Dear

RE: Sick Leave/Vacation Leave/Personal Leave

I am sending you this __(email/letter)__ to request that you notify me whenever one of the employees from __(our/my)__ __(department/branch/etc.)__ is absent on sick leave, vacation leave, or personal leave. This information is pertinent for me to have in order to maintain records of the time off each employee is taking. If my records are not kept current, I will not be in a position to __(to able to authorize vacation requests / provide status balances to the payroll department in the event of terminations/etc.)__.

Therefore, I ask that you kindly send me __(a memo/an email/etc.)__ whenever one of the employees from __(our/my)__ __(department/branch)__ takes time off for sick leave, vacation leave, or personal leave. I greatly appreciate your cooperation in this matter.

Yours very truly,