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How to Write Leave Applications for the Office?-[With Leave Samples]

In this blog, we’ll help you get your well-deserved time off work by showing you how to write a leave application for the office that cannot be rejected.

Table of Contents

What is a Leave Letter?

A leave letter, or a leave application, is an official document requesting permission from your employer to be absent for a certain period of time. The purpose of submitting such a request in writing is to provide the company with necessary advance notice so they can plan accordingly and manage workflow without disruption due to staff absences. A well-written leave application should include:

• Information on how long the applicant expects to be away from work.
• Whether any pay will need to be adjusted during this absence (e.g., accrued vacation days).
• Precise contact details for further documentation needed by Human Resources upon return (if applicable).

Even if it isn’t mandatory in your company, submitting a formal request for permission goes a long way towards maintaining smooth working relationships with employers and avoids disciplinary action that may be taken by them due to absence without approval.

You can also learn more about how to communicate professionally in a business, by taking this business communication skills course .

Content of Leave Letter for Office

To ensure your leave application for office is written professionally and includes all the key information, follow these guides on how to write a leave application for office :

1. Understand Your Organization’s Policy on Leave

It is important to review your company’s leave policy and rules carefully before planning a vacation or any other activity that requires taking time off. Understand your entitlement to various types of leaves offered by the company, including earned and casual leaves. Also, understand their eligibility criteria.

2. The Subject (purpose) of the Application

This is where you state why you are submitting an application for leave. You should specify what type of leave it is, such as a vacation or sick day request.

3. Salutation and Receiver’s Name

Here, include who the letter is addressed to, which could be your boss or a specific individual in the Human Resources team .

4. Reason for Taking Leave

Explain in detail why you require this time off from work including events like medical appointments/treatment that require absence from the workplace etc. This way, your superior understands fully without leaving any doubt the reasons you’re requesting this time off.

5. The Number of Leaves Needed

Employees should indicate the dates that they will need to be away from work. This includes both the start and end date of their leave period.

6. Work Plan During the Absence

Employees can create a plan for their absence, outlining tasks to be completed before they leave. They should also provide detailed instructions on how to execute daily duties in case of emergency when not present at work and offer training and knowledge transfer to any substitutes during the period away from duty.

7. Contact Information

Employees must supply their up-to-date contact details in order to be reachable by co-workers during any emergency situation. To ensure minimal disruption or loss of productivity due to said absences, employees should remain contactable via phone/email if needed.

8. Use Polite and Professional Language

Express your request for leave in a respectful and businesslike way. Be sure to keep an appropriate tone throughout the conversation, using phrases such as “Please,” “Thank you” and other polite words that demonstrate respectfulness. Ask politely rather than demanding support, being mindful of how decisions might affect both parties involved. Show appreciation if granted permission by expressing gratitude with statements like “I am very grateful” or “I would be most obliged”.

9. Conclude Professionally

End your leave application with a polite closing phrase such as ‘Warm Regards’, or ‘Yours Sincerely’, followed by your name. Also, include in the letter/email your job title and contact information. If you are sending a hard copy of the leave request make sure to sign it at its end for added authenticity.

10 Proofread Your Leave Application

Review your leave application for any mistakes. It might be helpful to read it aloud as this can help pick out typos, grammar issues, and anything else that doesn’t sound quite right. Additionally, check that the dates you have specified in the document are correct and make sure all of the information is accurate before submitting it. Make adjustments where needed so that there are no errors in your application.

Sample Leave Application Format for Office

This is a sample format of a simple leave application for the office that works for different types of leave applications.

1. Sample for Annual Leave Application

Everyone deserves a break to recharge and rejuvenate. Use this sample annual leave application to request time off from work, to get your well-deserved vacation or personal time.

2. Sample Maternity Leave Application

If you’re going to have a baby soon, it is very necessary for you to take some time off work. Here is a sample maternity leave application to inform your boss about your absence.

3. Sample Emergency Leave Application

Emergencies are usually unpredictable. An unexpected circumstance can arise at any time, requiring immediate time off from work. Here’s a sample emergency leave application to notify your employer about your urgent absence.

When you need time away from work, it is essential to submit a well-crafted leave application for the office . Make sure your request follows all guidelines given by the company and includes vital information such as why you are requesting time off, etc. Employ polite language in your letter and make certain that everything has been checked twice so there are no mistakes present.

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Harshita is an English Literature graduate from the University of Delhi with 3 years of experience in Content Writing and Editing. Dedicated to her craft, she loves creating magic with words. She is a big fan of hoarding cute planners and journals and can be seen watching FRIENDS (almost EVERYTIME) in her spare time. Her meticulous attention to detail makes her stand out from the crowd. A typo epidemic is her worst nightmare!

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• How to Write a Leave Application Letter [+5 Letter Samples]

The need to write a leave application letter could arise for a number of reasons . So your son is ill and you need to stay home to take care of him. Would management even let you go? How do you get this drafted? It’s not like anybody is allowed to just travel right? 

The truth is, at some point during your employment, you may need to request a leave of absence. This could be for a variety of reasons ranging from personal or family health problems, the birth and/or adoption of a child, to rest from excessive job stress. It could also be the loss of a loved one or the pursuit of a hobby or a desire to travel. A leave of absence in your case is not a luxury, but a necessity.

What is a Leave Application Letter? 

A leave application letter is a letter written to apply for a leave of absence from the office for a certain period.

The concept of a leave application centers around a formal way of asking for a break/leave of absence from work for a specified time period.

A person writes leave application letter they’re unable to perform their duties for a stipulated period of time.

Types of Leave Applications 

• Sick Leave  

Sick leave is basically a leave of absence due to an illness. Sick leave is granted under a number of scenarios; for personal physical or mental illness, the care of a sick child, spouse, parent, or parent of a spouse, regular health checks, and/or to address the physical, psychological, and legal effects of domestic abuse. 

At the moment, there are no federal legal requirements for paid sick leave. For companies subject to the Family and Medical Leave Act (FMLA), the Act does require unpaid sick leave. The U.S. government ensures that federal employees get 13 paid sick days a year.

• Study Leave 

Study leave is basically a leave of absence from work granted in order to allow a person time to study or carry out research. In the case of a school pupil, it allows them to study at home, usually in order to prepare for examinations.

According to the labor laws in the US, Study Leave with or without pay is a matter for arrangement entirely between the employer and the employee. By law, the maximum length of study leave granted in the same employer’s service is two years. 

• Sabbatical 

By definition, a Sabbatical leave is a period in which a person does not report to his regular job but who remains employed with that company. Also commonly referred to as ‘career break’ or ‘adult gap year’, It is a period away from work, agreed with your employer.

The truth is, there are no laws that cover taking a career break or sabbatical; as such employees have no statutory right to take leave. A sabbatical will in most cases be an authorized, unpaid leave of absence.

• Maternity/Paternity Leave

Maternity leave is basically a period of absence from work that is granted to a mother before and after the birth of her child. The US government doesn’t guarantee for paid maternity leave, employers may, however, provide paid leave if they choose. If you have worked at a company for at least a year, you are entitled by federal law to take up to 12 weeks of unpaid maternity leave.

Paternity leave is a period of time that the father of a new baby is allowed away from work. Usually, a company provides up to eight weeks of paid paternity leave. When a man takes time off because his partner is having a baby, adopting a child or having a baby through a surrogacy arrangement he might be eligible for: 1 or 2 weeks’ paid paternity leave, paternity pay and/or shared parental leave and pay.

• Vacation/Holiday Request Letter 

Vacation leave is ideally available to all eligible employees for the purpose of rest, relaxation, and to attend to personal affairs. It is strikingly similar to annual leave which is paid time off work granted by employers to employees. Although not stipulated by law, many employers nonetheless offer paid vacation, typically around 10 workdays, to attract employees.

• Emergency Leave Application 

Emergency leave is necessary to cater to unforeseen circumstances such as the death of a loved one/family member. A funeral leave, which is leave of absence with pay, must not exceed three days and can be granted for absence from work. You qualify for an emergency leave if; there is a verified death, a life-threatening condition due to an accident, illness, or major surgery, or to visit a terminally ill person in the immediate family.

5 Top Leave Letter Format

Sick leave letter format.

The Manager,

(Insert company name)

Subject: Leave Application due (Insert illness)

Dear Sir/ma’am,

Respectfully, it is to inform you that I am suffering from (Xyz’s illness). I am an employee of your firm for the past (x years). I recently have been diagnosed with a (insert illness). Due to this sudden illness, it would not be possible for me to make an appearance at the office for a month. 

This critical condition has deteriorated my health a lot. I cannot eat properly and have a really bad body rash. It is impossible for me to concentrate on anything. I can attest to have been a dedicated employee and did not take any additional leave from work ever. 

The employee regularity record would serve as evidence of this claim. I would be able to come back after my complete recovery and serve your firm again with the same vigilant and attentive inclination. I hope you take my plea into consideration and allow me a leave of absence for a month. I shall remain indebted to you for this kindness.

Yours Truly,

(Insert name),

(Insert date)

Study Leave Letter Sample

The Manager (Authority name),

Institute Name…

Institute Address…

Sub: Leave Application for Further Study

Dear Sir/Ma’am,

The Higher Education Commission, (Country name) has recently offered a free six-month study program (Another country name) for the candidates fulfilling the criteria. For government and private servants, it is a prerequisite to get approval from the relevant authority. 

Sir/Ma’am, I fulfill the criteria of this study program. I believe it is a once in a lifetime opportunity for me to fulfill my dream of studying abroad.

I am committed to continuing my services to the department after receiving higher education in (Country name). I shall be indebted to you for approving my leave application for the study program.

Thanking you in anticipation.

Yours faithfully,

Job Designation…

Contact no…

Sabbatical Leave Letter Sample

Dear [Recipient Name],

My name is [insert name] and I have been working in the ICT department for the past decade. I have recently found myself stuck in a loop, doing the same things over and over again. My learning process stopped and I haven’t improved for a while now.

Feeling the need for self-development, I would like to request for an extended leave, sabbatical, in order to continue my studies and earn another degree. 

I am committed to [company name] and I am happy to work here. I am planning to resume my work at [company name] once I earn my degree, by then, I will be more knowledgeable, motivated, experienced, and more committed.

I do believe that this move is beneficial for both me and the organization. I plan to enroll in late September. The program will take no longer than nine months, so I should be back by May. I have briefed the head of the department and he assured me that coverage is available and that workflow will not be affected much.

I kindly ask you to consider my request and I am hopeful that will approve it. Attached to this letter are the program acceptance letter and other related documents for your reference.

Thank you very much.

Best Regards

(Insert name)

Maternity Leave Application Letter

Subject: Application for Maternity Leave

Dear Mr./Mrs. {Recipient’s Name},

I write to inform you of my intention to take the allotted {Number of weeks} of maternity leave available to me. I hope to start my maternity leave on {Starting date} and return to the office by {Tentative joining date}, barring any unforeseen issues regarding my pregnancy and delivery arise.

If my plans change for any reason, I will let you know as soon as possible. A letter from my doctor confirming the relevant details have been attached to this letter.

Please do well to contact me if you need any additional information.

Yours Sincerely,

{Your Name}

Annual Vacation Request Letter  

Subject: Annual Leave Application

Dear Mr./Ms. {Recipient’s Name},

I write to inform you that I will be traveling with my family for a period of one month, between {start date} and {end date}. Due to the fact that my entire quota of annual leave sanctioned by the company is pending, I request you to adjust my leaves accordingly.

