Leave Extension Letter: Sample Applications & Emails

Sometimes, you may need more time off than initially planned—whether due to a family emergency, travel delays, or health-related issues. In such cases, it is important to inform your employer with a clear and respectful leave extension letter. This formal request allows you to explain the situation and seek approval for additional leave days. Writing it the right way helps maintain professionalism and avoids miscommunication.

In this article, we’ll walk you through how to write a leave extension letter and share useful samples to make the process easier.

Leave Extension Letter Samples (8 Examples)

Here are some sample leave extension letters you can use as a reference for different situations.

Sample 1: Leave Extension Request Letter Due to Medical Treatment

If you want to write a medical leave extension letter, use this sample format. 

Subject: Request for Medical Leave Extension

Dear Mr. Rakesh,

I hope you are doing well. I am writing to request an extension of my current medical leave. As you know, I was advised to take rest following my surgery, and while I had initially applied for 10 days, my doctor now recommends an additional week for proper recovery.

I was hoping to return on 25th March, but I would like to extend my leave until 1st April. I have attached the updated medical certificate for your reference.

I understand the importance of my responsibilities and have shared the necessary files with Prashant so that ongoing tasks aren’t delayed. Please let me know if you need any further documents or updates from my side.

Thanks for your understanding and support during this time.

Warm regards,
Ananya Sharma
Sales Executive

Note: It can also be used as a leave extension letter for health problem if you’re recovering from illness or undergoing treatment.

Sample 2: Maternity Leave Extension Letter

Here is a sample you can use for writing a maternity leave extension email.

Subject: Request for Extension of Maternity Leave

Dear Ms. Kapoor,

I hope this message finds you well. I am writing to formally request an extension to my maternity leave. While I was scheduled to return on 15th April, due to certain postnatal health concerns and the need to continue nursing, I would like to extend my leave until 30th April.

I have arranged with my colleague, Tanvi, to monitor key tasks in my absence, and I will also be available on call for any urgent clarifications. I have attached a letter from my doctor as well.

I understand this is a busy period for the team and truly appreciate your support and flexibility. Please let me know if this extension can be approved or if further details are needed.

Thank you once again for your consideration.

Best regards,
Priya Menon
HR Specialist

Note: It serves as a maternity leave extension sample letter for those needing additional days beyond standard maternity leave.

Also Read - Maternity Leave Application Letter for Office with Format & Samples (2025)

Sample 3: Sick Leave Extension Mail to Manager

This is a simple and professional sick leave extension mail you can send to your manager.

Subject: Sick Leave Extension Request

Hi Arjun,

I wanted to give you a quick update. I have been unwell for the past few days and had taken sick leave starting from 18th March. However, after today’s follow-up with my doctor, I have been advised to rest for three more days before returning to work.

So, I would like to request an extension of my sick leave until 27th March. I will make sure to catch up on anything I miss, and if there is anything urgent, I am available over email.

Thanks for your understanding. Apologies for any inconvenience caused—I will be back as soon as I am well enough.

Take care,
Rahul Iyer
Marketing Associate

Also Read - Sick Leave Email in Office: Templates, Samples & Examples

Sample 4: Leave Extension Mail for Personal Reason Sample 

Here is a leave extension letter for personal reason sample you can refer to when requesting time off for private matters.

Subject: Request for Personal Leave Extension

Dear Ms. Bhavna,

I hope everything is going smoothly at work. I am writing to request a short extension of my current leave due to a personal matter that still needs my attention. I was originally scheduled to return on 26th March, but I would appreciate it if I could extend my leave until 29th March. 

The issue is related to some unexpected legal paperwork that took longer than expected to sort out. I have already informed Ajay from my team, and he is kindly covering urgent tasks in my absence.

Please let me know if this can be approved or if any further information is needed. I will make sure to resume work on 30th March without further delay.

Thank you for your support.

Sincerely,
Neha Raut
Accounts Department

Also Read - Earned Leave Application: Letter Format & Calculation

Sample 5: Leave Extension Letter Due to Fever

This format works well as an extension of medical leave application for cases like fever or mild illness.

Subject: Request for Leave Extension Due to Illness

Dear Mr. Sinha,

I wanted to inform you that I am still not feeling well and have been advised by my doctor to take a few more days of rest. My current leave was from 20th to 23rd March, but I am still recovering from a high fever and weakness.

I would like to request an extension until 26th March so I can return to work fully fit. I have attached an updated medical note for your reference.

