Letter Rejecting Extended Leave Period

Offices and organizations, no matter what their operational magnitude is, require all their staff members to ensure a full presence in their respective seats throughout their working tenure. This responsible presence on the part of staff members is what in turn determines the smooth working and success of that organization.

However, owing to personal reasons and other engagements people have universally, staff members sometimes cannot ensure their presence in the office no matter how hard they try. Under such circumstances, the organizational management is liable to allow their staff members to skip a few working days. Under the globally understood procedures, the staff members are supposed to seek permission before their absence if they are aware of what engagements are going to keep them busy.

A staff member is supposed to write a leave application to higher authority filling in the reasons behind asking for a leave. Each organization has a predetermined fixed number of days as their acceptable leave duration. Some staff members get their leave for a shorter period approved and then send another application to get it extended. Such members asking for leave more than fixed days have to be told off because their long absence can bring huge losses to the office.

If you hold a reputable position in your office, you could be at the receiving end, getting staff members’ applications to extend the duration of their leave days. Under such circumstances, you are left with no option but to politely reject their application to allow them an extended leave period. The best way to do so is to write them an official letter, that you can later show as proof if needed.

Here is a sample of a letter written for the same purpose. With the theme of the given letter being the same, you can make minor edits to suit your organizational needs the best.  

Sample Letters


This is in response to your request for an extended leave period. We regret to inform you that your request has not been approved. No employee can be permitted a leave of more than 2 weeks at a stretch according to the company’s policy. Unfortunately, we cannot make an exception for you despite your health issues.

However, we have come up with an alternate solution. You can work from home for the next 1 week from (date) to (date). This is a convenient option to manage your work tasks with ease. You can discuss your work schedule accordingly with your supervisor.

Thank you for your understanding.


This is to inform you that your request for a leave extension has been rejected. You have already availed your annual leave and the company cannot allow you to take more days off.

Please rejoin the office from the 10th of June as discussed before. We expect you to resume your work tasks and make up for the days you have been absent from the office.

Thank you for your cooperation.


We regret to inform you that your leave request for an extended period from (date) to (date) has been rejected. We are just about to begin the XYZ project and you will be an important part of the team.

You are expected to join the office from the coming Monday, 17th November. We look forward to your contributions in the form of your skills and expertise.

Thank you for your cooperation.


We have received your request for an extended leave from (date) to (date). However, we can’t approve your application due to our ongoing project. Being an important part of the project team, we need to you rejoin the office once your two-week annual leave has been completed.

Please contact HR in case of any concerns.

Thank you for your understanding.


We have received your application for extended leave. Unfortunately, your request has not been approved. We are already understaffed and need contributions from all employees. You must, therefore, join back from (date).

You may speak to the HR manager for an alternate work schedule, such as a work-from-home solution. It will let you stay in touch with your team without overburdening yourself.

Thank you for your cooperation.



Mr. XYZ,

[ Department / Organization’s Name]

Subject: Letter rejecting extended leave period.

Dear Mr./ Mrs./ Miss,

I am writing to inform you about our inability to accept your second leave for an extended duration. I am hopeful that you are fully aware of the rules that don’t allow me or any other head of the department to extend an employee’s leave by more than fifteen days unless there is a medical emergency. You have already had a two-week leave that has negatively impacted the department’s working capacity. 

Your presence is felt at every stage of our official affairs because your responsibilities in the office cannot be fulfilled by any other staff members with the same precision.

I, therefore, request you to join the office from the coming Monday after finishing the period under your already accepted leave application.

I hope you will understand the official regulations and will abide by them too. Hope to see you on Monday.

Best regards,


Letter Rejecting Extended Leave Period

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