Following my earlier discussion with my team lead, I have requested my colleague, Mr./ Ms. {enter name} to take over my project while I am on leave. I have already handed over all material regarding the project to him/ her, and expect there to be no exigencies in my absence.

Due to the nature of my travel plans, I may not be available to take phone calls. I request you to address any urgent work-related matters to my email address {enter email ID}.

I will be grateful for a positive reply to my leave request.

Thanks and regards,

How Employers & HRs Can Receive Leave Application Requests

With online forms, Formplus provides a flexible way to store your received data in the cloud storage of choice. You also have the option to opt-out of storing your data on our servers

With unlimited file uploads , users can submit online forms without any restriction to the size or number of files that can be uploaded, Formplus is a great tool to manage employee data. 

Form analytics and reports also give you an insight into an overview of the data submitted to your form.

 Top Leave Application Template for HR and Employers

• Maternity Leave Application Form 

This online maternity leave application form is for a pregnant employee intending to apply for maternity leave as the delivery period nears. This request will help you plan ahead and help solve challenges that may arrive as a result of an employee leave which might be up to 6 months, depending on the labor laws in your country. 

• Paternity Leave Application 

Form Formplus’ online paternity leave application form allows your employees to apply for paternity leave when expecting a baby. That is if the labor laws grant prospective Fathers paternity leave when expecting a child with their partners.

• Sick Leave Form

This sickness notification form template allows your employees to formally notify you of their illness and unavailability to work. With this form, you can track all sick notifications from employees.

• Travel Request Form 

With the online travel request form template, you can let your prospective customers, employees or ward request for a travel package for business trips, holidays, honeymoons, pilgrimage, etc. This travel request template is perfect for travel agencies, employers and tour consultants.

On the whole, a leave application letter should contain a valid reason for your leave application, which should convince the employer and make him grant you leave. 

If you are having a reasonable enough claim for leave application then your request will not be declined without any justification, particularly, when it is due to some personal reasons, could be an illness, urgent piece of work or for visiting sick parents, etc

Most importantly, the leave application should not sound friendly or casual; rather it must be formal and professionally-written.

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• How To Write A Leave Application For Office (Samples)

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Asking for permission to stay away from the office is always difficult, even when you are entitled to it. There is always that nagging thought at the back of your mind – What if they say no? The thought is justified.

Sometimes the company just can’t afford to let you go, especially if your reason for requesting leave is not that pertinent.

Sometimes, however, your leave application gets rejected, not because of the reason behind the request, but rather because of how you make the request.

For instance, if you craft a leave application in impolite language where you literally demand to be allowed to stay away from work, you probably won’t get your request approved.

Furthermore, there is a certain format you have to follow when writing your leave application. Remember leave applications are supposed to be formal documents. The leave application is the official way to request leave.

Of course, you could of course ask your manager for leave verbally, but even if they agree, you might still have to write a formal leave application letter.

This is why crafting an effective leave application is a skill everyone working in the corporate world should learn.

If you don’t know where to start or the do’s and don’ts of leave application writing, read on for a complete breakdown of everything you need to know.

DETAILS TO INCLUDE IN YOUR LEAVE APPLICATION FOR OFFICE

In a leave application for office, you need to explain to HR or the manager why you are taking a leave of absence: what situation exactly is prompting this action?

Below are some of the important details you should always remember to include when writing your leave application:

• Your complete name, address, contact information and employee code: These are details that identify who you are.
• Salutation: This is a greeting addressed to the recipient of the leave application.
• The subject of the application: This is where you specify the type of leave you are requesting for. For instance, you could write “Request for maternity leave .” This makes it clear even before the recipient reads the letter exactly what you are applying for.
• Why you are taking leave: In the letter itself, providing the reason for your desire to take leave. It could be for health reasons, to study, to go on vacation, to take care of an emergency that has emerged, maternity, adoption of a child, and so on.
• Number of days you’ll be away: It is very important that you remember to specify the number of days you intend to be away from the work place. This will allow the company to plan accordingly for your absence. Include the date you’ll go on leave and the date you’ll return to the workplace.
• Work plan in your absence: It goes without saying that work will continue in the organization even in your absence. While you may be entitled to take leave, it is always good when you show initiative and thoughtfulness by ensuring your responsibilities and duties will be handled in your absence. For instance, you can discuss this with your supervisor or with your colleagues and ensure your most urgent duties are distributed to colleagues. You can also train a replacement (an intern perhaps). Another solution would be creating a document that contains detailed information of your daily work. You can also indicate that you will be available in case of any emergency during your absence.
• Contact Information: Provide accurate contact information to ensure you are reachable during your leave. Sometimes emergencies come up and you are the only one who can solve the problem. For instance, if you are the only one who knows where a certain key document is located, they might need to reach you for assistance.
• Official documents: You should be ready to provide any documents, if necessary or if asked for, that support or corroborate your need to take a leave of absence. For instance, if you are taking sick leave, a letter from the doctor may be necessary.

THINGS TO REMEMBER WHEN WRITING A LEAVE APPLICATION

Below are some things to keep in mind when writing a leave application;

• Use a formal format: Ensure you draft the leave application in a formal format. This is because the leave application is an official letter, making your employer officially aware of your absence. You may have already informally discussed your leave-taking with the manager or supervisor, but it is the application letter that makes the matter official, which is why it needs to be written in a formal format. As for the contents of the application, we have already covered that above.
• Be concise: Don’t beat around the bush. Instead, get to the point straight away. Furthermore, don’t get too carried away explaining your reasons for taking leave – especially to the point of giving away too many personal details. Identify the most important details that need to be in the application and express them in a matter of a few paragraphs.
• Polite language: Use courteous language in the application. No matter how entitled you feel to being granted the leave request, don’t display that entitlement in the application letter. Use language that is polite, tactful, and convincing. This is especially important when you are taking a sabbatical – what some people call “ adult gap year ”. It is very easy for you application for a sabbatical to be rejected. You must therefore use tactful language to try and convince HR that this is something that a) you need, and b) might be beneficial to the company.
• Make it clear that you are coming back: Employees have sometimes been known to go on leave and not come back, perhaps due to being poached by other companies or quitting their jobs. To allay such fears, provide assurance to HR or your reporting manager that you will come back to the office and your duties as soon as your permitted leave duration ends.
• Show conscientiousness: Show conscientiousness about your duties and responsibilitie s at the workplace. That means you should demonstrate that your duties and responsibilities are important to you. If you simply write an application letter and talk about going to leave, but you don’t say anything about the work you will be leaving undone, it might give the impression that you don’t really care about your job.

Show conscientiousness by planning for how your duties and responsibilities will be taken care off in your absence. You can organize this with your supervisor or your close colleagues.

This is to ensure that there is smooth workflow even in your absence. It could also mean stating that when you come back from leave, you are going to make up for all the lost time.

• Express your thanks: At the end of the application letter, be sure to include one sentence where you thank the manager for taking the time to read through your application and (hopefully) for approving your request.
• Verbal permission: It is also advisable to get verbal permission from your reporting manager prior to writing your leave application. The application letter then becomes a way of making official what has already been approved.

THE DON’TS OF WRITING A LEAVE APPLICATION

The following are some of the things you should avoid when drafting your leave application letter:

• Ensure that there are no grammatical errors in your letter. Once you have typed it, read it at least two or three times to correct any grammar mistakes and punctuation errors.
• Don’t write in a casual tone.
• Don’t use complex terms or purple prose to show off. Ensure your application is as simple to understand as possible, something that can be read and understood quickly without having to consult the dictionary.
• Don’t use an informal format or make your leave application too long.

TYPES OF LEAVE YOU CAN APPLY FOR

1. sick leave.

This is when you take a leave of absence on account of an illness. Sick leave scenarios include physical illness, mental illness, health checkup, taking care of a sick loved one or dependent, or when you need to take time out to cope with or overcome the physical, psychological, and legal repercussion/effects of domestic abuse.

At the moment, there are no existing federal legal requirements for paid sick leave . Companies that are subject to the Family and Medical Leave Act (FMLA) are, however, expected to provide unpaid leave of up to 12 weeks for certain medical situations.

When crafting an application for sick leave, ensure you give relevant details (not too detailed, however) to prove credibility.

2. Study Leave

This is leave you take solely for the purpose of studying or carrying out research. Study leave, with or without pay , is not a legal requirement/obligation. Whether you get it and if you get paid is up to your employer. Keep this in mind when you are applying for study leave – remember that you are not entitled to either the leave or the pay. Choose your wording carefully.

3. Sabbatical

A sabbatical leave is the kind where you (for a given period) stop reporting to work for an extended period of time but you are still an employee of that company. Another name for it is “adult gap year” or “career break”. It’s highly likely to be an unpaid leave of absence.

There are no laws that cover you if you want to take a career break. This may be the most delicate application to write.

When writing the application for a sabbatical leave, figure out how to show that doing this will make you better at your job when you come back. Don’t display any entitlement, lest you either a) get denied, or b) lose your job in the process.

4. Vacation/Holiday Leave

Vacation leave is a period when you take time off from work to rest, relax, or attend to your own personal affairs. It is quite similar to annual leave (paid time off work). While vacation leave is not covered by law, there are many employers who offer paid vacation, usually as a means to attract employees.

The approach you take when writing your vacation leave application should be informed by your company’s guidelines or regulations concerning vacation leave.

5. Maternity/Paternity Leave

Maternity leave is a period during which a mother, before and after her child’s birth, is allowed to take time off from work. The US laws do not guarantee any national statutory paid parental leave for new mothers and fathers.

That said, there are some employees who are entitled to 12 weeks of unpaid leave annually for birth, adoption, or medical leave under the Family and Medical Leave Act (FMLA). Unfortunately, not all companies are covered by the FMLA (they have to have at least 50 employees).

6. Emergency Leave Application

This is when you need to take leave to deal with unforeseen circumstances that have emerged, such as the death of a loved one. Other scenarios include an accident, a major surgery, to visit a terminally ill family member, and so on.

LEAVE APPLICATION SAMPLES

Now that we have covered the different kinds of leave, let us look at samples of how to write applications for some of the different leave types.

1.  Study Leave Application Letter Sample

Manager’s Name Institute’s Name Date

Sub: Leave Application for Further Study

Dear Sir/Madam

I am writing this to request for a six-month study leave, to start on [date]. During the leave period, I will be at [name of educational institution] pursuing a [name of program or course]. The program starts on [date].

After I have completed my period of study, I believe I will bring greater value to the organization. Should my leave application be granted, I intend to resume my duties at the office on [date]. I will be greatly indebted to the company for giving me this opportunity to further my studies.

I am also thankful for the opportunity to serve this company.

Yours faithfully, Name Job Designation Contact Number

2. Sick Leave Application Letter Sample

The Manager Company Name Date

Subject: Leave Application Due To The Flu

Dear Sir/Ma’am

This is to inform you that I am currently suffering from the flu. After visiting the doctor on Wednesday, I was diagnosed with the flu and bed rest was prescribed.

My fever is consistently at over 100 degrees, my muscles ache, I have chills and sweats, and I cough throughout the day. I also have frequent headaches, nasal congestion, and sore throat. I am afraid that not only does my illness make it impossible for me to discharge my duties, but it also poses a risk to the rest of my colleagues who might also contract the flu if I continue coming to work.

For that reason, I am applying for a ten-day leave to ensure I am completely well when I return to the office. Attached to this application is a letter from my doctor. I hope you take my application into consideration.

