{"id":115773,"date":"2025-04-08T01:20:01","date_gmt":"2025-04-08T01:20:01","guid":{"rendered":"https:\/\/arielle.com.au\/?p=115773"},"modified":"2025-05-01T20:37:57","modified_gmt":"2025-05-01T20:37:57","slug":"leave-request-email","status":"publish","type":"post","link":"https:\/\/arielle.com.au\/leave-request-email\/","title":{"rendered":"How To Write A Leave Request Email"},"content":{"rendered":"<span class=\"span-reading-time rt-reading-time\" style=\"display: block;\"><span class=\"rt-label rt-prefix\">Reading Time: <\/span> <span class=\"rt-time\"> 6<\/span> <span class=\"rt-label rt-postfix\">minutes<\/span><\/span>\n<p>Many employers are now onboard with the idea that time-off is vital for keeping people well and productive. But you can\u2019t assume your leave request will be approved until you have confirmation from your boss.<\/p>\n\n\n\n<p>So, before you spontaneously buy concert tickets or snap up on-sale flights, discover how to write a polite leave request email.<\/p>\n\n\n\n<div style=\"height:40px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>When And Why To Put Your Leave Request In Writing.<\/strong><\/h2>\n\n\n\n<p>Full and part-time employees in Australia are entitled to request paid and unpaid time off for a variety of reasons including:<\/p>\n\n\n\n<div class=\"arrow-wrapper\"><div class=\"arrow-list\"><ul><li><strong>Annual leave<\/strong> for holidays, special events like weddings, and other personal reasons.<\/li><li><strong>Personal\/carer\u2019s leave<\/strong> to deal with an illness\/injury, mental health, or to care for others.<\/li><li><strong>Compassionate leave<\/strong> when a family member dies or in the case of a miscarriage.<\/li><li><strong>Family and domestic violence leave<\/strong> to deal with the impact of experiencing threats or abuse.<\/li><li><strong>Community service leave<\/strong> to help out with voluntary emergency services or perform jury duty.<\/li><li><strong>Long service leave<\/strong> when you\u2019ve stayed with the same employer for a set number of years.<\/li><li><strong>Parental leave<\/strong> so you can take care of your new arrival following a birth or adoption.<\/li><\/ul><\/div><\/div>\n\n\n\n<p>While personal leave leave is often unplanned \u2014 like when you wake up with a nasty bug or a sick kid \u2013 taking most other types of leave requires some negotiation beforehand. <\/p>\n\n\n\n<p>In either case, it\u2019s standard practice nowadays to send an email request or notice.<\/p>\n\n\n\n<div class=\"wp-block-create-block-tip-block tip-wrapper\"><div class=\"row\"><div class=\"col-md-12\"><div class=\"card-wrapper\"><div class=\"card-title\"><div class=\"icon\"><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"20\" height=\"20\" viewBox=\"0 0 20 20\" fill=\"none\"><path fill-rule=\"evenodd\" clip-rule=\"evenodd\" d=\"M7.5 14.33a5 5 0 1 1 5 0v4.17h-5v-4.17Zm4.25-1.3-.75.44V17H9v-3.53l-.75-.44a3.5 3.5 0 1 1 3.5 0Z\" fill=\"#656E83\"><\/path><path d=\"M9.25 1v2h1.5V1h-1.5ZM5.53 4.47l-1.5-1.5-1.06 1.06 1.5 1.5 1.06-1.06ZM15.53 5.53l1.5-1.5-1.06-1.06-1.5 1.5 1.06 1.06ZM1 10.75h2v-1.5H1v1.5ZM17 10.75h2v-1.5h-2v1.5Z\" fill=\"#656E83\"><\/path><\/svg><\/div><h3 placeholder=\"Tip Title Goes Here\">Important!<\/h3><\/div><div class=\"card-content\"><p placeholder=\"Tip Content Goes Here\">For most leave types, there are no hard rules about how much advance notice you have to give. <\/p><\/div><\/div><\/div><\/div><\/div>\n\n\n\n<p>You\u2019ll need to be guided by what\u2019s stated in the award you\u2019re covered by or your employment agreement\/contract, as well as your employer\u2019s documented HR policies.<\/p>\n\n\n\n<p>There are also no hard rules around when your boss can <em>refuse <\/em>your leave request.<\/p>\n\n\n\n<div class=\"indent-wrapper\"><div class=\"indented-text\"><span><em>Both you and your employer are expected to behave like \u201creasonable\u201d adults, which is the number one reason why a respectful approach to asking for leave matters.