Introduction

In the vibrant and fast-paced work environment of the United Arab Emirates, taking time off for personal rejuvenation or important life events is crucial for maintaining a healthy work-life balance. However, requesting annual leave in a professional manner is an essential skill that can significantly impact your relationship with your employer and colleagues. This comprehensive guide will walk you through the process of crafting an effective annual leave letter, tailored to the unique business culture of the UAE.

How to Write an Annual Leave Letter

1. Choose the Right Format: In the UAE, professionalism is highly valued. Start with a formal business letter format, including your contact information, the date, and your employer's details at the top of the page.
2. Use a Professional Salutation: Begin with a respectful greeting such as "Dear [Manager's Name]" or "Dear Sir/Madam" if you're unsure of the recipient's name.
3. State Your Purpose Clearly: In the opening paragraph, clearly state that you are requesting annual leave. Be direct but polite.
4. Provide Specific Dates: Clearly mention the exact dates of your intended leave, including the day you plan to return to work.
5. Explain Your Reason (Optional): While not always necessary, briefly explaining the reason for your leave can be helpful, especially for extended periods. Keep it concise and professional.
6. Address Work Responsibilities: Demonstrate your commitment to your job by briefly outlining how your work will be managed in your absence. Mention any colleagues who will cover your duties if applicable.
7. Express Gratitude: Thank your employer for considering your request. This shows appreciation and maintains a positive tone.
8. Close Professionally: End your letter with a formal closing such as "Sincerely" or "Best regards," followed by your full name and job title.

Sample Annual Leave Letter Examples

1. Short Leave Request

Dear Mr. Ahmed,

I am writing to request annual leave from 15th August to 19th August 2024. I plan to return to work on 20th August 2024.

During my absence, I will ensure all my current projects are up to date, and my colleague, Ms. Fatima, has agreed to handle any urgent matters that may arise. Thank you for your consideration of this request.

Sincerely,

Mohammed Hassan Marketing Manager

 

2. Extended Leave Request

Dear Mrs. Al Mansouri,

I would like to formally request annual leave from 1st December to 31st December 2024, returning to work on 2nd January 2025.

This extended leave is to attend my sister's wedding in India and spend time with my family during the festive season. I have already briefed my team on ongoing projects and prepared detailed handover notes. Mr. Ali from the Sales team will be covering my key responsibilities during my absence.

I appreciate your understanding and thank you for considering my request.

Best regards,

Priya Sharma Senior Account Executive

 

3. Last-Minute Leave Request

Dear Dr. Abdullah,

I hope this email finds you well. I am writing to request urgent annual leave for tomorrow, 10th July 2024, due to an unexpected family emergency. I anticipate returning to work on 11th July 2024.

I have already informed my team and delegated my urgent tasks to ensure smooth operations in my absence. I will be available on my mobile if any critical issues arise.

Thank you for your understanding in this matter.

Sincerely,

Sarah Thompson Research Analyst

 

4. Partial Day Leave Request

Dear Ms. Al Zarooni,

I would like to request a half-day annual leave on 22nd September 2024. I plan to leave the office at 1 PM to attend an important personal appointment. I will ensure all my morning tasks are completed before I leave, and I'll be available on email for any urgent matters in the afternoon.

Thank you for considering my request.

Best regards,

Ahmad Khalil IT Support Specialist

 

5. Religious Holiday Leave Request

Dear Mr. Robertson,

I am writing to request annual leave from 10th April to 12th April 2024 to observe Eid Al Fitr with my family. I will return to work on 13th April 2024. I have already arranged for my colleague, Ms. Layla, to cover any urgent matters during my absence, and I will complete all pending tasks before my leave.

Thank you for your consideration and support.

Sincerely,

Omar Al Hashimi Financial Analyst

Leave in Lieu Sample Letters

6. Leave in Lieu of Overtime Request

Dear Mr. Al Qasimi,

I am writing to request leave from 5th October to 7th October 2024, using 3 days from the overtime hours I have accumulated. As per my records and our previous discussion, I have accrued 40 hours of overtime in the past quarter. During my absence, I will ensure all my projects are up to date, and my colleague, Mr. Rajesh, will handle any urgent matters.

Thank you for considering this request.

Best regards,

Mariam Al Shamsi Project Coordinator

 

7. Compensatory Leave Request

Dear Ms. Johnson,

I would like to formally request to use 2 days of my accrued compensatory leave on 18th and 19th August 2024. These days are in lieu of the weekend work I completed during our recent product launch. I have already briefed my team on ongoing projects and prepared handover notes for my absence.

