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Administrative Leave Letter

Administrative leave is a form of disciplinary action against an employee to temporarily remove him or her from work until a situation can be resolved. In this situation, a formal administrative leave letter should be sent to the employee in question. The goal of this type of action is to determine whether or not the employee should be completely reinstated after review, so it is a situation in which a professional, formally written business letter is warranted.

Format and Content

The proper administrative leave letter format is a professional business letter style in which the employee is informed of the situation in a brief, formal way. The letter should mention the date of the incident which merited the disciplinary action, the terms of the leave including whether it will be paid or unpaid, and the dates of the administrative leave’s beginning and end. If there is any other important information pertinent to the specific situation, it should be included in the letter as well in a formal, concise manner along with correct contact information in case of questions or concerns.


Here is an administrative leave letter written by a school’s head of the human resources department to a teacher who is being placed on paid administrative leave while his participation in a negative incident is being determined. He clearly states the dates and the terms of the leave in a formal business letter style and reminds the teacher that he will be contacted immediately once the next course of action has been decided upon. He remembers to include a request for an exchange of contact information.

Dear Mr. Black,

This letter is to inform you that you are being placed on approximately 30 days of paid administrative leave, effective immediately, March 1, 2014. This leave is to take place for the duration of an investigation into your actions on February 18, 2014. Throughout the duration of this administrative leave, we request that you refrain from visiting school grounds until such a time as you are scheduled to return to work or are otherwise notified.

We are expecting the investigation to be concluded within approximately 30 days. If further disciplinary action up to and including termination is found to be warranted according to the results of the investigation, you will be notified as soon as possible. Please ensure that the contact information for you that we have on file is correct so that we may reach you during the administrative leave if necessary.

If you have any questions or concerns about this matter, please call James Whitley, Human Resources Department, Manager at (555)-555-5555 and leave a message. We appreciate your co-operation in this matter and hope that the situation will be resolved in a manner that is satisfactory to all parties involved.

Yours sincerely,

James Whitley

Mr. James D. Whitley

Human Resources Department