3. Annual Leave Application Letter Sample

Manager’s Name Company Name Date

Subject: Annual Leave Application

Dear Mr. /Ms. [Recipient’s Name]

I am writing this to let you know that I will be taking my company-sanctioned annual leave for a period of one month, starting on [start date] and ending on [end date]. Throughout the year, I have not gone for leave, and would like to at this time utilize my full annual leave allowance.

Having had this discussion with my supervisor already, my responsibilities and duties have been distributed to colleagues in my department. I can therefore take this leave with a clear conscience that work will continue smoothly in my absence.

During the leave, I intend to travel, and due to the nature of said travel plans, it will be difficult to reach me on phone. I therefore urge that in case of any urgent work-related matters that require my attention, do write to me via email: [enter email address].

I will be grateful for a positive response to this application.

Thank you and regards,

4. Sabbatical Leave Application Letter Sample

Dear [Recipient Name],

My name is [name] and I have been working in the IT department for the last three years. Of late, however, I have felt the desire to be more and do more in my work. I feel as if I am stuck repeating the same monotonous tasks daily. I would like to take a sabbatical leave to help me renew my motivation and at the same tme increase my skills, particularly in coding and graphic design. I believe this will be instrumental in helping me take on more responsibilities and more complex tasks when I come back.

It is due to this desire for self-development and for a renewal of my passion for my job that I am requesting an extended sabbatical leave of [period]. During this time, I will take a few online courses on coding and graphic design.

Committed as I am to this company, I believe that when I resume work, I will be in better shape to give my all to the job and truly be of high value to [company’s name].

It is with the earnest hope of approval that I write this application.

Best regards,

5. Maternity Leave Application Letter Sample

Subject : Application for Maternity Leave

Dear Sir/Madam,

This is to inform you that I intend to take the allotted [write down number of weeks/months] of maternity available to me, starting on [start date]. In the event that there are no pregnancy or delivery-related, unforeseen issues that crop up, I intend to resume my duties at the end of my maternity leave on [tentative joining date].

Should my plans change for any reason, be sure that I will inform you speedily. Attached to this application is a letter from my doctor with confirmation of the relevant details.

During this period, you can reach me at this number for any emergency: [contact number].

Yours Sincerely,

6. Vacation Leave Application Letter Sample

Subject : Leave Application for Family Vacation

I am writing this to request approval for a 12-day vacation leave, starting on [start date] and going on up to [end date]. My family and I have been planning a trip to Brazil.

Having known for a while that I intend to take vacation leave, I have in the last few weeks been staying extra hours at work to ensure that I finish my most urgent work projects. I have also communicated with my immediate supervisors and had my work duties and responsibilities distributed to my colleagues to ensure smooth continuity even in my absence.

Thank you, and I am looking forward to your response.

Yours sincerely,

7. Leave Application For Emergency

Subject : Funeral Leave

I write this email to inform you of a family emergency that has disrupted my life and made it impossible for me to come in to work. Last night my sister passed away, having been bedridden in the hospital for the last two weeks after a heart surgery. Arrangements of the funeral – as well as the grief – are going to keep me preoccupied for the next few days.

I am sorry for any inconvenience that will be caused by my absence and have called into the office to organize the distribution of my most urgent duties to colleagues. In any case, I will be back at the office on [date], during which I will complete the remaining tasks.

Thank you for your kind consideration.

WRAPPING UP

The biggest take-away from this is that leave application letters should be formal, polite, and follow a particular format. The what of your application is also very crucial, and this means giving the reason why you want to take leave.

The more urgent or pertinent your reason, the higher your likelihood of getting your application request granted.

Another important thing to remember is conscientiousness. The moment you say you want to go on leave, the management starts to wonder what will happen to the work you are supposed to be working on.

Though this might depend on the context and on the organization’s protocols, it is usually a good idea for you to make arrangements that ensure the disruption in workflow is as minimal as possible in your absence.

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Published In: Letters

Writing a Leave Application for Office (Samples & Examples)

A leave application is a professional way of requesting to be absent from work for a specific period. There are various ways of addressing your concerns to your supervisor. There are rules and features that should be included in the application when sending a formal leave application email.

Leave applications should be genuine, brief and should have enough details explaining why you are requesting for a leave. The reason why you are requesting for a leave will determine whether your leave request will be accepted or not.

What is a Leave Application for Office?

A leave application for office describes an employee’s situation of why they won’t be able to work at the office. The applications are usually made by employees when they want to be granted official leave to be absent from work.

Most organizations require that the employees before setting off for their leave if they have a problem to contact the HR to help them solve it either manually or by drafting it in an application.

For an employee to go for a leave, they must first contact their supervisor to make an appointment or meeting request so that they can be able to discuss their issues before being provided with a leave application for acceptance.

There are two different types of leave applications:

• E-mail format
• Letter Format

What to Include in a Leave Application (Letter Format)

• Recipient’s name and address: write the name and address of the person you are sending the letter to
• Subject line: write a great subject line and include any other details to make your letter easy to understand. You can use soothing like “Leave application…”
• Salutation: salute the recipient appropriately. Use their last name and title
• Body: in the body of your letter, state the reason why you would like to be granted leave, the duration of your unavailability, your point or mode of contact incase of any issues and whom you have delegated the work to
• Thank you note: thank the recipient for taking their time to consider your leave application
• Complimentary closing: use a formal closing to conclude your letter
• Your name: write your name in full and your job title
• Date: add the date of writing the letter i.e. current date

What to Include (E-mail format)

• Salutation: add the recipient’s name and title
• Body: state the reason why you would like to be granted leave, the person you have delegated your duties on, and for how long will you be unavailable.
• Complimentary closing: use only a standard closing
• Name: include your name and job title at the end

Key Areas to Cover

• Salutation: when writing make sure to properly salute the recipient by writing their name and title
• The subject of your application: to make it easy to the recipient to find your letter specify your reason for writing in the subject. You can also mention the type of leave that you are applying for.
• Reason for taking the leave: specify your reason for taking leave from work e.g. health, urgent work or family emergency. One can basically be granted leave for any situation that they are in as long as it is valid.
• Duration of the leave: make sure to include the specific dates that you would like to be allowed to not report to work. Make sure that you are as specific as possible when writing the dates
• Work plan during leave: whom will you be allocating all the duties and responsibilities and work load that you have?Make sure to specify this clearly, as employers wouldn’t like to have any pending work when you are on leave.
• Contact information: provide your contact information for urgent communications. You can also provide your alternative phone numbers so that in case you can’t be reached using your official number they can always use the alternative numbers.
•   Signature: ensure that you sign the leave application to show the recipient that you are indeed aware of the document.

Leave Application for Office Templates

If you are looking to draft the best leave application letter for office, then you are in the right place. Download our free and premium templates to help you find the right words to put into your leave application letter. After downloading, makes sure to include the right details and tailor the letter to suit your application.

Here are a few things that you should include in your leave for office application: The recipients address The subject of your application The reason behind your application for leave The requested leave duration Your emergency contact information Your signature

Start by sharing your issue with a co-worker or HR and get someone who can handle your workload during your absence. Mention the person to whom you will be delegating the work in your application. Mention when you will be back from your leave. Thank the recipient for taking their time to consider your leave application.

Related Documents

How to Write Personal Leave Application for Office

Divyanshu   Jangid

If you are planning to take a break from work, you will have to inform your employer in advance. Most companies need you to submit a formal leave application in case of planned personal leaves.

A personal leave application serves as a formal request for your employer to excuse you from work for a few days. Informing about your absence formally puts you in the good books of your employer.

But you must follow a formal format while drafting the application. So, we have compiled this in-depth guide to help you write a formal personal leave application for the office.  

• Points You Should Attend in the Personal Leave Application

A personal leave application for office must cover the following points:

• Application date
• Name, designation, and address of the recipient
• Purpose or subject of writing the letter
• Salutation line
• Leave duration
• Reason for taking the leave
• Work plan during your absence
• Your name, designation, and contact information
• Your signature
• Personal Leave Application Format

[Recipient’s Name]

[Recipient’s designation, company name, and address]

Subject: Personal leave application

Dear Mr. / Mrs. [recipient’s name]

[Body of the application: request the leave, specify the reason, duration, and work plan during your absence]

[Thank you note]

Yours sincerely

[Your signature]

[Your name]

[Your designation]

[Your contact details]

• Personal Leave Application Format for Email

[Body of the email: request your leave, specify the reason, duration, and work plan during your absence]

• Personal Leave Application for Visiting Hometown [Letter]

1 August 2022

Mr. Balbir Kundra

Project Manager

KWC Private Limited

Pune, Maharashtra

Subject: Requesting leave for four days to visit my hometown

This is to inform you that I am requesting leave from 8 August 2022 to 11 August 2022 (five days). I need to visit my hometown in Hyderabad during that time. I will be back in the office on 13 August 2022 (Friday).

I have completed all the assigned work till now. I have also delegated responsibilities to my team members to handle all the work during my absence. During my leave, Vineet will take the responsibility of leading my team.

I will be available on call and by email during that time. In case of an emergency, anyone can contact me, and I will be happy to help. I am also willing to attend meetings virtually if something urgent comes up during that time. 

Kindly approve my leave application, and I guarantee you that everything will run smoothly during that time. Thank you in advance for your kind cooperation. 

Yours sincerely Aloka Verma Content Developer Mobile: +91-XXXXXXXXXX Email: [email protected]

Also read: How to Write a Half Day Leave Application for Office

• Personal Leave Application for Marriage [Email]

Subject: Requesting leave for three days for my marriage

Dear Ms. Kumar,

I would request a leave from 4 August 2022 to 6 August 2022 (three days). I need the leave as I am getting hitched by my long-term partner. I will be back in the office on 8 August 2022 (Monday).

I have delegated some responsibilities to my juniors to ensure that the work doesn’t get hampered during that time. I have also completed some work in advance so that we don’t miss any deadlines due to my absence. I have explained to my team how to function during my absence, and I hope they will fulfill individual responsibilities perfectly.

In case of urgency, please don’t hesitate to get in touch with me. I will be available via phone and my personal email.

Thank you for your kind cooperation during an auspicious occasion of my life.

Warm Regards Dhruv Kulkarni Design Head Mobile: +91-XXXXXXXXXX

• Mistakes You Should Avoid While Writing a Personal Leave Application

You should be mindful of these mistakes while drafting a personal leave application for office:

• Don’t address the leave application to the wrong person: You must know to whom you should address your personal leave application. You might have to address it to your immediate supervisor or your departmental head. If you have any confusion, ask your HR manager.
• Don’t forget to mention the date: You should begin your personal leave application with a date. The date shouldn’t be too far from when you are planning to submit the application. Moreover, you should clearly specify the dates on which you will be unavailable. Check the month and day carefully to avoid any confusion or misunderstanding.
• Never submit the application without a subject line: A personal leave application without a clear subject line is unprofessional. You need to clarify the purpose of writing the application in the beginning. Especially when you are sending an email, the subject line is mandatory. Otherwise, your personal leave email might end up in the spam folder of the recipient.
• Don’t forget to add a salutation: You can begin your personal leave application letter using “Dear Mr./ Mrs./ Ms.” followed by the recipient’s last name. You can also use the first name and middle name or only the last name of the person and add a “Ji” with it.
• Never forget to make a formal request: You should mention the duration and reason for your leave explicitly. Your application should be able to convince the recipient about the urgency of the leave. 
• Never draft the application in an informal tone: You need to convey the urgency of your leave in a professional manner. You will have to sound courteous and cooperative throughout the application.
• Don’t forget to state the work plan during your absence: You should convince the recipient that the workflow won’t get hampered during your absence. You can name a few replacements who will take care of your work during the leave period. You might also inform the recipient that you have already completed the work for that period. You also need to mention how you can be communicated during that time in case of an emergency.
• Don’t unnecessarily elaborate on your application: You will have to add all the necessary details in your personal leave application, like the dates of your unavailability and the reason why you need the leave. But don’t exaggerate your personal leave application with unwanted details and make it unnecessarily lengthy. A precise personal leave application will be more effective. 
• Never send the application without proofreading: You might have made grammatical and spelling errors in the application without your knowledge. Always look for typos and errors before sending the application. You should also add proper punctuations to make your leave application more formal, accurate, and error-free.
• Ending Note

Try to submit your personal leave application well in advance. It will provide your superior with adequate time to figure out the flow of work during your absence.

