID: 123456789
123 Oak Street
Townsville, State, 45678
[email protected]
(555) 123-4567
Date: March 5, 2024


Dean Angela Richardson
Office of Student Affairs
Townsville University
456 University Drive
Townsville, State, 45678


Dear Dean Richardson,


I hope this letter finds you well. I am writing to request a medical leave of absence from my studies at Townsville University, specifically from the College of Science, for the Spring 2024 semester. Due to a recent diagnosis and the need for surgery and subsequent recovery, my physician has strongly recommended that I take this time off to focus on my health. The anticipated period of my leave is from March 15, 2024, to June 30, 2024.


Understanding the importance of maintaining academic integrity and ensuring a smooth transition during my absence, I have taken the following steps:

  • Informed my professors of my current health situation and this pending leave request.
  • Discussed assignment extensions and the possibility of submitting coursework remotely with my professors, where feasible.
  • Arranged for a meeting with my academic advisor to discuss how this leave might affect my graduation timeline and to explore options for completing missed coursework upon my return.


I have attached a letter from my physician that outlines the necessity for this leave. While the letter provides sufficient detail for this request, I am more than willing to facilitate any further documentation or information as required by the university’s policies.


I am deeply committed to my studies at Townsville University and am eager to return as soon as possible. I would greatly appreciate the university’s support and understanding during this challenging time and am hopeful for a positive response to my request for medical leave.


Thank you very much for considering my request. Please let me know if there are any forms I need to complete or additional steps I should follow to formalize this leave. I am available for a discussion over the phone or through email and look forward to your guidance on how to proceed.




Jessica Miller


Enclosures: Physician’s Letter

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Medical Leave Application for Office

Alex Johnson
Senior Analyst
Innovative Solutions Corp.
100 Business Park Drive
Metro City, State, 89012
[email protected]
(555) 890-1234
Date: March 5, 2024


Mrs. Linda Hart
Human Resources Manager
Innovative Solutions Corp.
100 Business Park Drive
Metro City, State, 89012


Dear Mrs. Hart,


I am writing to formally request a medical leave of absence due to a health condition that requires surgery and a period of recovery thereafter. Upon consultation with my healthcare provider, it has become clear that I need to undergo this procedure as soon as possible to prevent further complications. Consequently, I am requesting a leave of absence from March 15, 2024, to April 25, 2024. I have attached a medical certificate from my doctor, outlining the necessity of this leave and the expected recovery period.


Understanding the impact of my absence on our team and ongoing projects, I have taken several steps to ensure a smooth transition:

  • I have prepared detailed handover notes and have briefed my colleague, Sarah Miller, on current project statuses. Sarah has kindly agreed to oversee my responsibilities during my absence.
  • I have also scheduled meetings with all project team leads this week to discuss any immediate concerns and finalize transition plans.
  • Additionally, I will remain available via email for any urgent queries or to provide assistance with critical decision-making, health permitting.


I aim to make this process as seamless as possible and minimize the impact of my absence on our team’s productivity. I appreciate the company’s understanding and support during this time and assure you of my commitment to resume my full duties as soon as I am able.


Please let me know if further documentation is needed or if there are additional forms I should complete as part of this leave request process. I am also available for a meeting or a call to discuss this request further.


Thank you for your consideration and understanding.




Alex Johnson


Enclosures: Medical Certificate

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Medical Leave Letter Examples & Templates

1. Letter Explaining Family and Medical Leave

It is important to know your company’s policies before writing a medical leave letter. ‘FMLA’ as a employee of a company you may have heard this term pertaining to medical leave. Make sure your company falls under Family Medical Leave Act. If your company falls under this category, you can write the medical leave letter indicating the act.

2. Free Medical Leave Letter from Doctor

For a short period of time, employees can write the letter on their own. In case of long term leave, one might need to produce a medical leave letter got from physician. This letter can be written on behalf of the employee. This type of letters can be acceptable only in the event where employees undergo with surgery. Checkout the sample embedded here.

