Your Employee Needs a Leave of Absence - How Do You Respond?

Let’s face it—when an employee comes to you asking for a leave of absence, it’s not usually because they’ve won the lottery and are off to a private island. Whether it's for personal, medical, or family reasons, the conversation can feel a little delicate, and so it needs to be handled with grace, compassion, and professionalism.

I’ve got some ideas for you that go beyond the logistics of leave requests.

How to Respond to a Leave of Absence Request

Start with Empathy, Not Policy 

Your first instinct might be to reach for the leave of absence guidelines, but take a breath. Lead with empathy: “I’m really sorry to hear that you’re going through this. Let’s figure out how we can support you.”

Ask About Their Needs—Not Just the Paperwork

Sure, there’s paperwork in their future, but don’t make that your opener. Say something like: “Do you have a sense of how long you’ll need? We want to make sure we plan well for you and the team.” It’s about understanding the scope of the situation, not just filling in forms.

Avoid the Sympathy Trap

Don’t try to relate with a personal story unless it’s really relevant—and even then, tread carefully. Stick to phrases like: “I can’t imagine what you’re going through, but I’m here to help however I can.” No one wants to hear about your cousin’s friend’s dentist who went through something similar.

Respect Their Privacy

It’s human nature to be curious, but if they don’t offer details, don’t pry: “I understand this might be a personal situation, so I won’t ask for more information than what’s necessary.” This is key to making them feel safe and respected.

Acknowledge Their Contribution, Even While They're Away

Reassure them that their absence won’t diminish their value: “You’re a key part of the team, and while we’ll miss you, we’ve got your back while you take care of things.” This reduces any fear of being ‘forgotten’ while they’re away.

Don’t Make Promises You Can’t Keep

Avoid saying things like “Everything will be exactly the same when you get back.” Instead, try: “We’ll do our best to ensure things run smoothly, and when you’re ready to return, we’ll make the transition as easy as possible.” That’s honest without setting unrealistic expectations.

In a nutshell, these conversations are about being both supportive and structured. Balance the empathy with the clarity of a manager who’s got a plan—and suddenly, this tricky chat becomes a lot easier for everyone.