The Complete Guide to Sabbatical Leave (Example Request)

Sabbaticals are a great way to take an extended period of leave for you to realize some personal goals or simply take a break from work to return refreshed and recharged.

If you’re thinking of taking a sabbatical, it’s vital that you understand the inner workings of this type of leave and how you can use it to your benefit.

This article takes you over everything you need to know about sabbaticals, including what they are, how they’re paid, how long you can take one for, and a sample letter for requesting a sabbatical. We’ll also cover some great tips for you to request a sabbatical, and for making the most out of your leave.

What is sabbatical leave?

A sabbatical is a period of extended leave, typically granted to employees with a certain length of service. It’s commonly granted and used to support employees’ wellbeing and development, such as to prevent burnout, or to let them focus on personal growth. They are shown to benefit the organization, too. Sabbaticals can be both paid and unpaid, depending on the organization’s policy.

How long is a sabbatical?

There isn’t a set length for sabbatical leave, as they can last from as little as a few weeks to up to a year. Commonly, sabbaticals last around three to six months, especially in academic settings, where they’re often used for research purposes.

The duration of a sabbatical is governed by the organization’s rules or policies, though other factors might be taken into account, such as the reasons for or duration of the leave. Ultimately, sabbatical leave is a very flexible form of time off, and the employer and the employee will work together to determine the appropriate duration.

Is sabbatical leave paid or unpaid?

Sabbatical leave can be paid or unpaid, depending on the organization you work at and the policies it has in place. This decision can also be discretionary or based on the role the employee holds.

Paid sabbatical leave is where you receive your basic pay for the duration of your sabbatical. This is common in academia. Unpaid sabbatical is where the leave is unpaid; however, employees usually retain their employment status, length of service, and maybe certain benefits like health insurance.

Sabbaticals can also be partially paid, where a portion of the leave is paid and the other portion is unpaid, or where your overall pay is reduced.

How does sabbatical leave work?

Sabbatical leave is subject to organizational policies but will need to be formally requested and approved. They can be taken for many reasons, but are often used for personal development, childcare, traveling, working on a project, work–life balance, or academic or training reasons, or simply to have personal time.

Employees don’t have to keep in touch with their employer during their sabbatical but might be required to make contact shortly before their planned return to work date. The employee is usually kept on the books and can, therefore, expect to return to work, either in their old role or a new one that has been mutually agreed upon.

How to request sabbatical leave

Sabbaticals present an organizational change for your employer and, as such, they need to consider your request carefully. Putting together a sabbatical request, therefore, requires careful preparation. Here are five things to keep in mind when requesting sabbatical leave:

1. Understand your organization’s policy

It’s important to review your organization’s policies and procedures before requesting a sabbatical, as every company will have its own standards. Understand the eligibility criteria governing sabbatical such as length of service requirements, how long you can take and how you can apply.

You’ll also need to understand how sabbatical impacts your job security and if it will be possible for you to return to work afterwards. Prepare questions and scenarios regarding sabbatical, and if you’re uncertain about the policy, contact your manager or human resources representative to request more information before you formally apply.

2. Choose the right timing

If you’re considering a sabbatical but have reasonable flexibility over when to take it, think about when it might suit the organization. For example, it might be beneficial to hold off until a major project has been completed, after the end of the current financial year, or if the company is going through financial challenges or restructuring.

Remember, though, that when it comes to timing, your own personal interests and goals take precedence. Ultimately, a sabbatical must be beneficial for you.

3. Request your sabbatical in writing

You’ll need to formally request sabbatical leave in writing. This is a chance to present to your employer your request and important details such as how long you plan to take off, the reasons for doing so and your intentions once the sabbatical ends.

Ensure your letter is sent to your manager and HR as soon as possible to help them prepare. Write the letter formally and respectfully. Your employer might respond in kind by inviting you to a sabbatical meeting to discuss the request in more detail.

4. Present your plan in a meeting

It’s important to talk your boss through your sabbatical request, ensuring your employer has received ample notice of your intention to take sabbatical so they can prepare or recruit as necessary.

Employees have the option to return to their organization after their sabbatical, and if you wish to do this, you should explain how your job and responsibilities will be handed over. Guide your employer through your request, such as why you’re taking a sabbatical, its duration, and how you will ensure a seamless transition and coverage.

5. Communicate openly

Throughout your sabbatical request, ensure you communicate respectfully and professionally. Be prepared for the request to be turned down or renegotiated.

As you work through the discussions, communicate openly with your employer and support them with all the information they need. This might include asking you to prepare job aids and handovers, attend meetings to get ready, or train people to cover your role.

It's vital that you don't burn bridges no matter how tricky your sabbatical discussions are. This will make your return to work a lot smoother.

Example sabbatical leave request

A sabbatical request usually involves writing a request letter. Here is an example sabbatical leave request letter that you can use and adapt to your own sabbatical request needs.

Tips for taking a sabbatical

When it’s granted, use your sabbatical leave wisely and ensure you make the most out of it while remaining focused on your future return to work. Here are five tips for taking a sabbatical:

• Disconnect and recharge: While you should remain in contact with your employer, it’s vital to use the sabbatical leave to disconnect from work and achieve whatever it is you want to accomplish. Avoid the temptation to answer voicemails or check emails. Sabbaticals are a great opportunity to unwind for a long period of time, so take advantage of this moment.
• Plan financially: While some sabbaticals might be paid, you might need to plan for reduced income or no income at all. Create a budget that factors in costs during your sabbatical, such as tuition fees or simply bills and accommodation payments. This will also help you avoid financial stress while on leave.
• Prepare for your return to work: As your sabbatical winds up, you’ll need to work with your employer on when and how you will return to work. You’ll also need to consider a couple of reintroduction days to get up to speed, and you might have to undergo some training sessions if your role has changed since you’ve been away.
• Reflect on your learnings: Ensure that you have developed yourself during your sabbatical leave. As you work through your sabbatical, keep a reflective diary or learning log, and record your experiences and how these can be used to benefit you professionally once you return to work.
• Set goals: Whatever the purpose of your sabbatical, make the most out of it by setting personal development goals. Break down a large, single sabbatical goal into smaller, SMART objectives that you can work on for the period that you are away.

Key takeaways

Taking a sabbatical can be hugely rewarding for you personally and beneficial for your career as well. Here are the key points to keep in mind when considering taking a sabbatical:

• Sabbaticals are very flexible periods of leave, which can be used for a variety of reasons and vary dramatically in length.
• They can be paid or unpaid, and aren’t offered to all employees, so check your organization’s policies carefully.
• They need to be formally requested, so ensure you write a thorough letter, and be prepared to explain your request to your manager.
• Ensure you set goals for your sabbatical to achieve everything you want to while you’re away.

Fully understanding sabbaticals — what they are, how they’re used, and how to work with your employer when requesting one — will ensure that when you’re on your leave, you’ll be able to make the most of it.

Got a question? Let us know in the comments section below.

This article is a complete update of an earlier version originally published on May 17, 2018.