I have already informed my teammate Manisha to keep track of ongoing tasks, and I will catch up with everything as soon as I am back.

Thanks for understanding, and sorry for the inconvenience.

Best regards,
Rajat Deshmukh
Customer Service Associate

Also Read - How to Write a Leave Letter for Fever: Format & Samples

Sample 6: Leave Extension Letter for Marriage

Use this application for extension of leave if your wedding or a family member’s wedding requires extra days off.

Subject: Request for Leave Extension for Marriage

Dear Ms. Nair,

I hope you are doing well. I had initially applied for leave from 10th to 17th April for my cousin’s wedding. However, due to unexpected changes in the schedule and a few extra ceremonies added last minute, I now need two more days off.

I would like to request an extension of my leave until 19th April and will be back in the office on 20th April. I have ensured that all my current responsibilities are on track and handed over key updates to Rahul while I am away.

Please let me know if this extension can be granted. I truly appreciate your support.

Warm regards,
Sneha Pillai
Admin Assistant

Also Read - How to Write Marriage Leave Application Email to Manager

Sample 7: Leave Extension Letter for Property Registration

This is a useful leave extension letter when you need more time off for property paperwork or registration formalities.

Subject: Leave Extension Request for Property Work

Dear Mr. Mehta,

I am writing to request an extension of my leave as I am currently involved in a property registration process that’s taking longer than expected. I had hoped to complete the formalities by 28th March, but due to delays in paperwork, I need an additional two days.

I kindly request leave until 30th March and assure you that I will resume work on 31st March. I have already updated Kiran about all pending files, and she will keep things moving until I return.

I appreciate your understanding and support in this matter.

Kind regards,
Vikram Malhotra
Logistics Coordinator

Also Read - How to Write Leave Application for Urgent Work: Format & Samples (2025)

Sample 8: Leave Extension Letter for Father Medical Treatment

This is a sample leave extension letter for medical treatment related to your father’s health or hospital care.

Subject: Request for Leave Extension – Father’s Treatment

Dear Mr. Arora,

I am currently on leave from 18th to 25th March to assist with my father’s medical treatment. Unfortunately, his condition has required extended hospitalization, and I need a few more days to be with him during this time.

I am requesting an extension until 30th March and plan to return to work on 31st March. I understand this is a busy period for the team and have coordinated with Rohan to ensure no delays in my current tasks.

Thank you for your understanding. I will keep you updated if anything changes.

Sincerely,
Deepa Verma
Finance Executive

Note: These leave extension letter samples are suitable for different circumstances, such as medical issues, personal reasons, family emergencies, weddings, and more.

Also Read - Casual Leave Application for Office: Format & Samples

How to Write a Leave Extension Letter?

If you are wondering how to a leave extension letter for office, just follow these simple steps.

Review your company’s leave policy

Before writing your application for extension of leave, check your organization’s rules. Some companies need a specific format, while others may ask for a medical certificate or other proof. Also, note if there is a deadline for submitting extension requests.

Include your basic details

Start your leave extension letter with the date, your full name, job title, department, and employee ID (if applicable). This helps HR or your manager identify your records quickly and avoids delays in processing your request.

Add the recipient’s information

Below your details, write the recipient’s full name, designation, and official department. If you are unsure who to address it to, ask HR. In larger companies, this helps route your leave extension request letter to the right person.

Write a clear subject line

Your subject line should briefly mention the purpose. Examples:

• Leave Extension Request – [Your Name]
• Application for Extended Leave Due to Medical Treatment

This makes it clear and helps in quicker review.

Begin with a formal greeting

Use a respectful salutation like “Dear Mr. Arora” or “Dear Madam.” Even if you are friendly with the recipient, stick to formal language in your leave extension request mail or letter.

Mention original leave dates clearly

Refer to the leave you were originally granted. Mention the start and end dates so there is no confusion. For example: “I was on approved leave from 10th to 16th April.”

Explain the reason for extension

Clearly state why you need more time off. Keep it short and honest—whether it is continued illness, family matters, or delayed travel. This part is essential in building trust around your letter for extended leave.

Also Read - LTA (Leave Travel Allowance) in Salary – Calculation, Exemption & More (2025)

Specify new leave dates

Mention how long you are requesting to extend your leave and your new expected return date. Example: “I kindly request an extension until 21st April and will resume work on 22nd April.”

