How to write a leave deferment letter

How to write a leave deferment letter

Let’s go through some of the tips one needs to keep in mind while looking to draft a letter of deferment to the company.

What should you think about before obtaining yearly leave or leave deferment?

It’s crucial to consider how your absence will affect your team, department, and organization before requesting annual leave or deferring it to a later date. If your employer needs your services at a critical period, you may want to consider other dates for your leave. The following are some topics to think about:

  • Before making your request, check to see if your company’s policy demands a specific amount of notice. It’s also a good idea to make sure your boss has adequate time to plan for your absence and deal with it.
  • Check your annual leave balance to determine whether you have sufficient time to cover your request. Annual leave is normally accrued by the hour or day with each paycheck. If you don’t, your request can be refused or underpaid.
  • If you need to locate a coworker to cover for you and ensure that your chores are accomplished while you are away, you should find that coworker and speak with them before filing your leave request.
  • Holidays: When employees arrange time away from work, they typically ignore public holidays, which are already guaranteed days off. You can double-check your leave dates to see whether they have been covered by vacation leave. 

What Are The Options for Deferring Your Annual Leave?

There are three common methods for requesting annual leave or deferment of one to another time, but it’s advisable to review your company’s policy or with your HR department for the appropriate method. The three options are as follows:

Online: Many firms provide an online portal or platform where you may apply for leave and log in. To submit the request, complete your company’s online procedure, then send a courteous email to your supervisor. If your leave is urgent and you need it authorized fast, if there’s extra information your employer needs to know that you can’t provide online, or if your superior doesn’t have access to see you, emailing your supervisor is a smart choice.

Verbally: Unless you work for a small business, this is the least suitable alternative because there is no paperwork. Obtaining a confirmation for your application before submitting it online or in writing might be beneficial since it lets you know what your chances of acceptance are and allows you to discuss any potential concerns before filing your request. It’s still a good idea to follow up on a verbal offer.

Email/Letter: If your organization does not have an online portal or platform, the usual alternative is to submit your request in writing via a physical letter or email. Check to see whether your organization has any particular policies, and if it doesn’t, send your written request to both your supervisor and the HR department. This is generally the best method to request for a deferment of annual leave, to a later date.

I believe by now, you must have decided the method best for you, when seeking for deferment of annual leave. If the chosen method is in writing or email format then the next samples presented in this article, is for your consumption and use. 

Application format for Requesting a Change of Annual Leave Date

Change of annual leave plan date is the emphasis of this request application type. Employees of any organization or firm who wish to change their annual leave plan dates should use this letter. You also can modify the format to suit what you want. We understand that a good number of us may struggle on how to draft a proper annual leave deferment letter but you are in lucky because we are here to help. We would be providing tips as well as samples for this kind of letter below.

Your name ——————————

Your Address ————————–

Date ———————————-

Authority name ———————-

Institute Name ———————–

Institute Address ——————–

To/Dear Sir/Madam —————–

SUB: Request for a Change in Vacation Leave

I am writing to you because I have a request to make. I would want to adjust the dates of my yearly leave plan. I would want my leave to be moved from this year (deadline) to next year (date). This is due to my sister’s wedding (show your cause). My wife and I had planned to have our honeymoon this year, but after more discussion, we have decided to postpone it until next year (give exact reason). This is owing to the fact that many of my relations on both sides are unable to attend this year due to the fact that they live abroad and are unable to afford it.

I am an excellent diligent worker that enjoys the work I perform here. I’m hoping you’ll grant me this because it took a long time to grant me leave this year, so I’m doing it ahead of time so there’s a better chance you’ll be able to do so.

I look forward to your reply.

Yours Sincerely,

Lawrence Ani



Another Sample;

Gilbert Job

37 Ridge Road

Atlanta, Maryland


Joneb Real Estate Company

Human Resources Department

37 Ridge Road

Atlanta, Maryland

Dear Madam,

Letter of Deferment of Annual Leave

I would like to seek permission to move my ten days yearly leave from July 1, 2020 to July 12, 2020, to August 7th to August 17th, for personal reasons. I am requesting for this deferment in my yearly vacation days to attend my wedding and honeymoon.

My boss has given me permission to move my vacation days, and Louis Neri will handle my obligations while I am away. You can reach me at my personal mobile phone number, which is on file, in the event of an emergency. Please find the company’s annual leave application form attached.

I do hope that my absence would not be felt so much.


Gilbert Job

———— (Signature)

———— (Contact)

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