Leave Sanction Letter for Tourist Visa: Experts Guide 2025

A leave sanction letter for tourist visa is a necessary aid for persons wishing to travel abroad on a tourism trip. This leave sanction letter for tourist visa gives the employer's endorsement for your leave and guarantees the embassy that the traveller will return to their native land after the trip. This blog will offer ample help in drafting an effective leave sanction letter for a tourist visa along with guidelines, things to avoid and a sample leave sanction letter for a tourist visa in a bid to raise your chances of getting a tourist visa.

Latest Facts and News:

•  Many countries have streamlined their visa processes between now and 2024, making leave approval letters more stringent than ever.

•  According to new statistics, 85% of visa rejections are due to incomplete documentation, including leave endorsement letters.

•  Because of the COVID-19 pandemic, visa applications now have more stringent presentations, and it is a must to produce leave endorsement letters for most. 

•  More and more embassies worldwide are accepting digital leave endorsements.

•  Analysis suggests that applicants with correctly formatted leave sanction letters are 30% more likely to have their visas approved.

Read further to see how a well-designed leave sanction letter for a tourist visa could boost your chances to the highest possible level of obtaining a tourist visa and, hence, an unencumbered travelling experience. 

Understanding the Importance of a Leave Sanction Letter for a Tourist Visa

The leave sanction letter for a tourist visa is one of the critical documents required when applying for a visa, particularly for applicants who wish to travel on holiday while being in employment. The leave sanction letter signifies that the employee, on the date stated and for travel purposes, has permission to be absent from work, thereby giving the embassy confidence that the applicant intends to return to their employer after the trip. This document is essential for affording transparent visibility of an applicant's employment stability and their tie-ins to their homeland.

Also Read: Accredited Employer Work Visa (AEWV): Latest Guide

What is a Leave Letter?

The leave sanction letter for a tourist visa is a letter conveying the employer's consent for annual leave for the employee. This letter acts as extremely useful in the visa application process in that it:

•  Confirms employment.

•  Approves the leave of the employee.

•  Reassures that the employee would return to his home country.

Key Components of a Leave Sanction Letter:

•  Employee details (name, designation, department).

•  Travel dates and purpose of the trip.

•  Employer's approval as well as the period to report back to work.

•  Letterhead of the company with a signature of the authority. 

Why Do Embassies Require Leave Sanction Letters?

Leave sanction letters for tourist visas are often demanded by embassies when issuing tourist visas. They indicate that an authorized leave from work has been taken and are thereby extremely important in confirming the applicant's intention to return to their native country following the visit. Let us have a detailed look at the other reasons why embassies list this document.

Why does the Embassy require this Document?

•  To verify the employment status and stability of the applicant

•  To evaluate the possibility of the return of the applicant to the home country, which might be by the grant of a Visa

•  To fulfil the financial obligations of the applicant

Supportive Statistics:

•  78 per cent of embassies consider employment verification a top criterion in visa issuance.

•  A leave sanction letter reverses around 30 per cent of visa application rejections.

Also Read: Sweden Tourist Visa from India: Latest Expert Guide

Basic Features of a Sample Leave Sanction Letter for a Tourist Visa

This is a vital part of the visa application process for those travelling for leisure and are employed. It serves as an official confirmation by your employer that leave was sanctioned for the period you indicate to be absent from work, helping to assure the embassy of your intention to return to work after your brief trip. Again, this letter stands as a piece of evidence that reflects both stable employment and ties to the home country.

This part contains:

•  Name of the person

•  Job title

•  Department

•  Date of joining of the employee 

Sample Leave Sanction Letter for Tourist Visa

Here is a sample leave sanction letter for a tourist visa for your reference:

[Company Letterhead]

[Date]

To Whom It May Concern,

Subject: Leave Sanction Letter for Tourist Visa Application

This is to confirm that [Employee Name], employed as a [Designation] in our [Department], has been granted leave from [Start Date] to [End Date] for the purpose of [Travel Purpose, e.g., tourism in Paris, France].

