Leave Balance Letter to Employee | Word & Excel Templates

Every employee is entitled to a specific number of leaves in a year. The leave quota of the employee may vary from company to company. However, the process is the same. The purpose of this entire process is to make it easy for managers of the company to see which employee has taken more leaves and which employee is not going on leave. This way, the balance between the workers is also ensured.

The employee should know the leave balance because it lets him know that his work is tracked and then he becomes more conscious of his work performance and leaves that he applies for.

What is a leave balance letter for an employee?

It is a formal letter that an employer writes to the employee to let him know about the amount of leave balance the employee has collected in the system. The employee is informed about the leave balance so that he can be sanctioned more leaves depending on how many he has availed and how many are yet to be availed.

The letter should be written appropriately because if some details are not accurate and correct, there can be lots of trouble. For instance, if you have not calculated leaves correctly, you will send the wrong employees on leave which will affect the work performance.

Why draft a leave balance letter to the employee?

Companies write the leave balance letter to the employee to let him know about lots of things regarding taking leave from work. This letter is written with a statement that contains comprehensive information about the leaves taken by the employee. The basic objective is to keep track of the leave applications of the worker.

Every company has a leave management policy that enables them to ensure that there is equilibrium between employees in terms of leave taken by them. Some companies also issue awards based on leave management and then use the letter to communicate it.

What information is included in the leave balance letter?

The content of the letter includes:

Subject line:

Forma letters use the subject line that gives information about the content of the letter. When the employee receives this letter, he can understand the purpose of the letter. This way, he mentally prepares himself.

Description of the leaves:

In this part of the letter, you will have to describe the leaves you have been tracking all along. In the description, the detail of the leave as well as the date on which it was sanctioned is provided. The description of the leave includes the purpose of the leave.

You can give the description either in tabular form or without any tables. The style of the letter can be chosen depending on the personal choice of the person.

Description of the duration of the leave:

In this part, you will describe for how long, the leave was taken. The duration can be described in terms of several hours and days.

In the end, you will show how many leaves in total have been sanctioned to the particular employee and how many leaves he can further take. Some companies sanction the remaining number of leaves to the employee so that he can avail of the total count.

Template letters

For some people, it is very tricky to write a letter with the information regarding the balance of the leave because they don’t know which information to share and how. For some people, it is also cumbersome to discuss the leave details comprehensively because they don’t want to write a long letter because of a shortage of time. The template of the letter can help them to a great extent.

The template provides a readymade letter in which the user can do editing and ensure that he has tailored it to his needs.

Sample letter:

Subject: leave balance letter

Dear Mr. ABC,

Following are the details of the leaves you have been sanctioned in the annual year 2021.

The date on which leave was requested	The date on which leave was sanctioned	Purpose of the leave

Total number of annual leaves: ________________

Total number of leaves taken: _____________

Remaining leaves: ________________

File: Word (.docx) & iPad
Size 23 KB

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