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Table of Contents

How To Write a Leave Application For Office Like a Pro? (With Samples)

The need to write a leave application letter could arise for several reasons. So your son is ill, and you need to stay home to take care of him. Would management even let you go? How do you get this drafted? Is it not like anybody is allowed to just travel, right?

The truth is, at some point during your employment, you may need to request a leave of absence. The need for absence could be for various reasons ranging from personal or family health problems, the birth and/or adoption of a child, to rest from excessive job stress. It could also be the loss of a loved one or the pursuit of a hobby, or a desire to travel. A leave of absence, in your case, is not a luxury but a necessity.

List of application letter samples:

• Casual leave application
• Vacation leave application
• Maternity leave application
• Annual leave application
• Paternity leave application
• Sick leave application
• Leave application due to the illness of a close family member

Leave application due to the death of a family member sample

Leave application for special occasion (marriage) sample.

• Emergency leave application

Leave application for a day sample

Leave application for half-day sample, 1. what is a leave application for office.

When an employee seeks a temporary break from their work due to personal reasons, they write a leave application letter or letter of absence to the concerned authority. Writing such a letter shows professionalism on the employee's part and gives adequate time to the team and the employer to prepare. Taking leave without a prior application is much like putting everybody in office in difficulty.

In other words, a leave application is a professional way of asking for a pause from work for a specific period.

There are rules and features essential to include if you are sending a formal leave request: it should be brief, genuine, and should have sufficient details regarding the reason for your absence. The content of your letter of application makes the difference between a "reject" or "approved" resolution from your superior.

There are two types of leave application: letter format or e-mail format, but due to technology and digitization, email format is widely used with almost all sections covered in both forms.

2. The leave application format

The leave application for office describes an employee's situation of not being able to work at the office for a specific period. They can discuss their problem with the manager or HR to solve it by writing an application.

The content of a leave of application for office

First of all, employees have to write a letter or email to the superior to make a meeting request to discuss their problem and provide the leave application for acceptance. The leave application format contains the following essential points:

1. The subject (purpose) of the application

Begin your leave application with a clear and concise introduction. State your intention to take leave, the specific dates, and the reason for your leave. Keep this section formal and to the point.

For example:

• Vacation Leave Application - [Your Name ] - [Date]
• Maternity leave application- [Your Name] - [Date Range]"
• Annual leave application - [Date range]"

2. Salutation and the receiver's name

Employees must include the individual's name to whom the letter is addressed.

• Dear Mr Clooney
• Dear Ms Rudolf
• Hello Julie

3. Reason for taking leave

The reason behind taking leave from the workplace, like any health or family problem or any urgency. It can be maternity or adoption of a child or want relief from work stress etc. Employees can write the leave application in all of these situations.

• I received news of a sudden family emergency requiring immediate attention and presence.
• I have a medical appointment that I cannot reschedule and need to attend.
• My family is going through a difficult time, and I need to be there to provide support and assistance.

4. The number of needed days

It is important to write the particular dates of taking leave from the workplace. That means from which date to till which date they are going to be unavailable at the workplace.

• I am writing to request a two-week leave from [start date] to [end date] due to personal reasons.
• I would like to request a three-day leave starting from [start date] until [end date] for a family emergency.
• I am writing to formally request a one-day leave on [specific date] to attend a medical appointment.

5. Work plan during the absence

Employees also write the notes they are going to do for fulfilling their absence. They may give training for their replacement to manage the loss of work. They can write a document, including detailed information on their daily work in it. They may also be available in case of any emergency at the time of their absence at the workplace.

• I have discussed my workload with [Colleague's Name], and they have agreed to handle my tasks during my absence. I will also be accessible via email to provide any guidance if necessary.
• I have prepared detailed instructions for [Colleague's Name] to follow in my absence. We have worked together to ensure a smooth handover of my ongoing projects.
• I have rescheduled meetings and informed my team about my absence. [Colleague's Name] will take care of any urgent matters in my absence, and I will ensure a comprehensive handover of my ongoing tasks.

6. Contact information

Provide your contact information during your leave, such as your email address or a phone number where you can be reached in case of emergencies. Ensure that you are reachable if necessary.

You can reach me via email at [Your Email Address] or on my mobile phone at [Your Phone Number] in case of any urgent matters that require my attention.

7. Closing and signature

Employees should sign at the end of the leave application.

I understand the importance of my role, and I am committed to ensuring a smooth workflow during my absence. I appreciate your understanding and consideration of my request.

[Your Name] [Your Employee ID] [Your Department]

3. How to write leave applications with examples

Review these leave samples, and edit them as you need for your specific need and circumstances. The structure used will be of good use in various situations, and for sure will be a good starting point for starting to write your own leave requests.

Casual leave application sample

Subject : Casual Leave Application

Salutation and the receiver’s name:

Dear Mr./ Mrs. [The receiver’s name]

Reason for taking the leave: I am writing this application to request three days leave as I have to attend a conference on “Safety Measures at Work” from 2nd to 5th of December.

This is an important conference as I would learn about the new standards and procedures that we could implement in our daily activity.

I know our company's motto is “Zero incidents. Zero Losses”, therefore this conference will help me better understand the legislation, adopt and adapt the standards to the specific activity of our department. The last day of the conference will host a workshop held by four specialists from the Environment Ministry, allowing me to learn from the best.

The number of days: As this conference is in Bruxelles, I will have to leave on the 1st of December, and I will be resuming office in December, the 6th.

Work plan: I am positive that my team will fill my place while I’m out of the office.

Contact information: During my absence, you can reach me via email. I will be grateful to you for considering the present leave of application.

Signature : Sincerely, [The applicant’s name]

When writing a leave application in a letter to your manager or your supervisor, there are a few sections that must be included. Following this structure will lead to effective formatting and ensure you don't miss essential elements of your leave application. By doing so, you're also maximizing your chance of getting the request approved.

Vacation leave application sample

Subject: Vacation Leave Application

Dear [Recipient’s Name],

I am hereby requesting your approval for a ten-day leave for my planned trip to Kenya with my husband and child.

I am writing this letter to formally notify you about my leaves from [start date] to [end - date]. I will join office from Monday, i.e., on [date].

I will update you with the final draft this week, and before I go, you will have the final version on your desk. You can contact (colleague name) in my absence as she is aware of the same. I can be reached at the email address and phone number (contact number) in case of any queries.

I hope you will acknowledge my application and process it the earliest.

Thank you Yours sincerely, [Your name]

You can use this template for a 2 or more days leave application for office. Additionally, if you are looking to download a Vacation request form to print, we have it available for you.

Maternity leave application sample

Subject: Maternity Leave Application

I am writing you this letter to submit my request regarding the maternity leave for three months, from [start date] to [end date].

As I will be away for a continued long period, I have assigned my duties and responsibilities to my colleague [the colleague’s name], and I am confident he/ she will handle my work for 90 days. In case of any difficulty, you can reach out to me at my number.

I have attached the certificate from my doctor with all the details you need to know.

Yours sincerely,

[Applicant’s Name]

Annual leave application sample

Subject: Annual Leave Application

Dear Mr./Ms. [Recipient’s Name],

I write to inform you that I will be traveling with my family for a period of one month, between [start date] and [end date]. Since my entire quota of annual leave sanctioned by the company is pending, I request you to adjust my leaves accordingly.

Following my earlier discussion with my team lead, I have requested my colleague, Mr./ Ms. [enter your colleague name] agreed to take over my assignments while I am on leave. She/he has all the details regarding my tasks and has agreed to back me up during this period.

During the days of my absence from office, I can be reached at [email address].

I will return to the office on [date]. In case I want to resume the work sooner or later than the stated date, I will let you know well in advance. I will be grateful for a positive reply to my leave request.

Thanks and regards, [Your Name]

Tip: In case you're looking for a system to automate your annual leave management , LeaveBoard can help. Give it a try for free . Discover how easy it is and how many repetitive tasks will not be anylonger your problem.

Paternity leave application sample

Subject : Paternity Leave Application

I hereby inform you that my wife is in the final stage of her pregnancy, the due date is fast approaching.

Since this will be our first baby, I am way too excited to see my child and desire to be with her during the delivery and a couple of weeks after, so I request you to grant me leave for 30 days, beginning from the [date].

I have transferred the important duties to my associate [name of the person], and he/ she will look after the tasks until I get back to work. Also, during the entire period, I will be available on my phone or via email for any matter.

Being a parent yourself, I am sure you understand my situation and authorize my paternity leave as soon as possible.

Sick leave application sample

Subject : Sick Leave Application

I want to bring to your kind attention that I am suffering from critical back pain, and my doctor has suggested taking through rest for five days initially. The doctor also recommended going for an MRI scan and a week of physiotherapy sessions and other medications.

I am not aware of my future possibilities for leave as the situation is based on how much rest I can take.

I request you to please grant me leave for five days, i.e., from [starting date] to [end-date], for a speedy recovery of my lower back. Also, let me know if any further clarifications are required for the case. I am attaching my medical certificate along with this email.

I can be contacted at [email address] and on [phone number] for any queries or emergencies. Besides, I have explained the tasks to [colleague name] to be taken care of in my absence.

Yours sincerely, [Your name]

If you are looking for a simple copy-paste Sick Leave Email or Letter to print, we have them available for you.

Leave application due to the illness of a close family member sample

Subject: Leave Application due to the illness of a close family member

Dear Mr./Mrs. [Recipient’s Name],

I am writing this letter to let you know about my requirement for an important and unexpected leave. This is because of an emergency in the family: my brother has been diagnosed with cancer. I will be quickly heading to the hospital to be with her and look after the family.

I plan to return to work next week on [date]. I submitted you the most urgent project, and I feel confident that my other projects will not suffer from such a quick absence. As you know, my work record speaks for itself as much as my ability to make up for the lost time.

I appreciate your support in this matter and anticipate hearing a response from you.

Yours sincerely, [Your Name]

Subject: Leave application due to the death of a close family member

I am writing this letter to inform you about the unexpected passing away of my dearest aunt today. I intend to leave tonight and be out of town for the funeral and related arrangements until [date].

I request you to grant me seven days of emergency leaves because of such circumstances.

I am confident that my current unfinished tasks will not be negatively affected by this absence.

Once I return to the office on [date], I hope I will be able to concentrate on my work much more effectively.

Thank you for your support.

Subject: Leave application for my wedding

Dear Mr./ Mrs. [Name of the superior],

I’m writing to you to request some time off as I am getting married on the [DD/MM/YYYY]. I would like to apply for a leave from 01/05/2023 to 01/06/2023 (1 month) to prepare a perfect celebration for entering this new phase of our lives.