<\/em><\/span><\/div><\/div>\n\n\n\n<div class=\"wp-block-create-block-tip-block tip-wrapper\"><div class=\"row\"><div class=\"col-md-12\"><div class=\"card-wrapper\"><div class=\"card-title\"><div class=\"icon\"><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"20\" height=\"20\" viewBox=\"0 0 20 20\" fill=\"none\"><path fill-rule=\"evenodd\" clip-rule=\"evenodd\" d=\"M7.5 14.33a5 5 0 1 1 5 0v4.17h-5v-4.17Zm4.25-1.3-.75.44V17H9v-3.53l-.75-.44a3.5 3.5 0 1 1 3.5 0Z\" fill=\"#656E83\"><\/path><path d=\"M9.25 1v2h1.5V1h-1.5ZM5.53 4.47l-1.5-1.5-1.06 1.06 1.5 1.5 1.06-1.06ZM15.53 5.53l1.5-1.5-1.06-1.06-1.5 1.5 1.06 1.06ZM1 10.75h2v-1.5H1v1.5ZM17 10.75h2v-1.5h-2v1.5Z\" fill=\"#656E83\"><\/path><\/svg><\/div><h3 placeholder=\"Tip Title Goes Here\"><strong>Important!<\/strong><\/h3><\/div><div class=\"card-content\"><p placeholder=\"Tip Content Goes Here\">A request might be refused if it clashes with other employees\u2019 leave or is for a traditionally busy period for the business. Employers need to coordinate availability across a team to keep operations running smoothly.<\/p><\/div><\/div><\/div><\/div><\/div>\n\n\n\n<p>What if you\u2019re one the <a href=\"https:\/\/www.abs.gov.au\/statistics\/labour\/earnings-and-working-conditions\/working-arrangements\/latest-release\">2.6 million Australians<\/a> in casual roles who don\u2019t accrue annual or sick leave? <\/p>\n\n\n\n<p>While you don\u2019t need anyone\u2019s permission to not accept a shift, you might still be expected to formally request leave in writing, and it can protect you too.<\/p>\n\n\n\n<div class=\"indent-wrapper\"><div class=\"indented-text\"><span><em>If you only tell your boss verbally that you\u2019re unavailable, there\u2019s no paper trail in case they forget or try to blame you for rostering mistakes that leave the team short-staffed.<\/em><\/span><\/div><\/div>\n\n\n\n<p>So no matter your employment status, a leave request email makes sense because it:<\/p>\n\n\n\n<div class=\"arrow-wrapper\"><div class=\"arrow-list\"><ul><li><strong>Provides<\/strong> a clear record of what happened, in case of any confusion or HR kerfuffles. You\u2019ll have proof of your request\/notice and that it was acknowledged and\/or approved.<\/li><li><strong>Gives<\/strong> your manager and teammates a chance to prepare, so that work quality or customer service doesn\u2019t slip due to being a person down.<\/li><li><strong>Shows<\/strong> you\u2019re a professional team player willing to follow processes that help your employer maintain good records and meet their compliance obligations.<\/li><\/ul><\/div><\/div>\n\n\n\n<div style=\"height:40px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>How To Structure Your Leave Request Email.<\/strong><\/h2>\n\n\n\n<p>In four steps, this is how to produce a professional leave request email.<\/p>\n\n\n\n<div style=\"height:60px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>1. Include A Clear Subject Line And Salutation.<\/strong><\/h3>\n\n\n\n<p>A clear email subject line would usually include:<\/p>\n\n\n\n<div class=\"arrow-wrapper\"><div class=\"arrow-list\"><ul><li><strong>The type<\/strong> of leave you\u2019re requesting.<\/li><li><strong>The date<\/strong> range of your leave.<\/li><\/ul><\/div><\/div>\n\n\n\n<p>For example: <\/p>\n\n\n\n<div class=\"indent-wrapper\"><div class=\"indented-text\"><span><em>Carer\u2019s leave: Wed 30\/04\/25.<\/em><\/span><\/div><\/div>\n\n\n\n<p>Make sure the person you\u2019re emailing with your leave request is the person with authority to approve it.<\/p>\n\n\n\n<div class=\"wp-block-create-block-tip-block tip-wrapper\"><div class=\"row\"><div class=\"col-md-12\"><div class=\"card-wrapper\"><div class=\"card-title\"><div class=\"icon\"><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"20\" height=\"20\" viewBox=\"0 0 20 20\" fill=\"none\"><path fill-rule=\"evenodd\" clip-rule=\"evenodd\" d=\"M7.5 14.33a5 5 0 1 1 5 0v4.17h-5v-4.17Zm4.25-1.3-.75.44V17H9v-3.53l-.75-.44a3.5 3.5 0 1 1 3.5 0Z\" fill=\"#656E83\"><\/path><path d=\"M9.25 1v2h1.5V1h-1.5ZM5.53 4.47l-1.5-1.5-1.06 1.06 1.5 1.5 1.06-1.06ZM15.53 5.53l1.5-1.5-1.06-1.06-1.5 1.5 1.06 1.06ZM1 10.75h2v-1.5H1v1.5ZM17 10.75h2v-1.5h-2v1.5Z\" fill=\"#656E83\"><\/path><\/svg><\/div><h3 placeholder=\"Tip Title Goes Here\"><strong>Important!