[Employee Name] has been a part of our organization since [Date of Joining] and is a valued member of our team. We assure you that their leave has been approved, and they are expected to resume work on [Return Date].

Should you require any further details or verification, please do not hesitate to contact us at:
[Contact Person’s Name]
[Designation, e.g., HR Manager]
Phone: [Phone Number]
Email: [Email Address]

Sincerely,
[Authorized Signatory’s Name]
[Designation]
[Company Name]
(Signature and Company Stamp)

How to Write an Effective Leave Sanction Letter for a Tourist Visa?

The leave sanction letter for a tourist visa is vital in assuring the embassy of the employment status and intentions to return to the home country after travel; hence, it becomes an important document in visa processing. Some important elements to consider while writing the leave sanction letter:

Key elements of a Leave Sanction Letter

Here are the key elements of a leave sanction letter:

1. Official Letterhead

     The letter should be printed on official letterhead, depicting the company's name, logo, and contact information.

2. Clear Subject Line

     Example: Leave a sanction letter for tourists' visa applications.

3. Employee Information

•      Full name

•      Job title

•      Department

•      Date of Joining

4. Travel Date and Purpose

     Provide exact leave dates and purpose of travel (i.e., tourism, vacation with family, etc.). This should match up with other documents like itineraries and visa applications.

5. Approval of Employer

     Include an explicit statement indicating the employer's approval of the leave, along with a mention of his return to work.

6. Contact Details for Verification

     Provide the employer's or HR department's contact details for verification by the embassy.

7. Signature of the Authority

     The letter should be valid and signed by an appropriate authority, such as the HR manager or supervisor. Sample Leave 

Also Read: Affidavit for Passport Police Verification: Latest Guide

Travel Details and Purpose

The date of travel should be noted and also give an explanation for travelling. These must tally with the particulars mentioned in the rest of the documents attached to the visa application.

Examples:

•  Travel Dates: 10 March 2024 to 20 March 2024

•  Purpose: Tourism and relaxation in Paris, France

Unacceptable Example:

•  Travel Dates: Unknown

•  Purpose: Personal issues

• A letter of approval for the employer and return to work.

The letter must include:

•  Approval of the leave of the employer.

•  The date the employee should return to work.

Example: "This is to confirm that John Doe, an employee in the IT department as a Software Engineer, has been given leave from March 10, 2024, to 20 March 2024. He is expected to resume work on April 2, 2024." 

Common Mistakes to Avoid in a Leave Sanction Letter for a Tourist Visa

Here are some common mistakes to avoid in a leave sanction letter for a tourist visa:

1. Inconsistent Details: Ensure the leave dates in the letter match the visa application and travel itinerary.

2. Missing Information: Avoid omitting key details like return-to-work date or purpose of travel.

3. Unprofessional Formatting: Use official company letterhead and ensure proper formatting.

4. Unauthorized Signatures: The letter should be signed by someone in a position of authority, such as HR personnel or a manager.

Language and Tone Considerations for Leave Sanction Letter for Tourist Visa

Use nominal, formal, and professional language.

Clear and not exaggerated is preferred.

• Approved: "We herewith confirm..."

• Approved: "Leave has been approved..."

• Disapproved: "Might probably be approved..."

• Disapproved: "Might take leave..."

Common Mistakes to Avoid While Writing Leave Sanction Letter for a Tourist Visa

The leave sanction letter is an integral part of the visa application. A leave sanction letter will be considered a major reference for the visa application. Any mistakes committed during its composition might invite a reaction and delay in the process if visas have not already been put on hold. Keeping a check on the listed mistakes ensures a smooth and speedy application procedure, making the approval chances higher. 

1. Inconsistencies with Other Application Documents

One of the most critical errors is mismatched information between the leave sanction letter and other documents, such as travel itineraries, employment details, or personal information.

