How to Create a Leave for Family Emergency Notice

Leave for a family emergency is time allowed away from your work to care for a close family member who has experienced an accident, a sudden illness, or other qualifying medical emergency. Some events that are considered family emergencies are:

• Birth of a newborn
• Recent adoption or foster care placement
• Car accident of immediate family member
• Serious illness of close family member
• Immediate family member experiencing a natural disaster
• Death or funeral and funeral planning for a family member
• An experience or event that can put a family member’s mental health at risk

Although each company will have instituted its own policies and procedures for requesting leave, there are some standard practices when requesting family emergency leave from work. According to the Department of Labor, The Family and Medical Leave Act (FMLA) in the United States supports an employee’s need to take time off for specified family and qualifying medical reasons with job protection. Typically, an immediate family member is a:

• Spouse or partner
• Child or step-child
• Grandparent
• Parent or guardian
• Mother-in-law or father-in-law
• Sibling
• Brother or sister-in-law

Learn More: Companies With The Best Parental Leave Policies

To help secure your position within a company, maintain your professionalism and reputation, and ease your transition when you return, you will want to use the proper channels for submitting your request and notice. Positive company culture will have a support system in place for employees and will have delineated some clear steps to help you along the way.

Depending on your circumstance, you can write a professional email or submit a formal letter with required documentation, such as a birth record, doctor’s notice, or death certificate, if your company requires it. Consider the following when creating your emergency leave letter to attend to a family problem:

Learn More: The Dos and Don’ts of Business Email Etiquette

1. Adhere to company policy and procedure: Many companies will have the procedure for requesting time off for a family emergency outlined in an employee handbook or other manual. Sometimes, the information may also be located through a human resources department or risk management officer. Contacting a superior or reaching out can help you adhere to company guidelines in a quick and easy manner.

2. Indicate the type of emergency: Although you may not want to include too many details, giving a summation of the situation is advisable for transparency. Try to not provide too much personal information about your relative to respect privacy, but give enough to justify the need for your sudden leave.

3. Detail the date the leave will begin: Even if your leave will begin immediately, indicate the specific date for documentation purposes and clarity. The company needs to account for the time you are out and plan for work to be distributed to others, starting with your first day missed. This will help you further document your time and allow you to use any vacation days towards the family emergency leave and allocate some income if possible.

4. Be specific about an expected date or return: When detailing the day you will begin your leave, try to indicate the day you plan to return to work. In your phrasing be sure to say something like, “I plan to return to work on…”

5. Entrust others with responsibilities: Especially if you are in a leadership position, you will want to detail your plan of action. Explain who is expected to take on your responsibilities in your absence and to what extent. Discuss your plan with your coworkers before and verify that they understand and are able to help out with any duties in your absence. Working with a team can help ease the burden on the company and your colleagues.

6. Leave contact information: Even though you will be unavailable at work, you will want to assure your employer that you are available to answer any questions or provide any guidance. Showing that you are still responsible during your absence will prove your leadership skills and values as an employee. Provide an email address you expect to check consistently to offer any support and address questions. This will also serve as a means to communicate your status with your employee and allow you to ask for more time if needed. Additionally, leave a dependable phone number where you can be reached in case of an urgent matter that needs your attention. Keeping the lines of communication open and being available shows a dedication to your work.

Learn More: Leadership Skills You Never Knew You Needed

7. Provide the information in a professional tone. Your tone should be professional but also communicate your sense of urgency. Use direct language throughout your correspondence and assert any problems you see your absence having. This will allow your employer to plan for these issues and serves to show the importance of the role you play within the company.

8. End with gratitude. Communicate to your employer your appreciation for their support and understanding in this matter. Recognizing their efforts in supporting you and is a professional courtesy you can extend.

Learn More: Ways to Improve Your Professional Writing Skills

When formatting your family emergency leave notice or request, you want to be direct and clear. Graphics should be left out as should any other images or emojis. Although you may express emotion, it is a professional correspondence that will be saved in your work record. Seek for clarity in your message and try to address your letter to a direct superior or an individual in charge of approving leave applications for family emergency.  Below is a standard template you can follow to help you format your professional request for family emergency leave whether through email or letter:

Template

Your name

Email address

Telephone contact information

Dear [Supervisor or human resources manager]:

Paragraph 1: Use the first paragraph to indicate why you will be needing emergency leave and when you expect it to begin.

Paragraph 2: Explain your action plan and who will be in charge of completing your duties, and to what extent you will be involved, even in your absence. Explain how often you will contact your employer and when you can have an update for them.

Paragraph 3: Here you can indicate when you expect to return and what steps you will take if more time is needed. Reiterate your contact information and express appreciation for their understanding.

Sincerely, [or another short and professional closing]

Your name

Your job title

Emergency leave letter sample

Tanya Ontiveros

tontiveros2021@company.com

(212) 839-4467

Dear Risk Management Coordinator:

I received a distressing phone call this morning notifying me that my mother was in a car accident. She is currently being transported to an area hospital, but the extent of her injuries are still unknown. I will take emergency family leave immediately to attend to this family matter. 

I have communicated this issue with my direct supervisor and team members. My coworkers will assume control of my clients in my absence and my supervisor will direct any questions to me via email. I will check my messages daily and remain in contact with my team. Additionally, I expect to have an update on my mother’s status within a few days at which point I will be able to provide a clearer picture.

I expect to return to work within a week from today unless circumstances change. I will keep in contact with the company and relay any crucial information to my direct supervisor as well. Should more information or paperwork be needed from me, such as a doctor’s note or police report, please contact me and I will provide it as soon as possible. 

I can be reached at (212) 839-4467 or via email at tontiveros2021@company.com in the event of a serious matter or urgent question. I will respond as soon as feasible considering the situation. I understand the brief notice is an inconvenience but I could not avoid it. I appreciate your understanding, support, and care in this matter. 

With gratitude, 

Tanya Ontiveros

Sales Executive

Needing to take a leave for family emergency can be a stressful experience, but the above tips and templates can help make the process go smoothly.

Tell us what your experience has been like working at your company