Inform your Manager/Boss in person
It is very important to inform your manager about the death of your relative or friend in person and make a verbal request before providing a formal, written application for time off. Approach your manager as soon as you get the unfortunate news and let him/her know how important it is for you.
Compose the Leave Letter
After having informed your manager or boss verbally, compose your leave letter on MS Word. Clearly mention the reason for leave in the first line of the letter, stating your relation to the deceased person. Put down the date when the person died as well as the number of days you want to take off from work. If you are unable to give an exact time-frame, provide an estimate so that the management can also plan for things in your absence.
You can also mention the cause of death of your relative or friend, but remain specific and to the point. Avoid giving irrelevant personal details that have nothing to do with your job.
Use Professional Language
Since a death leave letter is also an official correspondence between you and your boss, make sure you use formal and professional language. Address the right person and use proper salutations and designations. Keep your leave letter very straightforward and convey whether you are taking a leave just to attend the funeral or if you are going to be involved in arranging it as well.
Give your Contact Information During Leave
If you are going to travel out of city to attend the funeral, it is a good idea to leave behind your personal phone number and address. This will help your employer or teammates contact you during the leave if required.
Give details of the assignments you have been working on most recently, and offer to work overtime on your return to complete the pending work as soon as possible.
Request for Consideration
Your manger would not disapprove your leave in any case, but be professional and ask him/her to consider your leave for approval.
Tips and Warnings:
- Write the letter as simply, precisely and clearly as possible.
– Avoid using first names or informal language in your letter.
– No matter how tense or depressed you are, never forget to run spell check. Typos and grammatical mistakes leave a very bad impression.