FoundificMY
SGMY

Leave application email template (Malaysia)

Short emails to apply for annual leave, report sick leave, or ask for emergency leave, with the dates and handover your manager needs. Fill it in, then copy or download.

Quick answer: give the type of leave, the dates, the number of working days and who covers your work. For sick leave, tell your employer within 48 hours and attach the medical certificate (MC). Annual leave dates are agreed with your employer.

MalaysiaAnnual, sick and emergency leave

Your leave

Working days are counted Monday to Friday. Take out public holidays yourself.

Your email


          

        

      


      
Annual leave email you can copy

      
Ask early, give exact dates and the number of working days, and say who covers your work.

      
Subject: Annual leave request – [dates]

Dear [Manager's name],

I would like to apply for annual leave from [first day] to [last day], [N] working days.

[Name] has agreed to cover my work, and I will hand over before I go.

Please let me know if these dates work.

Regards,
[Your name]


      
Sick leave email

      
Subject: Sick leave – [Your name], [date]

Dear [Manager's name],

I am unwell and have been given medical leave from [first day] to [last day]. My medical certificate is attached.

[Name] can help with anything urgent. I will check messages when I can.

Regards,
[Your name]


      
Emergency leave email

      
Subject: Emergency leave – [Your name], [date]

Dear [Manager's name],

I need to take emergency leave today because of [a family emergency]. I expect to be back on [date].

Please take this from my annual leave, or as unpaid leave if none is left. [Name] can cover anything urgent.

Regards,
[Your name]


      
What the law says

      
      
    
        
  • Annual leave: at least 8, 12 or 16 days a year, by length of service (section 60E). Work out yours with the annual leave calculator.
    • 
        
  • Sick leave: 14, 18 or 22 days a year by length of service, plus up to 60 days when hospitalisation is needed (section 60F).
    • 
        
  • Telling your employer: you must inform or try to inform your employer within 48 hours of the start of sick leave. Otherwise you can be treated as absent without permission.
    • 
        
  • The MC: paid sick leave needs a certificate from a registered medical practitioner, or a medical officer or dental surgeon the Act accepts.
    • 
      


      
Tips

      
    
        
  • Ask before you book. Get approval for annual leave before paying for travel.
    • 
        
  • Use your company's system if it has one. The email is then a courtesy note to your manager.
    • 
        
  • Keep it short. You do not need to explain why you want annual leave.
    • 
        
  • Leaving the company? Unused leave can shorten or be paid out at the end of your notice, if your employer agrees. See the notice period calculator.
    • 
      


      
Common questions

      

        
How far ahead should I apply for annual leave?
Follow your company's policy. Without one, two weeks for a few days and a month for a longer trip is common.

        
Can my employer refuse my leave dates?
Yes. The law gives you the number of days, but the timing is agreed with your employer.

        
Do I need an MC for one day of sick leave?
For paid sick leave, yes, unless your company's policy waives it.

        
Is emergency leave a legal entitlement?
No law sets a number of days. It usually comes from your annual leave, your company's own policy, or unpaid leave.

      


      
Sources

      

        Employment Act 1955
        
    
          
          
  1. Employment Act 1955 (Act 265), JTKSM consolidated text: section 60E (annual leave) and section 60F (sick leave).
    2.