Attached to this email, you can find the invitation I would like to extend to all my colleagues.

I will do my best to meet my deadlines by 28/04/2023 and give a proper handover to my associate [Name of the colleague] to take care of any urgency in my absence.

I hope you will accept my request and grant me leaves for the said dates. Looking forward to your positive reply.

Regards, [Your name]

Emergency leave application for office

Subject: Request for emergency leave

Dear [Manager's Name],

I am writing to request an emergency leave of absence from [Start Date] to [End Date]. Unfortunately, I have recently experienced a family emergency requiring immediate attention and presence.

I understand that my absence will cause inconvenience to the team, and I apologize for any disruption it may cause. I trust you understand that this situation is beyond my control, and I must attend to my family's needs at this time.

I have spoken with my colleagues to ensure that all my current projects and responsibilities are covered during my absence. I will also be reachable by email and phone in case of any urgent matters that require my attention.

I hope to return to work as soon as possible and will keep you updated on my situation throughout my leave. Thank you for your understanding and support during this difficult time.

Sincerely, [Your Name]

Subject: Leave application for [Date]

This is to inform you that I will need a day off on [Date]. On that day, my husband and I are invited to our son’s graduation, and as you probably know, this is a special event, and it cannot be missed.

I will leave everything in order, and also I have explained the task that may occur during my absence to [name of colleague], and you can contact her in case of any need.

Please feel free to contact me on my number [telephone number] in case of any urgency or queries.

Subject: Half day leave application

I would like to inform you that I will not be available in the [Morning/Afternoon]/[From hour to hour] of [Date]. I would like to notify you that it so appears that my father is traveling to see me, and I must receive him at the airport. There is no one else in town to pick him up. I ensure that my tasks for the day will be finished by then. I would be available by phone if there is any urgency. Thank you for accepting my request.

Yours truly, [Your Name]

Leave application for two days to manager

Subject: Two days leave request

Dear [Manager’s Name],

As discussed yesterday, I would like to request approval for 2 days of leave from [Date] to [Date]. I have to solve some paperwork for my family, and this requires a bit of time durring the working hours. I have already discussed with [insert name] to back me up, and call me in case of any help is needed in my absence.

Please let me know if you need any additional information. Thank you for considering my application for approval.

Simple 5 days leave application for office

Subject: Five day leave application

As discussed durring the weekly meeting, I would like to request approval for 5 days of leave from [Date] to [Date] due to personal reasons. I trust you understand my situation and grant me leave for 5 days. I will return to work on [Date].

I'll be reachable on my mobile if there is ever an emergency work situation.

Thank you for considering my application for approval.

We provide also some examples of leave of absence letters : Medical leave of absence - 1 month, Leave of absence - personal reasons - 10 days, Leave of absence - personal reasons - 1 week.

Additionally, if you're looking for a general use leave application form , where employees can request multiple types of absences (vacation, medical, jury duty, personal, family, voting, bereavement, time off without pay) we are offering it to you for download in word format.

Moreover, if you are looking to setup your out of office message , we have some tips.

4. Conclusion

On the whole, a leave application letter should contain a valid reason for your leave, which should convince the employer and make him/ her grant you leave.

Suppose you are having a reasonable enough claim for a leave application. In that case, your request will not be declined without any justification, mainly when it is due to some personal reasons, could be an illness, urgent piece of work or for visiting sick parents, etc.

Most importantly, the leave application should not sound friendly or casual; rather, it must be formal and professionally-written.

At the end of this article, I hope you know much more about why, how, and when to write an application letter. There are various online tools and software with samples, HR templates , and examples of HR documents. We would like to point out the LeaveBoard, an cloud-based HR software for small businesses , that can help with registering, tracking, planning for your employee leave applications.

Automate your time-off request with the easy to use online HR software.

Easy set-up ● No contracts required ● No credit cards

Leave Application Letter Sample | How To Write A Leave Application Letter | Leave Application For Office | Sick Leave | Maternity Leave | casual Leave, Etc.

Looking for a sample leave application format? 

We got you. In this article, you’ll find some detailed instructions on writing a leave application letter, school leave application, sick leave application, and other leave application formats. 

A leave application letter is a formal way of asking for a leave of absence from work, school, or office for a specific period of time. 

You may be a student or a working professional, Taking a leave of absence without your supervisor’s permission is not allowed. 

There are several rules and regulations that we all need to follow. If you need a break for personal reasons or need to attend to important work, you may have to apply for a leave. 

Writing a leave letter is simple. By the end of this article, you’ll be able to write a professional leave application letter by yourself. 

You must submit a handwritten leave application or send an email to your supervisor if you need a leave of absence.

If you do not want to leave to be rejected, You must keep the following things in your mind before writing a leave application letter. 

• Your leave application letter should be precisely dated. 
• It should be brief and to the point
• The reason for the absence should be genuine and clearly explained.
• The duration of the leave must be justifiable

How to write a leave letter?

A leave letter should be properly formatted and addressed to the right person. 

Here is a list of essential parts of a leave letter. 

• Date: a leave application letter must be properly dated for the records
• Recipient details : your leave letter must be addressed to the right person and department. Do not forget to mention the correct details of your supervisor or HR manager. For example name, designation, department, etc.
• Subject: the subject line of your leave letter is an essential part. Write a brief one-liner in your subject line starting with “leave application…”
• Salutation: a letter or an email must start with a proper salutation. For example “Dear sir, Dear Madam, Dear Raman, Dear Mr. Sharma (First Name or Last Name, if you know the recipient) 
• Letter body: The body of your application letter must contain a maximum of three paragraphs. It should be concise, to the point and polite. 

The body of your leave letter should not be too lengthy.  

The body must contain your own details like name, employee ID, department, etc. 

It must contain the reason for your leave request, duration, and details of the person who would be taking care of your work in your absence. 

Also, you must express gratitude towards your supervisor for taking the time to read the application and granting you the leave.

Finally, the closing lines should inform the supervisor of your availability in case of urgency and your contact details. 

Types of leave application

• A nnual leave letter : Annual leave applications are written to request to utilize pending leaves by the employees. People use annual leave to plan a long vacation, tour, etc.
• Maternity leave letter : You might have to write a maternity leave application in case you are expecting a child. Speak to your HR manager before applying for maternity leave. Every company has a certain number of days reserved for a paid and unpaid maternity leave. 
• Paternity leaves letter : every father wants to spend a few days tendering his newborn. Speak to your HR manager to find out the number of days allowed for paternity leave. Plan your leaves accordingly. 
• Casual leave letter : At times, we have to take care of our personal things. In such situations, you have to write a casual leave application. Speak to your HR manager to find out the number of days allowed for casual leave. You can plan your leaves accordingly. 
• Sick leave letter : we write a sick leave in case we are not feeling well. These leaves are uncertain and mostly unapproved in advance. 
• Emergency leave letter : These certain times when things go south and we need emergency leave. These leaves are unapproved in advance and must be written accordingly. 
• Vacation leave letter: not every vacation is planned. But if there is one, we need to write a vacation leave application. We need to apply well in advance for such leaves. 
• Half-day leave letter: we write a half-day leave application when we have to take care of something personal that came up during the working hours. 

Annual Leave Letter Format – leave application to boss #1

Dear (Recipient’s Name)

Designation, Department

Sub: annual leave application letter

I’m writing this letter to request a 10-day annual leave starting from 10th Oct to 20th Oct 2020. I would like to utilize my annual leave quota of 21 days for these leaves. I am planning to go on a short vacation with my family. 

In my absence, my colleague, Mr. Gupta will be taking care of the operations. In case there is an urgent need, please feel free to reach me on XXXXXXXX or email me at [email protected]

Please consider my leave request. Thank you for your time. 

Yours sincerely

(Your Name)

Leave application sample #2

Date: 

Mr. Morningstar

HR Manager,

HCL, Mumbai

Mr. Peter Parker,

Assistant Manager,

Sub: Leave application for personal reason

I humbly request you to grant me a 5 day leave starting 15th oct to 20th oct. I have recently purchased a small piece of property and I need a few days to complete the legal work. 

Meanwhile, Mr. Superman will be sharing project information on my behalf.

Should you need any further information, please feel free to reach me on xxxxxxx or email me on [email protected]

I request you to consider this leave request and provide me a 5 day personal leave. 

Yours sincerely,

Maternity leave application letter format #3

Mr. Tony Stark,

HR Manager, Stark Corporation

Subject: Maternity leave application

I, Adriana working as a customer support executive in the customer service department, would like to apply for maternity leave starting from 10th sept 2020 till 1st march 2021. 

As I am entering the ninth month of my pregnancy, my doctor has advised  me to have a complete bed rest. My due date is XXX. and after that i’ll have to stay at home to take care of my baby for a few months. Kindly approve my maternity leave for the period of start date – end date. 

As I will be away for a period of 6 months, I request you to arrange a replacement for my position. In case of any urgency, please feel free to reach me on XXXXX or email me on [email protected]  

Also, I have enclosed my medical certificates and a letter of recommendation from our family doctor for your records. 

Thank you for your consideration and I request you to grant me a maternity leave for the period mentioned above. 

Yours Sincerely

Paternity leave application letter #4

Subject: Paternity leave application letter

Dear Mr. Rao,

I would like to apply for a paternity leave starting from Date to date. I wish to inform you that my wife, (Name) is nearing her due date i.e. 15th of march. Therefore, I wish to utilise my paternity leave as per the paternity leave policy. 

As I will be unavailable for the period of 30 days  starting from 10th march, I have assigned my duties to Mr. shah. I will be avilable on xxxxxxx and xxxxx for this period. 

Thank you for your kind consideration. 

Medical leave application letter for office employee #5

Martin Luther King,

HOD, Project Managment Team

Google Corporation

Sub: Medical leave application letter

Dear Mr. king,

This is to bring to your notice that, I have met with an accident on 10th or november. I have a small fracture on my left leg and I’m scheduled to undergo a minor leg surgery on 13th or november. The doctor has advised me a complete bed rest for a period of 1 month. I will be mostly available after my 15th of december to resume work. 

I have enclosed all the necessary documents including a letter of recommendation from my doctor. 

I regret the inconvenice and I’d like to request you to consider this medical leave application.  

Thanking you,

Yours faithfully.

Jack Harper

Casual leave application format # 6

Subject: Casual leave application 

Dear Ms. Adriana

I, Jack Harper would like to request a five day casual leave starting from 10th march to 15th march. I have to urgently visit my hometown to attend a marriage of a close relative on 12th of march.

I’ll be leaving tonight at 10.30 PM. I will be to resume my work from 16th march. If you need any assistance I shall be available on xxxxxxx and xxxxxxx.  Besides, my team member mr. gupta will be taking care of my responsibilites in my absence. 

Yours Sincerely,

Sick leave application for office #7

Sick Leave Application Letter

Bhaskar reddy,

General Manager,

Montreal energy Ltd. 

(date). 

Mr. tom Hank,

Director Sales,

Montreal Energy Ltd.

Sub: Sick leave application

Dear Mr. Hank,

I am writing this letter to apply for sick leave following my illness. I am experiencing extreme pain in my left shoulder and chest from last few days. My doctor had advised me take a few tests and based on the reports i’m supposed to be admitted to a hospital. 

I have enclosed a medical certificate and a letter of recomendation from the doctor for your reference. I’m sure post my recovery i’ll be back with a renewed energy. 