Offer reassurance or work backup

If you have delegated work or can support remotely, mention it. A line like “I’ve handed over urgent tasks to [colleague’s name] and will be available over email if needed” shows responsibility and makes approval easier.

Close with gratitude and a formal sign-off

Thank the reader for their time and consideration. End your letter with a polite sign-off such as “Yours sincerely” or “Best regards,” followed by your name. Before sending your extend vacation letter or mail, proofread it carefully.

Also Read - Paternity Leave Application Email Format: Rules & Policy in India

Leave Extension Letter Format and Template

Below is a customizable leave extension letter sample template you can use to draft your own request.  The format is already structured—you simply need to replace the placeholders with your specific details.

Subject: Request for Extension of Leave

Dear [Mr./Ms. Last Name],

I hope this message finds you well. I am writing to formally request an extension of my current leave. I was originally granted leave from [Start Date] to [End Date] for [mention reason—medical, personal, family emergency, etc.].

Due to [briefly explain the reason for extension—ongoing treatment, unexpected delay, extended family commitment, etc.], I kindly request an extension of my leave until [New End Date]. I plan to resume work on [Return Date].

I have informed [Colleague’s Name] to assist with any urgent matters in my absence, and I am available via email or phone if something requires my input.

I sincerely apologize for any inconvenience caused and truly appreciate your understanding and support. Please let me know if you need any documents or further information to process this request.

Thank you for considering my application.

Yours sincerely,
[Your Full Name]
[Contact Number]
[Email Address]

Also Read - Leave Encashment Rules: Tax Exemptions Limit, Calculation Formula & More

Tips to Get Your Leave Extension Request Approved

Here are some helpful tips to improve your chances of getting your leave extension email approved:

• Send your leave extension mail early—don’t wait until the last minute.
• Be honest and clear about why you need extra time off.
• Mention your original leave dates and the new expected return date.
• Keep your tone respectful and professional.
• Offer a work handover plan or temporary backup.
• Attach documents if needed (e.g., medical note).
• Proofread the letter before you send it.

Also Read - Privilege Leave: Meaning, Calculation, Encashment Rules in India

Mistakes to Avoid When Writing Leave Extension Request Email

When writing a mail for leave extension, avoid these common mistakes that can delay or reduce the chances of approval:

• Writing the letter for extended leave casually or using overly informal language.
• Forgetting to mention your original leave dates.
• Failing to specify the new return date clearly.
• Not addressing the correct person or using the wrong title.
• Ignoring company policy or submitting it too late.
• Leaving out your contact details or backup plan.

Also Read - One Day Leave Application for Office: Format & Samples

Wrapping Up

If you need more time off, writing a clear and respectful leave extension letter can help your request get approved without confusion. Use the right format, share honest details, and keep your message professional.

If you are also thinking about a career move during your break, visit Hirist—a trusted job portal where you can find the best tech jobs in India. 

FAQs

What is a leave extension letter?

A leave extension letter is a formal request asking for additional time off beyond the initially approved leave period.

What are the common reasons for leave extension?

Common reasons for extension of leave include –

• Health problems
• Illnesses
• Travel delays
• Family emergencies
• Maternity care
• Unfinished personal commitments

Why write a leave extension letter?

It helps you inform your employer about the reason for needing more time off and seek formal approval for the extended leave. It also shows professionalism, avoids miscommunication, maintains transparency, and increases the chances of your request being approved without affecting your work relationship.

How to write an application for extension of leave?

Start with your original leave dates, explain the reason for extension, mention the new return date, and keep the application for extension of leave polite.

Can I get leave extension even if all my leaves are over?

Yes, you can still request a leave extension, but it may be treated as unpaid leave. Approval depends on your company’s policy and your manager’s discretion.

How do I request an extended leave?

To request extended time off, write a clear letter for extended leave mentioning your reason, dates, and any supporting documents if needed.

How to write a leave extension letter due to personal reasons?

Briefly explain the personal reason, include original and new leave dates, and write the letter with respect and clarity.

When to submit your application for extension of leave?

You should send your application for extension of leave at least 2–3 days before your original leave ends. Early notice helps with planning and approval.

Also Read - All About Serving Notice Period – Indian Laws, Negotiation & Leave Policy

How to write an extension of maternity leave application?

Use an extend maternity leave letter sample as a guide, clearly mention your expected return date and include any medical recommendation if required.

How to write a leave extension request letter due to medical treatment?

A proper extension of medical leave letter should include treatment details, doctor’s advice, current leave dates, and how long you’ll need to recover.