3. Free Medical Leave Letter

Prior to writing a medical leave letter, it is advisable to have some discussion with your supervisor, so that he will be instructing you with the process of writing letter. They will also help you with adhering to the company’s guidelines. Check this sample medical leave letter.

4. Medical Leave Letter for Office Template

5. Medical Leave Letter for School Template

6. Medical Leave Letter for Employee Template

7. Free Medical Leave Letter for College Template

8. Medical Leave Application Template

9. Medical Leave Will Template

10. Sick Leave Letter Example

Sick leave letter is for an employee when he/she is affected by mild medical issues. The employee then has submit the letter to HR of concern. This is a formal letter and can be used by employees with minor health issues. This leave letter indicates the reason for the leave, tenure of absence and the date of returning to work. This type of medical leave letter is common among employees and it is often used by them. If you use this simple sick leave letter you don’t require to produce any confirmation letter from physician, hence it can be produce just as a written statement. Comprising of ‘from’ and ‘to’ address, it briefs the story in one or two lines.

11. Sample Medical Leave Letter

Some common phrases are to be used while writing a medical leave letter. They keep the letter factual and polite to read. If you use this, your employer might allow you take leave as long as you mentioned in the letter. So all the terms you use should be factual, polite and adhered to the company’s policies.

12. Medical Leave Return Letter

There are three common reasons for taking medical leave likely when you are undergoing a diagnosis of a serious illness, diagnosis with a chronic condition and when you are in a need of a surgery. Medical leave return letter is used in these cases wherein you write a letter to your concerned official indicating the date of returning to work. This type of medical leave letters are used by students and employees.

13. Return From Medical Leave Application

Return from medical leave is a letter that can be submitted once you get back to your work. Some companies mandate their employees to submit this return from medical leave letter. You can review the company’e guidelines wherein you can find if submitting this application is mandatory in your company to continue the work. You can find this information in the employee’s handbook or from Human Resource representative.

14. Sick Medical Leave Letter For Service Related Disability

Medical eave for veteran with service related disability will always be acceptable by the company. If the employee has years of experience in the field and got sick, he/she can produce this letter to HR. This letter is quite different from other letters as it gets priority than any other employees. To complete the process, as a veteran you need to fill personal details, and produce certificate of service related disability or certificate of treatment.

15. Leave of Absence Medical Letter

If you are an employee who abides to the company’s policies, you need to inform your future moves like project changing, job shift, relieving and tenure of leave a 30 days prior to making it practical. This could have been instructed to you while you joining the company. However, you should follow this rule for taking sick leave as well. It is recommended to inform your higher official 30 days prior to the day you go under leave. So remember, your letter will never get permitted by your higher official by simple hand written paper, you need to follow certain rules.

16. Medical Leave Letter for Maternity

There are a lot of companies that ensure maternity leave doesn’t hurt woman’s career. With zero loss of pay, women can get maternity leave for which Government has given assent. Not only for Government employees, other private companies also give permission to their women employees for leave on their maternity term. In order to get benefited by this policy, one should write a letter to HR department, mentioning the days of leave. Some companies set the time frame for both pre and post delivery period. This can be extended to 6 months to one year.

How to Write a Medical Leave Letter

Writing a Medical Leave Letter involves communicating your need for time off due to health-related issues in a clear, concise, and respectful manner. Here’s a step-by-step guide:

  1. Start with Your Contact Information: Begin your letter by writing your name, position, and contact information, followed by the date.
  2. Add Recipient’s Details: Include the name, title, and address of your supervisor or HR department representative.
  3. Use a Formal Salutation: Address the recipient formally, such as “Dear [Name]” or “Dear [Title].”
  4. State the Purpose of Your Letter: Clearly mention that you are requesting a medical leave of absence.
  5. Provide Details of Your Situation: Without going into unnecessary medical details, explain the nature of your health issue and why it necessitates taking a leave. Include the start date and, if possible, the expected duration of your leave.
  6. Discuss Your Work Plan: If applicable, briefly mention how you plan to manage your workload during your absence. This could involve delegating tasks to colleagues or providing support remotely.
  7. Attach Medical Documentation: If required by your employer, include a note from your healthcare provider or any other relevant medical documentation.
  8. Express Appreciation: Thank your employer for considering your request and express your intent to keep in touch as needed.
  9. Close Formally: End with a formal closing, such as “Sincerely,” followed by your name and signature.