Please let me know if you need any other documents. I am available fulltime on xxxxxxx. Please feel free to contact me in case of any emergency. 

Kindly consider the leave request on urgent basis. Thank you for your time.

Yours 

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12 Leave Letters For Work (With Examples)

When you need time away from work for any reason, you will need to provide your employer with a formal leave letter. A leave letter informs your employer of your absence from work and provides details of your expected return. Depending on your particular situation, you may need to write an annual leave letter, a maternity leave letter, a paternity leave letter, a sick leave letter, or a study leave letter. Whatever your reasons for needing time away from work, it is important to know how to write a leave letter that is professional, clear, and concise. In this article, we will provide you with templates and examples of different kinds of leave letters to help you get started.

Leave letter for being unwell

Dear [Name of manager],

I am writing to inform you that I am unwell and will need to take a day off from work. I am feeling very weak and have been experiencing mild fever and body ache. I am not in a position to come to work today, and I apologize for the inconvenience this may cause.

I am taking the necessary precautions as suggested by my doctor and will be back to work in full health as soon as possible.

[Optional] I have also requested my doctor to provide a sick note for the same, which I will submit to you as soon as I receive it.

Thank you for your understanding.

Sincerely, [Your Name]

Leave letter for a family event

I am writing to request a day off from work on [date]. I am planning to use this day to attend a family event that has been planned for some time. It is very important to me to take part in this event and I am confident that I am able to make up the hours missed by working additional hours over the next week.

I am aware of the workload that needs to be completed and I am confident that my absence will not negatively affect the progress of our projects.

[Optional] I am also aware that I must provide proof of the event, and so I am including a copy of the invitation.

Thank you for considering my request. I am looking forward to hearing from you.

Leave letter for a doctor’s appointment

I am writing to request a day off from work on [date]. I have scheduled a doctor’s appointment for a medical issue that I have been having for some time. It’s necessary that I now visit the doctor to have it looked at.

I am confident that I can make up the hours missed by working additional hours over the next week. I am also aware of the workload that needs to be completed and I am confident that my absence will not negatively affect the progress of our projects.

Letter Letter for attending a volunteer event

I am writing to request a day off from work on [date]. I am planning to use this day to take part in a [volunteer event]. I feel it is important to give back to the community and I believe that this event will be a great opportunity to do so.

Leave letter for a surgery

Dear [Name of Manager],

I am writing to inform you that I am requesting a leave of absence from work for the next two weeks. I am having surgery for a medical condition and need to take the necessary time to recover.

I am hoping to return to work by [date]. Thank you for your understanding, and I apologize for any inconvenience this may cause. Sincerely, [Your Name]

Leave letter for a family trip

Dear [Name of Manager], I am writing to inform you that I am requesting a leave of absence from work for the next two weeks. I am going on a family trip to [location] and need to attend. I will to return to work by [date].

Thank you for your understanding, and I apologize for any inconvenience this may cause.

Leave letter to complete a professional course

I am writing to inform you that I am requesting a leave of absence from work for the next two weeks. I am taking a course to further my professional development and need to attend the classes. I am hoping to return to work by [date].

Thank you for your understanding, and I apologize for any inconvenience this may cause. I am confident that the course will help me do better at my role once I’m back.

Leave letter for a vacation

I am writing to inform you that I am requesting a leave of absence from work for the next two weeks. I am taking a much needed vacation and need to take the time to relax and rejuvenate.

I will return to work by [date]. Thank you for your understanding, and I apologize for any inconvenience this may cause. Sincerely, [Your Name]

Leave letter for the death of a relative

I am writing to inform you that I am requesting a leave of absence from work for the next two weeks. I am attending a funeral for a relative and need to travel out of town to attend.

I am hoping to return to work by [date]. Thank you for your understanding, and I apologize for any inconvenience this may cause.

Leave letter for visiting a government office

I am writing to inform you that I will need to take a day off from work on [date] in order to visit a government office. The purpose of my visit is to [explain details of why you need to visit the government office]. I understand that this leave is short notice and apologize for any inconvenience.

I will try to be available on phone while I’m away.

Thank you for your understanding and support.

Leave letter for maternity leave

I am writing to inform you that I will be taking maternity leave from [start date] to [end date].

I have been with the company for [length of time] and I am excited to start this new chapter of my life as a mother. I am grateful to be able to take this time off to spend with my new baby and family. I am confident that I will be able to return to work on [end date] and I am committed to providing the same high quality of work that I always have.

My team will be in good hands while I am away and I will be available to answer any questions via email or telephone. I am looking forward to coming back to work and continuing to contribute to the success of the company.

Sincerely, [Your name]

Leave letter for paternity leave

I am writing to inform you of my intention to take paternity leave from [start date] to [end date].

I am expecting a child and am looking forward to welcoming my new addition to the family. I am grateful for the paternity leave policy that the company offers, and I am taking advantage of it to spend time with my family.

I am confident that all of my work will be completed before I leave, and I will remain available to answer any questions that may arise. I am happy to provide more information or provide assistance with any tasks that may be needed while I’m away.

Leave letter for the death of a pet

I am writing to inform you that I will be taking a few days of leave from work to grieve the death of my pet, [name of pet]. I was very attached to [name of pet], and I need some time to process and come to terms with her passing.

I hope you can understand the importance of this time for me and that you can grant me this leave.

Leave letter to take care of a sick family member

Dear [name of manager],

I am writing to inform you that I need to take a leave of absence from work in order to take care of my [relation]. My [relation] has recently been diagnosed with [illness], and I need to take some time away from work to provide them with care and support.

I understand that this may cause some disruption for the team, and I apologize for any inconvenience this may cause. I am hoping to return to work by [date].

However, this may be subject to change depending on the situation. I will keep you updated on any changes and provide any information that you may need. Thank you for your understanding.

Word & Excel Templates

Printable Word and Excel Templates

Leave Application Formats

A leave application is a document that is written by an employee, a student or anyone seeking leave and is addressed to the employer, principal or the person in charge. Sometimes, an individual may need to take time off the work, school, etc., for various reasons and to inform the relevant superior or in-charge about such intent, the individual would write a leave application. In this application, a formal request is made to the relevant party for granting absence to the individual for a certain time from the work or school.

Leave application can be written by people for personal or professional reasons. Some of the types of leave application that are common are:

• Application for annual leave.
• Application for Sick leave.
• Application for injury leave.
• Application for maternity.
• Application for paternity leave.
• Application for casual leave.
• Application for Illness or death of any relative leave.
• Application for a doctor’s appointment.
• Application for the dentist’s appointment.
• Application for vacation leave.
• Application for half-day leave.

The application formats for different types of leaves may vary from organization to organization and from country to country, as well. In addition, with time, the slight changes in the leave application formats keep on occurring as well. Even though the formats can differ, the general information that needs to be included or is included in the leave application remains the same, which is:

• Details of the addresser, such as name, contact information, secondary or emergency contact, etc.
• Details of the addressee.
• Subject or type of leave application.
• The reason behind the leave application.
• Duration of the leave with the dates mentioned.
• In the case of the employee’s leave application, details of the person who would handle the work in the absence of the employee.
• The number of allowed and remaining leaves, if applicable.
• Signature of the addresser for the verification.

As far as the leave application formats for the schools and students are concerned, they are usually the same. However, in the organizations, generally, templates are used for the leave applications. These templates can be designed by the organizations or they can simply use the templates that are available online or in the programs, such as Microsoft Word. The already-designed templates are easily downloadable, usable and customizable as per an organization’s requirements.

In addition, due to the advancements in technology, many organizations now have their attendance software developed through experts. Through this software, the employee can not only record his everyday attendance but request for the leave as well. The employee can also constantly review the number of paid leaves he is allowed to avail from the organization at any point in time.

There are numerous benefits of using the templates or the attendance software, which include:

• The employee can easily and quickly make the request without writing it every time from scratch.
• The information needed by the organization would not be missed, which is a possibility in case every employee writes their own version of the leave application.
• It would be easy for the employer to review a leave application if it is in a generalized format, as time will not be wasted to read each and every word of the application. He can simply review the important details.

The leave application, being a formal request made to the superior, needs to be professional and concise. The candidness or wordiness need to be avoided because, in the practical world, the boss does not want to spend a lot of time on a leave application.

The application for the leave submitted by an employee is kept in the record as a softcopy or in the employee file as a hardcopy, for any future reference.

One Day Leave Applications

Office Casual Leave Applications

Leave Application Letters for Various Reasons

Teacher Leave Application Letters

Leave Application for Few Days Off

Leave Application Forms

Applications for a Month’s Leave

Application for Casual Leave from Office

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• School Education /

Leave Application for Office: Samples, Email and Letter Formats

• Updated on  
• Sep 5, 2023

A formal method of requesting a break from work for a set period of time is to submit a leave application for office. You can express your concern to your supervisor in a variety of ways. If you are sending a formal leave email, there are certain guidelines and components you need to remember to include. Your request for leave should be succinct, and sincere and include enough information to explain the reason for your absence. Your leave request will either be approved or denied based on the information in your leave application for office. There are two varieties of leave requests: Email Format or Letter Format. In this blog, we will talk about both – the letter and Email format along with some samples on the leave application for office.

This Blog Includes:

Sample – sick leave application for office (5 days), sample – leave application for office (1 day), sample – personal reason leave application for office (1 day), sample – leave application for office for 2 days leave , what to include in a leave application for office – email format, tips for writing leave application for office, what to include in a leave application for office – letter format.

When writing a leave application for office in letter format to the HR Manager or your supervisor, there are a few sections that must be included.

• The name and address of the person to whom the letter is addressed should be included at the top of your letter.
• Subject Line: Include “Leave Application” and additional information in your subject line (If required).
• Salutations: Add the recipient’s name to the greeting. Use only the first title if you want to identify the person.
• Body of Letter: Include the reason for your absence, the anticipated length of your absence, the name of the coworker who will supervise your work, and a point of contact (mode and time availability)
• Leave a Thank You Note: Thank your supervisor for acknowledging the leave.
• Closing Remarks: Only add a formal conclusion.
• Add your full name.
• Add your job title under your name. 
• Date: Include today’s date

Also Read: How to Write a Leave Application?

Subject – Application for sick leave

Dear (Name of Recipient),

Regarding the aforementioned subject, I would like to draw your attention to the fact that I have severe back pain and that my doctor has advised taking a five-day break from work to rest. In addition to prescribing a week of physiotherapy sessions, the doctor advised getting an MRI scan.

I am unsure of my potential leave options because it depends on how much rest I can get.

Please give me a five-day leave of absence, from (starting date) to (end date), so that my lower back can heal more quickly. Please let me know if the case needs any additional clarification. I’m attaching an email along with my medical certificate.

If you have any questions or emergencies, please contact me at (email address) and (phone number). In addition, I have given (colleague name) instructions on how to complete the tasks in my absence.

Yours Sincerely

Application for one-day leave of absence

Dear (Name of Recipient)

I’m writing to let you know that I must take time off on (date) in order to attend a seminar about a literary festival that will be taking place in the city. I am eager to participate in sessions that will hasten my professional and personal development.

I will give you the earliest notice if I need to attend another session meet. Please feel free to contact me at my phone number and email address (contact number). I have also explained to (name of a colleague) what needs to get done while I’m away.

Also Read: Casual Leave Application: Format and Examples

Subject: Request for Temporary Leave

Dear [Name of the Recipient],

I’m writing to you to let you know that from [start date] through [end date], I won’t be able to come to work because I have an important personal matter to attend to in my hometown.