<\/strong><\/h3><\/div><div class=\"card-content\"><p placeholder=\"Tip Content Goes Here\">You\u2019ll see a lot of example leave request emails online that insist you should begin with \u2018Dear [Manager\u2019s name]\u2019. It\u2019s too formal in most cases \u2014 especially if you\u2019re already on friendly terms.<\/p><\/div><\/div><\/div><\/div><\/div>\n\n\n\n<p>If you\u2019re sending your leave request email to someone you email regularly and usually greet with a \u2018Hi\u2019 or \u2018Hello\u2019, use that same approach.&nbsp;<\/p>\n\n\n\n<div style=\"height:60px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>2. Make Your Request And Clarify Leave Dates.<\/strong><\/h3>\n\n\n\n<p>Get to the point quickly, mention the leave type and provide the precise date range or timing of your leave. Some examples:<\/p>\n\n\n\n<div class=\"indent-wrapper\"><div class=\"indented-text\"><span><em>I am writing to request personal leave from 12-14 of May 2025 due to needing medical treatment for an injury. I anticipate being able to return to work on Thursday, 15th of May.<\/em><\/span><\/div><\/div>\n\n\n\n<div class=\"indent-wrapper\"><div class=\"indented-text\"><span><em>I\u2019d like to use my annual leave to take a half-day on Friday, May 9, leaving work at 12 noon. My dad is visiting from out of town and I want to pick him up from the airport.<\/em><\/span><\/div><\/div>\n\n\n\n<p>Obviously, if you can\u2019t come in because of an unplanned reason, your email is more of a notification. <\/p>\n\n\n\n<p>But you should still include the specific date\/s you\u2019ll be absent.<\/p>\n\n\n\n<div style=\"height:60px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>3. Share Details Or Arrangements Your Boss Should Know.<\/strong><\/h3>\n\n\n\n<p>You don\u2019t need to give a specific reason for why you\u2019re taking leave. But let\u2019s be realistic, being vague can make your request seem suspicious.<\/p>\n\n\n\n<p>If you\u2019re not confident your request will be approved \u2014 and especially if you\u2019re making a request at short notice \u2014 providing some background may lead to your supervisor being more understanding. <\/p>\n\n\n\n<div class=\"indent-wrapper\"><div class=\"indented-text\"><span>That makes negotiating future leave requests easier too.<\/span><\/div><\/div>\n\n\n\n<p>Also, if your workplace policies require it, be sure to attach any doctor\u2019s notes or other evidence.<\/p>\n\n\n\n<p>You may also want to mention:<\/p>\n\n\n\n<div class=\"arrow-wrapper\"><div class=\"arrow-list\"><ul><li><strong>Important tasks, <\/strong>events or deadlines that need to be managed in your absence.<\/li><li><strong>Any arrangements<\/strong> you\u2019ve made to ensure continuity or coverage of your work.<\/li><\/ul><\/div><\/div>\n\n\n\n<div class=\"wp-block-create-block-tip-block tip-wrapper\"><div class=\"row\"><div class=\"col-md-12\"><div class=\"card-wrapper\"><div class=\"card-title\"><div class=\"icon\"><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"20\" height=\"20\" viewBox=\"0 0 20 20\" fill=\"none\"><path fill-rule=\"evenodd\" clip-rule=\"evenodd\" d=\"M7.5 14.33a5 5 0 1 1 5 0v4.17h-5v-4.17Zm4.25-1.3-.75.44V17H9v-3.53l-.75-.44a3.5 3.5 0 1 1 3.5 0Z\" fill=\"#656E83\"><\/path><path d=\"M9.25 1v2h1.5V1h-1.5ZM5.53 4.47l-1.5-1.5-1.06 1.06 1.5 1.5 1.06-1.06ZM15.53 5.53l1.5-1.5-1.06-1.06-1.5 1.5 1.06 1.06ZM1 10.75h2v-1.5H1v1.5ZM17 10.75h2v-1.5h-2v1.5Z\" fill=\"#656E83\"><\/path><\/svg><\/div><h3 placeholder=\"Tip Title Goes Here\"><strong>Important!<\/strong><\/h3><\/div><div class=\"card-content\"><p placeholder=\"Tip Content Goes Here\">You have a right to switch off completely when you\u2019re on leave \u2014 that means no emails or taking work calls. Don\u2019t feel obligated to offer to be available for \u2018work emergencies\u2019 in your leave request email, unless that was negotiated in advance with your supervisor.