Response to Employee Request for Family or Medical Leave

Company Letterhead

{{company_name}}

{{company_address}}

Phone: {{phone}}

Email: {{email}}

Website: {{website}}

Date

{{date}}

Employee Information

Employee Name: {{employee_name}}

Employee Address: {{employee_address}}

Employee ID: {{employee_id}}

Subject: Response to Request for Family/Medical Leave

Dear {{employee_name}},

This letter is in response to your request for [[Family Leave/Medical Leave/Other leave type (specify)]], which we received on {{request_received_date}}.

Leave Decision

We have reviewed your request and made the following determination:

[[Option 1: Leave Approved]] Your request for family/medical leave is hereby **approved**.

- **Start Date of Leave:** {{leave_start_date}}

- **Expected End Date of Leave:** {{leave_end_date}}

- **Total Duration of Leave:** {{total_leave_duration}}

- **Reason for Leave (as per your request):** {{reason_for_leave}}

- **Leave Type:** {{approved_leave_type}} (e.g., Maternity Leave, Paternity Leave, Sick Leave, Family Responsibility Leave)

- During your approved leave, your position will be [[held open/temporarily filled by {{temporary_employee_name}}]].

- You will be required to provide a fitness-for-duty certificate from a medical practitioner upon your return to work, specifically on or before {{return_to_work_certificate_due_date}}.

[[Option 2: Leave Denied]] Your request for family/medical leave is **denied** for the following reason(s):

- {{reason_for_denial}} (e.g., Insufficient service period, Lack of valid medical certification, Exceeded maximum leave entitlement, Request does not fall under qualifying conditions).

- Please refer to the company's [[leave policy/human resources policy]] available at {{policy_location_or_link}} for further details.

[[Option 3: Further Information Required]] We require additional information to process your request. Please provide the following by {{information_due_date}}:

- {{list_of_required_information}} (e.g., A more detailed medical certificate, Specific dates for intermittent leave, Proof of family relationship).

Important Information Regarding Your Leave (if approved)

**Benefits Continuation:** During your approved leave, your existing benefits will [[continue unchanged/be subject to the following changes: {{benefits_changes}}]]. Please contact {{HR_contact_person}} in Human Resources for any questions regarding your benefits.

**Accrual of Leave:** Please note that [[annual leave/sick leave]] accrual will [[continue/be suspended]] during your period of absence.

**Communication During Leave:** We may contact you periodically for updates, particularly concerning your return to work. Please ensure your contact details are up to date.

**Return to Work:** We expect you to return to work on {{expected_return_to_work_date}}. If there are any changes to your expected return date, you must notify the company immediately through {{notification_method}}.

**Company Policy Adherence:** All terms and conditions of the company's [[leave policy/collective bargaining agreement]] remain applicable during your leave.

Contact Information

Should you have any questions regarding this decision or require further clarification, please do not hesitate to contact {{HR_contact_person}} at {{HR_contact_phone}} or {{HR_contact_email}}.

Signature Block

Sincerely,

_____________________________

{{approving_manager_name}}

{{approving_manager_title}}

{{company_name}}