I have explained my tasks to the person’s name, assigned them to them, and told them to call me if they need any assistance while I’m gone.

I would appreciate it if you gave my application some thought.

With sincere regards, “Your Name”

Subject: Email Request for 2 Days of Personal Leave 

Dear Name of Supervisor or Manager, 

This is to let you know that I will need to take the day off on [this month’s date]. I’ve scheduled a visit with the doctor to have my mother’s health examined. I’ll be allowed to visit the office the next morning without providing an explanation. 

If you have any questions, feel free to call me at the number I’ve provided. The daily work schedule document has been sent to you via email. I have faith that my team will manage things without me. 

I would therefore like to ask for one day of leave, which I would appreciate. I’m sorry if my absence resulted in any issues.

Also Read: Leave Application For School

The format of writing a leave application for office in email format is slightly different from that of the letter format. There are some elements that should not be missed while writing an email for the leave application for the office. Have a look below for the same:

• Subject: The subject of the email is the important element of it. The subject should precisely describe the intent of your email nicely.
• Salutations: Use “Dear” before the recipient’s name as it is a formally accepted way of addressing the receiver of the email.
• Body: Unlike the letter format, there would not be an introductory paragraph, followed by the body and then, the conclusion. The email is an electronically delivered letter format and should be written in a short and crisp manner.
• The Thank You: Thank the reader for reading your email to the very bottom. You may also summarise the main idea of your email before the thank you line.
• End: In the end, write your name and your job’s title and department under your name.

Below are some useful tips for writing a leave application for the office:

• First and foremost, it’s critical to specify the time frame and reason for your leave requests.
• You must submit any supporting documentation, if applicable.
• The application’s content should be formal.
• Your request for leave should be made clear in the letter’s expression, at least.
• Once you have completed the application, please review it to make any necessary corrections.

Ans. These types of leave are intended to assist an employee in managing issues like a personal illness or injury, caring responsibilities, unexpected family needs, and the death or serious illness or injury of a member of their immediate family.

Ans. Personal days are time off that employees may take as needed to accommodate their personal lives and schedules, other than for illness or vacation.

Ans. Casual Leave: This type of leave is given when you need to take one or two days off due to an unforeseen circumstance.

This was all about leave application for office. Follow Leverage Edu for study abroad programs.

Heena Pahuja

Heena Pahuja is a versatile professional who combines the roles of a Content Writer and a Mental Health Practitioner. With her unique blend of skills and expertise, she is committed to creating impactful content while also providing support and guidance in the field of mental health. By combining her skills as a Content Writer and Mental Health Practitioner, she is uniquely positioned to create informative and empathetic content on mental health-related topics. Additionally she raise awareness, reduce stigma, and offer practical guidance for individuals seeking support or information. With a strong foundation in both content creation and mental health support, she is passionate about utilizing words to inspire positive change and promote holistic well-being.

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[10+] Leave Application for Office

Leave Application for Office : Often the employees of the office, bank and company need to take leave for personal reasons, for which they have to write the leave application to the manager in English.

Many employees do not know English properly or they do not know the format of writing the application, so to help them, we have written leave application in different formats.

Table of Contents

Leave Application for Office in English

To The Manager Goyal Pvt. Ltd. Sikar

21st August 2022

Sub- Application for one day leave

With humble request, this is to inform you that due to my severe health condition I am unable to join the office for tomorrow. Because I have been facing an extreme headache and fever since last few days.

Kindly grant me leave on 23rd August so that I can visit the doctor and take proper medication. Thank you for your consideration.

Thanking you

Yours faithfully Manish Rana

Leave Application for Office for Personal Reason

To The Manager Raman Industries Alwar

18th September 2022

Sub- Application for one day leave.

I want to inform you that I am unable to attend the office for tomorrow. I have some personal emergency due to which I couldn’t join the office for tomorrow. Therefore I am requesting you to kindly grant me leave on 19th September.

I assure you to complete all my work after my leave. Thank you for your consideration.

Yours truly

Aastha Assistance Manager Finance department

5 Days Leave Application for Office

To The Manager Swastik Pvt. Ltd. Delhi

22nd October 2022

Sub- leave application for 5 days.

With humble submission this is to inform you that I want to leave for five day. Because I will have to attend my brother’s marriage ceremony. I have completed all the projects that I was working on at present.

Hope you will consider my situation and grant me leave from 24 October to 29th October. I will rejoin my duty on 30th October. Kindly grant me leave.

Yours obediently

Ahsaas Sharma Accountant

One Day Leave Application for Office for Personal Reason

Sir, I would like to inform you that I am unable to attend the office tomorrow. Because my son is having a function in his school and he is going to give a speech there. It becomes mandatory for me to attend that unavoidable function.

Considering my situation, kindly grant me leave on 23rd October. This will be a great help for me.

Avinash Kumar Junior Accountant

Leave Request Mail to Manager for One Day for Personal Reason

Sub- Leave request

Dear Ragini,(manager) I would like to ask you to give me permission for one day leave on 31st August. Due to some personal reason I am unable to attend my duty. I am going for my checkup as I am going through a fever.

Considering my problem, I hope you will accept my request for leave. It will be a great help to you.

With regards Vipin

Sample Leave Letter for Personal Reason for One Day

To (Recipient’s name/post) (Address) (Date)

With humble submission this is to inform you that I need one day leave for tomorrow. Because I am going through a dental treatment and today I have an appointment with my dentist.

I can’t miss that appointment date so kindly allow me to have a leave on (mention date). I will be grateful to you.

Yours truly (Your name) (Your designation)

10 Days Leave Application for Office for Personal Reason

To The Manager Arvind pvt. Ltd. Ajmer

Sub- Application for leave

I want to inform you that I need leave for ten days because my father’s health condition is becoming worse day by day. I will have to go home and take care of my father with proper medication. I will take him to the doctor and complete his treatment as soon as possible.

It will be a great help from you if you provide me leave from 20th September to 28th September. I will be grateful to you.

Yours obediently Rachna Desai Accountant

Application for Leave in Company

To The Manager Tirupati Industries

21st October 2022

Sub- leave application for two days.

I would like to ask you to give me permission for leave. Because last night I lost my uncle and it is a time of great sorrow for the entire family. I will have to stay with my family and support them.

Due to this reason, kindly grant me leave for two days on 21st and 22nd October. This will be a great help from you.

Yours obediently Asha Pareek Junior Accountant

Application for Leave Office in English

To The Manager Arvind Industries Ajmer

21st September 2022

I want to inform you that I need leave for one day because I have to go with my daughter to her school for the Annual Day function tomorrow. As the function will run the entire day so I would not be able to attend the office.

I have delegated my colleague, Arun, to take care of any urgent matters. Kindly grant me leave on 22nd September, it will be a great help from you.

Disha Saini Transport incharge

Sample Emergency Leave Letter for Personal Reason

To (Recipient’s name/designation) (Address)

With humble submission this is to state that I am (your name), a (your post/designation). I need leave for the next two days. Because I have a personal emergency at my home due to which I am unable to attend the office.

Kindly allow me to take leave from(mention starting date) to (mention end date). It will be a great help to you.

Yours faithfully (Your name) (Your designation)

Also Read Other Application :-

[10+] Urgent Piece of Work Application for School / Office

[10+] Half Day Leave Application

[10+] Application for Change Mobile Number in Bank

[10+] Application for Festival Leave

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One month leave vacation

Conclude your application by expressing gratitude for their understanding and consideration. For example, “Thank you for your kind consideration.”

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Remember how our primary teachers made us learn how to write leave letters back in school?

Well, all of that grind was for a reason! In working environments like corporate offices, government offices, etc., it’s considered essential to submit your leave application in written/e-mail format before you take your break from work.

Here’s your guide on how to write a leave application for the office, which includes everything from leave letter format to writing tips for leave letters for the office.

What is a Leave Application Letter?

Writing a leave application letter to your employer/boss/manager is a professional way of informing you about your absence from work for a specific period.

Writing a good application increases your chances of your leave request getting accepted. The content and the way it’s written decide whether your request gets accepted or denied.

We all have days when we need to get out of our busy working schedule for numerous reasons and give ourselves a break. Hence it becomes crucial to inform your manager or boss prior to your leave dates. There are specific rules to be followed while writing the leave application letter to make sure it’s formal, decent, and has all the required information.

Why is it Important to Write a Leave Application?

Most notably, taking leave without informing your supervisors puts everyone in the office in serious trouble. So you must keep them informed about your absence. It helps the others working in the office to prepare beforehand and share the workload on that day.

Also, when you write a leave application to your boss, it depicts your character as a professional and a punctual individual. Hence automatically, it puts you in the good books of your boss. So be ready to accept a raise pretty sooner than your other colleagues.

Also Read: How to Answer: Why did you Leave Your Last Job?

Types of Leave Letter Applications

There are numerous types of leave letter applications seen in offices, depending on the reason behind your leave. Here’s a list of a few of these letters and when they are applicable:

Sick Leave – On one of those days when you wake up and instantly know that you won’t be able to make it out of your bed due to illness, you write this Sick Leave Application to your employer.

Maternity Leave – There comes a time in every professional woman’s life when she applies for a Maternity Leave . This is when she is expecting a baby or has just conceived. This kind of leave should be pretty much applied beforehand.

Vacation Leave – We all need short breaks from our busy, hectic life to spend some quality time with our loved ones away from the hustle-bustle of the city. Vacation Leave, as the name states, is taken when you are off on vacation.

Casual/Personal Reasons Leave – Casual or personal reasons leave application written on days there is some family function you attended or some other issue you got to address.

Annual Leave – These leave applications are written when one requires to leave on a long-term basis. It is better to inform the office well in advance about these kinds of leave.

Paternity Leave – Paternity leaves are taken by husbands when their wives are either in the final stages of pregnancy or have just conceived a baby. The number of leave days must be clearly mentioned beforehand.

Emergency/One-Day Leave- In cases of immediate urgency, these leave applications are given on short period notice. Be it some family members’ poor health condition or emergency out of station call, we all have our issues to attend to.

Leave Application Format

Here’s a detailed leave application format for employees that can be used while writing for their boss or manager in offices. The leave application format for the office requires certain features and points to be included in it.

• Purpose of the application
• Reason for leave
• Number of leaves needed
• Work plan during your absence
• Contact information

Format for Leave Application Letter

What to include in a leave application for office.

Here’s a detailed list of things you should add to your leave application letter to make your leave request get accepted instantly. Below is the leave letter format for offices:

• Receiver’s Name & Address: Adding the name and address of the person to whom the letter is being addressed comes first.
• Subject Line: The subject matter is written here as ‘Leave Application,’ and other required details are added (if any necessary).
• Salutation: Here, mention the individual’s name and use only the first title to identify the person.
• Body of Letter: In this section, mention the cause of leave in your letter, the number of days you wish to take leave, and the person who will handle your workload while you are off.
• Thank You Note: Thanking the authority concerned for acknowledging the leave is crucial.
• Complimentary Closing: The closing you add has to be thoroughly professional and clean.
• Name: Write down your full name.
• Job Position: Mention your designation/job title at the end of the letter. This step is optional but makes your letter look very professional.
• Date: Add the date on which you submit the letter.

Format for Leave Application Mail

What to include in a leave application for office in email format.

While you write your leave application mail to your boss, here are certain things you must not forget to add in your mail.