What is the Difference Between Sick Leave Letter and Medical Leave Letter

While both sick leave and medical leave letters are used to request time off for health-related reasons, there are key differences:

  • Sick Leave Letter: Typically used for short-term absences due to illness or minor health issues. Sick leave can be for a few days, and the process is usually less formal. This type of leave covers brief illnesses like a cold, flu, or minor injury.
  • Medical Leave Letter: Generally involves a more extended period of absence from work due to serious health conditions that require significant medical attention, treatment, or recovery time. This might include surgery, hospitalization, or extended treatment for chronic conditions. Medical leave requests often require formal documentation from a healthcare provider and may be subject to specific laws or workplace policies, like the Family and Medical Leave Act (FMLA) in the United States.

Importance of Medical Leave Letter

A Medical Leave Letter is a critical document that serves several key purposes in the professional and educational realms. Understanding its importance can help individuals navigate their need for time off due to health issues more effectively. Here are the main reasons why a Medical Leave Letter is important:

  1. Formal Documentation: It provides formal documentation of your request for leave, ensuring that there is an official record of your absence for medical reasons. This is crucial for administrative purposes and for maintaining transparency with your employer or educational institution.
  2. Legal Compliance: In many cases, submitting a Medical Leave Letter is a requirement to comply with workplace policies or educational regulations, as well as laws such as the Family and Medical Leave Act (FMLA) in the United States. This compliance helps protect your job or academic standing during your absence.
  3. Professionalism: Writing a Medical Leave Letter demonstrates professionalism and respect for your organization’s protocols. It shows that you are responsible and considerate of the impact your absence may have on your team or studies.
  4. Clarity and Planning: The letter provides clarity about the duration and reason for your leave, enabling your employer or educational institution to plan accordingly. It helps in managing workload distribution, arranging temporary coverage, or making academic accommodations.
  5. Supports Recovery: By formally securing time off, you can focus on your recovery without the added stress of workplace or academic obligations. Knowing that your leave has been officially acknowledged can provide peace of mind during your recuperation.

Tips to write Medical Leave Letter

Crafting an effective Medical Leave Letter involves more than just stating your need for time off. Here are some tips to help you write a compelling and professional letter:

  1. Be Concise but Informative: Clearly state the reason for your leave and its duration, but avoid oversharing medical details. Provide enough information to justify your request without compromising your privacy.
  2. Follow Company or School Guidelines: Familiarize yourself with your organization’s leave policies before writing your letter. Ensure you meet all requirements for medical leave, including providing necessary documentation.
  3. Provide a Work or Study Continuity Plan: If possible, suggest how your responsibilities can be managed in your absence. This could involve recommending colleagues to cover specific tasks or offering to complete certain duties remotely.
  4. Attach Medical Documentation: Include a note from your healthcare provider if required by your organization. Ensure that this documentation supports your request for leave.
  5. Use a Professional Tone: Even if you have a close relationship with your supervisor or professor, maintain a formal and respectful tone throughout the letter.
  6. Express Appreciation: Thank your employer or educational institution for considering your request. Showing gratitude for their understanding and support fosters goodwill.
  7. Proofread Your Letter: Before submitting, check your letter for any spelling, grammar, or punctuation errors. A well-written letter reflects positively on you and helps avoid misunderstandings.
  8. Submit Your Letter Promptly: As soon as you are aware of the need for medical leave, submit your letter. This advance notice helps your organization make necessary arrangements.

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