I appreciate your understanding and thank you for considering my request.

Sincerely,

Abdullah Al Nuaimi Marketing Specialist

 

8. Combined Annual and Lieu Leave Request

Dear Dr. Al Marzouqi,

I am writing to request leave from 1st December to 15th December 2024, utilizing 10 days from my annual leave allowance and 5 days from my accrued lieu time for working during the Eid Al Adha holiday period. I have ensured all my responsibilities will be covered, with Ms. Fatima from our team handling any urgent matters in my absence.

Thank you for your consideration of this request.

Best regards,

David Chen Senior Research Analyst

 

Frequently Asked Questions (FAQ)

1. How far in advance should I submit my annual leave request in the UAE?

   It's best to submit your request at least two weeks in advance for short leaves and a month or more for extended leaves. However, always check your company's specific policy.

2. Is it necessary to provide a reason for my annual leave in the UAE?

   While not always required, providing a brief reason can be helpful, especially for longer leaves or last-minute requests. Keep it professional and concise.

3. Can I request annual leave during my probation period in the UAE?

   This depends on your company's policy. Some employers don't allow leave during probation, while others may grant it in special circumstances. Always check with your HR department.

4. How many annual leave days am I entitled to in the UAE?

   According to UAE Labor Law, employees are entitled to 30 calendar days of paid annual leave after completing one year of service. However, some companies offer more generous leave policies.

5. What should I do if my leave request is denied?

   If your request is denied, politely ask for the reason and see if you can negotiate alternative dates. Always maintain a professional attitude and be open to compromise.

6. What is leave in lieu, and how does it work in the UAE?

   Leave in lieu, also known as time off in lieu (TOIL), is compensatory time off given to employees who have worked beyond their normal hours. In the UAE, many companies offer this as an alternative to overtime pay, allowing employees to take additional time off.

7. How do I calculate my lieu leave balance?

   The calculation of lieu leave can vary by company. Generally, it's based on the extra hours worked beyond your standard working hours. Always check with your HR department for your company's specific policy.

8. Can I combine lieu leave with my annual leave?

   Many UAE companies allow employees to combine lieu leave with annual leave for extended time off. However, this is subject to company policy and managerial approval.

9. Is there an expiration date for lieu leave in the UAE?

   The expiration policy for lieu leave varies by company. Some organizations may require you to use your lieu leave within a specific timeframe, while others may allow it to accumulate. Check your company's policy for details.

10. Can I request payment instead of taking lieu leave in the UAE?

    Some companies in the UAE may offer the option to receive payment for lieu time instead of taking time off. This is not a standard practice and depends on company policy.

Additional Tips for UAE Professionals

1. Understand Ramadan Leave Policies: During Ramadan, working hours are typically reduced. Be aware of how this affects leave calculations and plan accordingly.
2. Be Mindful of Peak Seasons: In industries like tourism or finance, there may be peak seasons when leave is restricted. Plan your leave requests around these times if possible.
3. Use Leave Management Systems: Many UAE companies use digital systems for leave requests. Familiarize yourself with your company's system for efficient processing.
4. Consider Cultural Sensitivities: When explaining your reason for leave, be mindful of cultural sensitivities in the diverse UAE workplace.
5. Keep Records: Always keep a copy of your leave requests and approvals for your personal records.
6. Plan for Public Holidays: The UAE has several public holidays. Consider these when planning your annual leave to maximize your time off.
7. Keep Accurate Records: Maintain a personal record of your overtime or extra hours worked. This can be helpful when requesting lieu leave.
8. Understand Your Company's Lieu Leave Policy: Policies can vary significantly between companies. Familiarize yourself with your organization's specific rules regarding accrual and use of lieu leave.
9. Plan Strategically: Consider using lieu leave for short breaks or to extend your annual leave, maximizing your time off without using up your annual leave allowance.
10. Communicate Clearly: When requesting lieu leave, clearly state the balance you're using and reference the period when you accrued these hours.

Conclusion

Mastering the art of writing an effective annual leave letter is a valuable skill for professionals in the UAE. By following these guidelines and examples, you can ensure that your leave requests are professional, considerate, and more likely to be approved. Remember, clear communication and proper planning are key to maintaining a positive relationship with your employer while achieving a healthy work-life balance in the dynamic UAE job market.

At Naukrigulf, we're committed to empowering UAE professionals with the knowledge and tools they need to succeed in their careers. Whether you're navigating leave policies or seeking new job opportunities, we're here to support your professional journey in the Gulf region.