Having your paper accepted is half the way; the other half is your employer’s approval of your absence, and perhaps of your travel costs. A clear request with all its attachments is approved the first time; an incomplete one comes back with a question that eats days out of a tight schedule.
When to send it
Straight after the acceptance letter, and at least four to six weeks before the conference — approvals, tickets and visas all take time.
To your head of department first, who forwards it to the dean or whoever approves it under your university’s rules.
What it must say
The full name of the conference, the organiser, the place and the dates.
The title of your paper, that it was accepted for presentation, and the date of acceptance.
The leave requested in days, including travel days.
What the department and university gain: publication in the proceedings or journal, representing the university, contact with specialists.
Any financial support requested, itemised: registration fee, ticket, accommodation.
How your teaching will be covered during the absence: who stands in, or how it will be made up.
Attachments
The conference’s acceptance letter.
The call or the programme, with your name in it if published.
The abstract of your paper.
A cost estimate if you are requesting support.
A template to edit
Dear [Head of Department],
I am pleased to inform you that my paper “[paper title]” has been accepted for presentation at [conference name], organised by [organiser] in [city, country] from [date] to [date], as confirmed in the acceptance letter dated [date], attached.
I would be grateful for your approval of [number] days’ leave to attend, from [date] to [date] including travel[, and for support towards the participation costs of [amount] as itemised in the attachment]. I have arranged with [colleague] to cover my [course] classes during that period.
The paper will be published in [the proceedings / journal], adding to the department’s and the university’s presence in the field.
With thanks and best regards,
[name] [academic rank] [date]