<\/p><\/div><\/div><\/div><\/div><\/div>\n\n\n\n<div style=\"height:60px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>4. End Your Email Respectfully.<\/strong><\/h3>\n\n\n\n<p>If you\u2019re asking for time off in advance, you might end your email with something like:<\/p>\n\n\n\n<div class=\"indent-wrapper\"><div class=\"indented-text\"><span><em>I look forward to hearing from you after you\u2019ve had a chance to consider my request.<\/em><\/span><\/div><\/div>\n\n\n\n<p>Or if you\u2019re unexpectedly taking leave, you might say:<\/p>\n\n\n\n<div class=\"indent-wrapper\"><div class=\"indented-text\"><span><em>Thanks for your understanding.<\/em><\/span><\/div><\/div>\n\n\n\n<p>To keep it professional, here\u2019s what you <strong>don\u2019t<\/strong> want to do:<\/p>\n\n\n\n<div class=\"arrow-wrapper\"><div class=\"arrow-list\"><ul><li><strong>Make demands<\/strong>, e.g., \u2018I need this approved before Friday so I can book my tickets.\u2019<\/li><li><strong>Apologise profusely<\/strong>, e.g., \u2018I\u2019m so sorry to leave you all in the lurch.\u2019<\/li><li><strong>Overshare<\/strong>, e.g., \u2018I really need this, because I\u2019ve been a mess lately.\u2019<\/li><\/ul><\/div><\/div>\n\n\n\n<div style=\"height:60px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Leave Request Email Template.<\/strong><\/h3>\n\n\n\n<p>Need a draft or template leave request email to get started? Here\u2019s one you can save for future use:<\/p>\n\n\n\n<div class=\"indent-wrapper\"><div class=\"indented-text\"><span>Subject: [Type of leave] request: [Day or date range]<br><br>Hello [Manager\u2019s name],<br><br>I am writing to request [type of leave] from [leave date range].\u00a0<br><br>[Explain the reason for needing leave if relevant and refer to any attached documentation.]<br><br>[Mention any arrangements around your workload or availability while on leave.]<br><br>Please let me know if you need further information, and thanks for considering my request.<br><br>Sincerely,<br><br>[Your email signature]<\/span><\/div><\/div>\n\n\n\n<div style=\"height:40px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Samples Of Good Leave Request Emails.<\/strong><\/h2>\n\n\n\n<p>The samples below show how you can put my advice into action to politely request leave in different circumstances.<\/p>\n\n\n\n<div style=\"height:60px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Leave Request Email Due To Taking Annual Leave.<\/strong><\/h3>\n\n\n\n<div class=\"indent-wrapper\"><div class=\"indented-text\"><span>Subject: Annual leave request: 14-17th April \u00a0<br><br>Hi Amy,<br><br>I\u2019d like to request four days of annual leave to visit my family over the Easter break. I would use my leave from Monday, 14th to Thursday 17th of April (inclusive), and return to the office following the Easter weekend public holiday on Tuesday 22nd April.\u00a0\u00a0<br><br>As we discussed in our one-on-one chat yesterday, by then only final edits should be required to complete the industry report, so I\u2019m confident Jane can manage the project in my absence. But I will have my work phone with me if the team needs to contact me urgently.<br><br>Please let me know if this is OK, or if you need any additional information.<br><br>Regards,<br><br>Romesh<\/span><\/div><\/div>\n\n\n\n<div style=\"height:60px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Leave Request Email Due To A Death In The Family.<\/strong><\/h3>\n\n\n\n<div class=\"indent-wrapper\"><div class=\"indented-text\"><span>Subject: Compassionate leave request\u00a0<br><br>Dear Mr Lee,<br><br>I am writing to request leave of up to eight days&#8217; leave, using compassionate leave and annual leave. Sadly, my step-brother has passed away and I need time off to grieve and support my family with the funeral arrangements.<br><br>I will be away from work starting from tomorrow, 9th of April, and will let you know of my return date as soon as I can.<br><br>I appreciate your understanding.<br><br>Sincerely,<br><br>Nathan<\/span><\/div><\/div>\n\n\n\n<div style=\"height:60px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Leave Request Email Due To Being Sick.