• Example: If the letter states leave dates that differ from those mentioned on the visa application form, it raises red flags.

• Solution: Cross-reference all documents to ensure consistency.

Checklist for Consistency:

• Leave dates match itinerary dates.

• Employer details align with official records.

• Employee designation and tenure are accurate.

2. Lack of Specific Details

Vague or incomplete letters fail to meet embassy requirements, often resulting in rejection.

• Example: Stating “approved for leave” without specifying dates or purpose is insufficient.

• Solution: Include all relevant details such as travel dates, purpose of travel, and return-to-work commitments.

3. Unprofessional Formatting

A poorly formatted leave sanction letter can give the impression of carelessness or inauthenticity.

• Example: Letters without proper letterheads, signatures, or contact information may be deemed invalid.

• Solution: Ensure the letter is on official company letterhead, includes the employer’s contact details, and is signed by an authorized person.

4. Missing Employer’s Approval Statement

Embassies need clear confirmation from the employer that the leave has been sanctioned and the employee is expected to return. Omitting this critical information weakens the application.

• Example: A letter without a return-to-work statement lacks the assurance embassies seek.

• Solution: Include a specific clause such as, “We confirm that [Employee Name] is approved for leave from [Start Date] to [End Date] and will resume duties on [Return Date].”

5. Ignoring Embassy-Specific Requirements

Different embassies have unique requirements regarding the content and format of leave sanction letters. Ignoring these can result in rejection.

• Example: Some embassies may prefer digital documents with electronic signatures, while others require physical copies.

• Solution: Research embassy-specific guidelines and tailor the letter accordingly.

Also Read: What is PCC in Passport? Latest Complete Guide

Real-Life Examples of Rejections Due to Mistakes

1. Mismatched Dates: An applicant’s leave sanction letter stated a different return date than their flight itinerary, leading to a rejection.

2. Generic Content: A letter without the applicant’s designation and job role was flagged as incomplete by the embassy.

3. Unverified Employer: A letter from an unregistered employer raised doubts about the applicant’s authenticity.

Checklist for Consistency:

Checklist for Consistency in a Leave Sanction Letter for Tourist Visa

1. Matching Personal Details: Ensure your name, passport number, and other personal details in the leave sanction letter match the information on your visa application, passport, and other supporting documents.

2. Aligned Travel Dates: Confirm that the travel dates mentioned in the leave sanction letter are consistent with your visa application, flight itinerary, and hotel bookings.

3. Purpose of Travel: The stated purpose of travel in the leave sanction letter should be the same as in the visa application form and any supporting documents, such as invitation letters or travel itineraries.

4. Employer's Contact Information: Verify that the employer's details, including the name, address, and contact number, are accurate and match other documents submitted for the visa application.

5. Return-to-Work Assurance: Ensure the return-to-work date mentioned in the leave sanction letter does not conflict with your travel dates or suggest an extended absence that might raise questions about your intent to return.

Lack of Specific Details

• Avoid words with several meanings or lack of information.

• Before: "The employee is on leave for personal reasons."

• After: "The employee is on leave for travel to Paris, France, for tourism and leisure from March 10, 2024, to March 20, 2024."

Digital & Physical Leave Sanction Letters: Which Is Acceptable?

In the evolving field of visa documentation, both digital and physical leave sanction letters are gaining acceptance in consulates. Due to various differences in acceptance depending on a country, an embassy, or a consulate, it is necessary to appreciate such differences.

How to Ensure Authenticity in Digital Leave Sanction Letters?

Digital letters must include the following:

•  A digital signature.

•  Company letterhead.

•  Contact information to validate the letter.

Verification can be done via the following:

•  Official communication through email to the employer.

•  Cross-referencing the letter with the organisation's HR records. 

Also read: How do you add a spouse's name to a passport? Complete Guide

Leave Sanction Letters for Different Types of Employment

The structure and content of a leave sanction letter can vary depending on the type of employment. Whether you are a full-time employee, part-time worker, or self-employed, tailoring the letter to fit your employment situation is essential for a successful visa application. Below is a breakdown of how leave sanction letters differ across various employment types.

