As much as we claim to be hardworking individuals who are committed to our jobs, at some point during your employment, you might need to request for a leave of absence for a variety of reasons.

One of which includes a medical leave. It’s not unusual for employees to ask for some time off to undergo medical treatment, but this isn’t done so easily, as employees must go through a proper process to have their leaves granted. You may also see leave application examples & samples.

Submitting a medical leave letter is one of the most important steps of the process that must be dealt with accordingly. But to construct an official medical leave letter, there are a few things that every employee should remember. You may also like leave request form examples.

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What You Need to Know about a Medical Leave Letter

A medical leave letter is a formal letter written by an employee to an employer to request for a much needed time off from work for a particular medical reason. Even if a manager or supervisor has already been made aware of the employee’s current medical status, sending a formal letter may still be required. Some companies may even ask for further documentation from a medical professional before they can grant the request.

Since it’s likely to be included in the employee’s personal file, the letter should be kept clear and professional at all times.

1. When They Are Needed

There are many reasons why employees file for a medical leave. However, due to how some individuals tend to be quite abusive with their employer’s kindness and sympathy, many companies have implemented stricter leave policies regarding their leave of absence (LOA).

The reason for requesting a medical leave must be valid according to company rules. They may also have a specified time frame as to when the medical leave letter should be submitted, especially if the employee intends to be on leave for a long period of time. If appropriate, the simple letter can also indicate whether any paid leave or vacation time may be incorporated in the medical leave so that the employee may still be compensated during his or her time off.

Some of the most common reasons for acquiring a medical leave may include a major or minor surgery, the diagnosis of a serious illness, a chronic condition that requires intermittent leave, an accident that has weakened the individual for some time, an extension to a maternity or paternity leave, or if the employee’s spouse or child is in need of medical attention. You may also like email cover letter examples.

The latter is considered to be a valid case especially when the presence of a direct family member is required (specifically in the Intensive Care Unit).

Also, if the employee is set to undergo surgery, then the type of surgery and the date on which it will take place must also be mentioned in the professional letter. Though it may not be possible to provide an exact date as to when the individual will return to work—considering that the patient must be given enough time to recover from the procedure—an approximate date should be stated.

There are company policies that demand for a medical leave letter from a doctor (or any medical professional) as well. This will help legitimize your claims and ensure there is no loss of the entitled benefits or salary. This may also be used to present to medical insurers to approve your benefits.

If you find yourself in need of a leave letter from a medical professional, then you need to make sure it’s from someone who’s familiar with your case. This will make it easier to construct a letter that’s relevant to your current status.

2. What You Need to Do

The first thing you need to do is to find out the company’s policies for medical leave. Everyone has their rights, but you need to make sure that they’re exercised accordingly. This is usually discussed upon employment, but if you’re having a difficult time recalling it, then you can always have this addressed by the company’s Human Resources Department.

The next thing you need to worry about is notifying your immediate supervisor about the pending situation as soon as possible. Since many medical leaves are obtained due to medical emergencies, you could be forced to pull out in the middle of an important task or project, which is why you need to make your manager or supervisor understand your situation by going into as much detail as you’re comfortable with. You may also check out application letter examples.

You can now write your medical leave letter, submit it to your supervisor, who will then pass it on to the suitable parties, including Human Resources.

You may also be asked to send it directly to the said department when dealing with urgent situations. But if company policies state that the letter must be provided by a doctor, then immediately contact your doctor’s office to have the letter prepared. You want to work quickly to ensure that the process goes off without a hitch. You might be interested in notice letter examples.

3. What the Doctor Needs to Do

It’s common for patients to request for a medical leave letter from their respective physician. So your doctor is likely to be aware of the whole protocol for this, but if you happen to be the one responsible for preparing the letter, then there are a few things that you need to remember. You may also see employee reference letter samples.

Whether you’re a physician or a surgeon, make sure that the medical leave letter you supply to patients are printed with the official professional letterhead from your office. This is usually done to make the letter appear formal and credible. It must also contain your signature for validity.

The letter should repeat the details that were stated in the patient’s own medical leave letter, but you can also expound the procedures, recuperation period, and other documentation to justify the leave, and for better comprehension. After which, make sure to seal the letter in office stationery. You may also like simple resignation letter examples.

It’s also best to hand over the letter directly to the proper hands. Mailing your official letter to the receiving company can be pretty risky knowing that it carries confidential information about a patient. To prevent loss or unauthorized access to the document, you can have the letter picked up from your office.

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Writing a Medical Leave of Absence

As a working professional, it’s your responsibility to handle important matters with courtesy. There may come a time in your life when you would need to file for a medical leave due to an accident, an upcoming surgery, or an unforeseen circumstance that requires immediate medical attention. You may also see business proposal letter examples.

Even if it’s for an emergency, you must inform your employers about your present situation. Dropping everything without further contact may cause problems for you and your employer, so to settle this, make sure to communicate with your immediate supervisor as soon as possible. You may also like cover letter examples.

Though the format and content of your letter may vary depending on your company’s rules and policies, companies generally require the letter to contain the following information:

1. A formal request

Begin the letter with a request for a medical leave. This should give the reader an idea of what the letter is for.

2. The reason for the request

Why is the medical leave necessary? You can provide a brief statement explaining your current situation. For instance, you can say that you’re undergoing a major surgery in exactly two weeks and that the doctor has advised you to take some time off from work to recover. Try and keep it as specific as possible, and steer clear of complex medical terms unless completely necessary. You may also check out complaint letter examples & samples.

3. The amount of proposed leaves (with a possible return date)

While it might be hard to identify your exact return date considering how the human body can be quite unpredictable at times, you can at least provide an estimation.

4. A doctor’s letter

If necessary, have a medical leave letter prepared by your doctor. This should be submitted along with your personal leave letter to function as a supporting document to prove your claims. Since most companies offer health insurance benefits to their employees, the doctor’s letter may be used as proof to accord your benefits. You can contact your doctor’s office to have the letter prepared straightaway. You might be interested in thank-you letter examples.

5. Instructions regarding the employee’s work

During your absence from work, somebody at the office will have to take your place to maintain a smooth flow in company operations. But this can be quite tricky for your replacement, especially when you’re in the middle of developing a new project. You also need to worry about meetings, clients, passwords, and tasks than need to be completed before a specified deadline. You may also see acknowledgement letter examples.

To make it easier for your substitute, be sure to leave some guidelines as to how your work should be done while you’re gone.

You may also ask your supervisor or HR for a medical leave letter template for proper compliance. If they don’t have one in place, then you can use the information listed above as your basis for the letter.

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Show Initiative

Managers typically assign someone who’s familiar with your work to act as a replacement during your absence. But to show initiative, you need to take this responsibility yourself. The name of the coworker who will take control in your behalf must be stated in the letter, along with their contact information. You must also provide your personal contact details in case your employer may need to clarify things with you. You may also see appointment letter format examples.

If you can manage to get some work done from home, this should be mentioned in the letter as well. Always remember to stay in close contact with your employer during your medical leave to update them about your recovery progress, and to notify them about the amount of work you were able to accomplish while on leave. You may also like incident report letter examples.

And in case medical records are required along with your letter, only copies of the report should be sent and never the original documents.

A medical leave letter is an important document that employees are expected to submit to their employers in order to excuse themselves for their absence due to a medical-related cause. This is why it’s important to be aware of how the letter may be used, when it is necessary, and how it may be acquired in the event of a medical emergency. So the next time you find yourself in need of a medical leave letter, be sure to keep our guidelines and examples in mind. You may also check out offer letter examples.