<\/strong><\/h3>\n\n\n\n<div class=\"indent-wrapper\"><div class=\"indented-text\"><span>Subject: Sick leave today (14\/04\/25)\u00a0<br><br>Hi Paul,<br><br>Unfortunately I\u2019ve woken up unwell, so I wanted to let you know I\u2019ll be taking sick leave today (14 April). I don\u2019t have any critical meetings scheduled.<br><br>I\u2019ll let you know early tomorrow if I haven\u2019t improved enough to return to work.\u00a0<br><br>Best wishes,<br><br>Sally<\/span><\/div><\/div>\n\n\n\n<div style=\"height:40px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Final Tips For Asking Your Boss For Leave.<\/strong><\/h2>\n\n\n\n<p>Writing a leave request email isn\u2019t hard but getting the tone and details right does matter. It\u2019s one of things that shapes your employer\u2019s perception of you as a reliable, trustworthy employee.<\/p>\n\n\n\n<p>Ensure that you\u2019re informing the right person, through the right process or channel, with an acceptable amount of notice. And then write a concise leave request message in a professional style that matches the level of formality in your workplace.<\/p>\n\n\n\n<p>Once your leave has been approved or acknowledged, keep your manager informed if anything changes about your plans or your workload. <\/p>\n\n\n\n<p>You might also send your boss a quick email the week before you take off on planned leave to remind them of the dates you\u2019ll be gone and provide a \u2018work-in-progress\u2019 update.<\/p>\n\n\n\n<div style=\"height:30px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<p>Jody<\/p>\n\n\n\n<div style=\"height:30px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n","protected":false},"excerpt":{"rendered":"<p><span class=\"span-reading-time rt-reading-time\" style=\"display: block;\"><span class=\"rt-label rt-prefix\">Reading Time: <\/span> <span class=\"rt-time\"> 6<\/span> <span class=\"rt-label rt-postfix\">minutes<\/span><\/span>Many employers are now onboard with the idea that time-off is vital for keeping people well and productive. But you<\/p>\n","protected":false},"author":14,"featured_media":116354,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"inline_featured_image":false,"_uag_custom_page_level_css":"","_lmt_disableupdate":"","_lmt_disable":"","footnotes":""},"categories":[4,270],"tags":[],"class_list":["post-115773","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-career","category-career-development"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.0 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>How To Write A Leave Request Email - Arielle Executive<\/title>\n<meta name=\"description\" content=\"Daily grind getting you down? 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Maybe it\u2019s time you took some of the leave you\u2019re owed \u2014 before burnout forces your hand (more than one-fifth of Aussies have more than 4 weeks annual leave banked).\" \/>\n<meta property=\"og:url\" content=\"https:\/\/arielle.com.au\/leave-request-email\/\" \/>\n<meta property=\"og:site_name\" content=\"Arielle Executive\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/ArielleExecutive\/\" \/>\n<meta property=\"article:published_time\" content=\"2025-04-08T01:20:01+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2025-05-01T20:37:57+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/arielle.com.au\/wp-content\/uploads\/2025\/04\/leave-request-email.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"1490\" \/>\n\t<meta property=\"og:image:height\" content=\"839\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Jody McDonald\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@arielleexec\" \/>\n<meta name=\"twitter:site\" content=\"@arielleexec\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Jody McDonald\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"8 minutes\" \/>\n<!-- \/ Yoast SEO plugin. -->","yoast_head_json":{"title":"How To Write A Leave Request Email - Arielle Executive","description":"Daily grind getting you down? 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