1. Full-Time Employees

For full-time employees, the leave sanction letter is usually straightforward and issued on the employer's official letterhead.

Key Components:

• Employee name, designation, and department.

• Approved leave dates.

• Confirmation of return-to-work date.

• Contact details of the employer.

Sample Clause:
“We confirm that [Employee Name], working as [Designation] in the [Department], has been granted leave from [Start Date] to [End Date]. [He/She] will resume work on [Return Date].”

2. Part-Time Employees

Part-time employees may face additional scrutiny since embassies often look for stability in employment. Including specific details about work hours and contractual terms can strengthen the letter.

Key Components:

• Employment type (e.g., part-time, contract-based).

• Hourly or weekly work schedule.

• Employer’s assurance of continued employment post-travel.

Sample Clause:
“As a part-time employee working [X hours] per week, [Employee Name] has been granted leave from [Start Date] to [End Date]. [He/She] will continue employment under the same terms upon returning.”

3. Freelancers and Self-Employed Individuals

Freelancers and self-employed applicants may not have traditional employers to issue a leave sanction letter. In such cases, alternate documentation is required to demonstrate their ability to take leave and resume work.

Alternative Documents:

• A letter written by the individual on their business’s official letterhead.

• Proof of business registration or a professional license.

• Bank statements showing consistent income.

Sample Clause:
“I, [Your Name], owner of [Business Name], confirm that I will be on leave from [Start Date] to [End Date] and will resume business operations on [Return Date].”

4. Temporary and Contract-Based Employees

For temporary or contract-based workers, embassies require proof that the employment will still be valid upon return. The letter should highlight the duration of the contract and its validity post-travel.

Key Components:

• Contract duration and renewal clauses.

• Assurance of continued work upon return.

• Contact information for verification.

Sample Clause:
“[Employee Name] is currently employed on a contract basis, valid until [Contract End Date]. [He/She] has been granted leave from [Start Date] to [End Date] and will resume duties thereafter.”

5. Employees on Probation

Employees in their probation period may face additional scrutiny as their job stability is not fully established. The letter should emphasize that the leave is approved and will not affect their probation status.

Key Components:

• Probation period duration.

• Assurance of continuity in employment.

• Confirmation of employer’s approval.

Sample Clause:
“[Employee Name], currently under probation, has been granted leave from [Start Date] to [End Date]. This leave is approved and will not impact [his/her] probation status.”

Special Considerations for Freelancers and Self-Employed Applicants

For freelancers and self-employed individuals:

• Provide alternative documents, such as income tax returns or client contracts.

• Include a detailed travel itinerary and proof of funds.

Expert Tip: Attach a self-declaration letter explaining your professional status and trip details.

How do Embassies Verify Leave Sanction Letters?

All embassies may: 

•  Approach the employer directly. 

•  Refer to the certificates attached to ensure the genuineness of the employment details of the applicant. 

•  Conduct background checks on the company issuing the said letter. 

Verification Steps: 

•  Check on the authenticity of letters. 

•  Confirm by phone or email to ensure one is really employed. 

What to Do If Your Employer Refuses to Give You a Leave-Sanction Letter?

•  Seek a written explanation of your employer's refusal. 

•  Present other types of documents, such as an employment contract or payslips. 

•  Provide a self-declaration letter indicating intent to travel and claim of employment. 

Also Read: Annexure C for Passport: Latest Filling and Submission Guide

Conclusion

An appropriate leave sanction letter is the first practical step towards a successful tourist visa application. With precision and professionalism, you can substantially increase your chances of getting a visa. Let this guide assist you in coming up with an effective letter so that your vacation can be just a pleasant experience without the cumbersome process of travel. Seek professional advice for any other assistance or use ready-made templates. 

To learn more about immigration rules and outs, visit TerraTern.