• Subject Line: Similarly, like in the letter format, add ‘Leave Application’ as subject and mention other necessary information.
• Salutation: Mention the recipient’s name.
• Body of Letter: The body of the letter contains the reason for your leave, duration of absenteeism at work, name of the
• colleague who will handle your portion of work in your absence.
• Thank You Note: Thanking the reader at the end is a mark of courtesy, so do it without fail.
• Complimentary Closing: Add a formal complimentary closing at the end of the mail.
• Name: Mention your full name.
• Job Title(Optional): This is seen as an optional step but mentioning your designation is preferable any day.

Also Read: Asking for leaves this holiday season? Here’s how to go about it

Samples for leave application for office

Below are a few samples to enhance your leave application writing skills. There are different examples below to make you understand how various leave application letters/emails are written for offices.

1. Annual Leave Application:

These leave applications are written when one requires a year or months-long break from work. There can be various reasons why one would want to take a yearly break, as it could be for pursuing some higher education, marriage, other work-related reasons, or any other personal reason.

2. Sick Leave Application:

These letters or emails are written when you need leave from the office when you can’t work due to illness. It is necessary to write about the cause of illness and how long it would take for your recovery. Some offices make it mandatory to attach hospital bills as proof for your sick leave application.

Different companies have various protocols to be followed while asking for sick leave. These kinds of leaves are usually covered under the sick leaves provided by the company leave policy.

3. Vacation Leave Application

Vacation or Casual Leaves are taken when you need a break from the office. Taking an off from work once in a while also helps increase productivity, and that is why the company provides a certain number of days in a year as casual leave days under its company leave policy. The below-given format must be followed while writing your leave application letter/mail to your manager .

4. Maternity Leave Application:

These leaves are taken when a woman is in her last stages of pregnancy or has already given birth to a child. Every organization has specific protocols to be followed under maternity leaves. It has to be informed well in advance about maternity leave as it takes off from long-term work.

Apart from women, men also take leaves to take care of their newborns, categorized as paternity leaves. As seen below, this is the format of leave application for maternity leaves taken in office.

There are numerous other types of letters like emergency leave, one-day leave, half-day leave, personal reason leave, etc. You need to follow the same format as mentioned above irrespective of whether it is a written letter or a mail. And the fundamental aspects remain the same for every kind of letter except the cause.

Also Read: 7 time-saving secrets to help you leave office on time

Dos and Don’ts

Writing tips for leave application for the office.

• Leave from the office is something all of us love but are hard to get. So here are specific tips that can be used in your leave application letter/mail to make sure it gets accepted.
• As mentioned above, the language of the letter must be appropriate and must look professional enough.
• Apart from the language, the tone in which the letter is written matters the most. It would help if you sounded polite and grateful while asking for leave from your manager.
• Make sure you mention how you plan to complete your pending work after returning from your leave so that your boss/manager is not reluctant to grant your leave.
• Don’t forget to thank your higher authority at the end of your leave application letter to the office.

Company Leave Policy

Every company has its leave policy for its employees at different levels in the organization. The company has to form policy rules abiding by the laws set by the government. According to the policy, a certain number of leave days and sick leave days in a year must be provided to the company’s employees. So while writing your leave application, make sure you are not violating your organization’s leave policy; otherwise, it will ultimately get rejected despite how good your letter is.

Writing a good leave application letter to your boss is a crucial skill everyone needs today. It is essential to know what to write and what to include in your mail or letter for your request to get accepted. Staying as polite as you can is the secret of winning a leave from your boss. So, I hope this guide will help you and provide in-depth insight on writing a leave application letter!

Q1. Can anything be written on the right side of the letter?

No, the standard format is to write everything on the left side of the letter.

Q2. What should be written at the end of the leave application letter/mail?

The end of the letter must include an acknowledgment to the reader and the sender’s name.

Q3. Where should the date be mentioned in the letter?

The date of the letter can be mentioned before the salutation in the letter.

Q4. Should the sender’s details be added to the letter or mail?

Yes, the sender’s details must be added to the letter or mail at the end. It is important to mention your name and designation while writing your leave application for office.

Q5. Is it necessary to include the receiver’s name?

No, it’s not. Writing the designation of the person you are writing to should suffice.

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How to Write an Office Leave Application?

Remember the days when we were taught to write leave applications in school before taking any leave? Yes, how can we all forget that? But how many of us really took it seriously? Not everyone! But as soon we enter the corporate world, we realize how much significance an office leave application holds. Without dropping an official mail or letter, we can’t just vanish from our work, any day. Otherwise, strict actions will be taken against us, which we definitely don’t want, right?

So today, in this article we’ll understand the appropriate way of seeking office leave permission. Now, without any further ado, let’s get started.

Structure of an Effective Office Leave Application

Every office has its way of accepting office leave applications. Some prefer having it in a written form while others ask for an email. Don’t worry, both are not poles apart. If you learn the basic format, you’ll easily be able to frame the leave application in any way. That’s why let’s understand the skeleton of writing a leave application in letter and email form.

What to Add to an Office Leave Application: Letter Format

In this section, we’ll show you how you can write an office leave application in letter format. This format is strictly for letters and can bear a resemblance to the email format.

Step 1- Add the Receiver’s Name and Address 

It is the first and foremost thing while writing any letter or email to a person. Add the details of the person to whom you are writing. It can be your manager or HR.

Step 2- Subject Line

Write the purpose of applying for leave. If it is sick leave, add “Sick leave application” in the subject line.

Step 3- Start with the Salutation

Salutation is a way to start the conversation, like saying “Hello”. You can use “Hi (the name of the person you are writing to)”. For Example- Good morning Abhay, Hello Mr. Abhay. 

Step 4- Write the Body of the Letter

This part of the letter comprises the purpose for your absence at work, the duration of your unavailability, and the point of contact (mode and time availability). You can also add the name of the team member who may take care of your work in your absence.

Step 5- Closing with a Thank You Note 

When you add all the reasons for taking leave, never forget to thank the person for acknowledging the leave.

Step 6- Add Sender’s Details

In last, add your details that include:

• Your Name: Write your full name.
• Job Position: Enter your job title.
• Date: Add the present date.

Step 7- Add Your Signature as well

These are the basic steps that you need to follow while writing an office leave application in a letter format. Now let’s move on to email format. Before that, understand that there is not much difference between both. A few changes are required and it’s good to go. Let’s see how?

What to Add to an Office Leave Application: Email Format

In this section, we’ll show you how you can write an office leave application in email format. It might bear a resemblance to the letter format. Nowadays, emails are preferred over letter format so you can use this format while curating the application through email. 

Step 1- Add a subject line: After adding the receiver’s email address, you are asked to add something in a subject line. Your subject line defines the reason for writing that email to the concerned person. So, if you are writing a leave application, add the type of leave you are seeking and couple it with “application”. Suppose you are seeking maternity leave, write “Maternity Leave Application” in the subject line.

Step 2- Salutation: After adding your subject line, it’s time to greet the person. Add salutations like Hi, Hello, Good morning with the name of the person you are writing to. 

Step 3- Write the body of the Letter: This section explains the reason for seeking leave application. Make sure you don’t drag it too much but also add the complete required information. This information includes the purpose for your absence from work, the duration of your unavailability at the office, the mode of contact, and the time availability. Also, if you are taking leave for a longer duration then the name of the person who may keep a tab of your work in your absence. 

Step 4- End with a Thank you note: It’s an important and professional way to end any conversation. Whenever you write a leave application, do Thank the person for acknowledging the leave.

Step 5- Add sender’s details: Here you add your full name, and job title.

Sounds too much for now, right? Relax! We have framed some effective office leave application examples for you in an email format that you can use anytime with the required changes. Check them out!

5 Examples of Office Leave Application

Sample of Casual Leave Application Subject: Casual Leave Application! Dear Mr./ Ms./Mrs. (Name of the manager) I am writing this email to inform you that I need four days’ leave from 20 March 2023 to 23 March 2023 as I’ve to be with my family for my brother’s marriage in Chennai. I’ll be back in the office on 24 March 2023 (Friday). I shall be reachable at my email I’d (add email address) and phone number (add contact number). Besides, I’ve completed all the work assigned to me until now. Also, (add the name of a colleague) will take care of a few things in my absence. She/he is perfect in case of any assistance is required. I hope you’ll consider my request for leave positively. Thank you. Yours Sincerely, {Your name} {Your designation}

Sample of Sick Leave Application Subject: Sick Leave Application! Dear Mr./ Ms./Mrs. (Name of the manager) I am writing this email to inform you that I’ve been suffering from a cold and cough and since last night, it has got worse. Due to this, I would not be able to work properly. As per the doctor’s advice, I need to take at least 3 days of rest with proper medication to get healthy. I’ve also attached the medical certificate for your reference. Hence, I’m requesting you to kindly grant me leave for three days (add date). If I would need an extended period off, I will let you know shortly. Kindly feel free to reach out to me on my phone (Add phone number) for any clarification regarding the ongoing project. Thank you for considering my three days of sick leave application. Yours Sincerely, {Your name} {Your designation}

Sample of Maternity Leave Application Subject: Maternity Leave Application! Dear Mr./ Ms./Mrs. (Name of the manager) I would like to notify you that I’m close to the end of my pregnancy. Hence I’m seeking maternity leave as suggested by the doctor. It will be going to be a three-month leave and I’ll try to rejoin soon after. Since I’m taking a leave for a long duration, I’ve explained my work and responsibilities to the (name of the colleague). I’m confident that She/He can manage the work in my absence. In case of any urgency, you can always reach out to me at the given number (add contact details). I’ve attached the medical certificate provided by the doctor with other essential details.  Also, I would like to know about insurance coverage for cashless billing, so, kindly let me the concerned person for the same. Thank you for considering my leave application. Yours Sincerely, {Your name} {Your designation}

Sample of Paternity Leave Application Subject: Paternity Leave Application! Dear Mr./ Ms./Mrs. (Name of the manager) This gives me immense pleasure to inform you that my wife and I are expecting a baby towards the end of this month (add the expected month of delivery). Hence, I’m looking forward to utilizing my paternity leave from (Starting date) to (Ending date). Since I would be absent for quite a long period, I’ve explained my role and responsibilities to my team member (name of the person). He/she is perfect at managing these tasks in my absence. In any case of emergency, I’m easily reachable by email (Add email address), and phone (add contact number). I hope you understand my situation and approve my paternity leave soon. Yours Sincerely, {Your name} {Your designation}

Sample of Wedding Leave Application Subject: Leave Application for Marriage! Dear Mr./ Ms./Mrs. (Name of the manager) I’m highly glad to officially inform you that I’m getting married on (date of marriage). Therefore, I’m writing this to request some time off as I have to make some arrangements and help my family with the wedding preparations.  Hence, I request you to kindly grant me leave for fifteen days, from (mention starting date) to (add ending date). I’ll complete my entire work by the end of this month. Also, I’ve explained my duties to (Add the name of the team member). She/he is the right person to contact for any assistance in my absence. I’ll be available over my email (Add email address), and phone (add contact number) for any kind of work emergency. I’m looking forward to the approval. Yours Sincerely, {Your name} {Your designation}

These are some of the samples that you can use while framing the appropriate leave application for an office. Also, for any other reasons, you can just make a few adjustments and it is done. But, before you hit that send button, make sure you proofread your application. 

Any grammatical error, spelling mistake, or missing information will lose the professional touch and throw a poor impression on the concerned person, and we are confident that you don’t want that, right? Therefore, keep these instructions in mind and you are all set to write an effective leave application for an office.

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How to Write an Effective Application for Sick Leave For Office

Sick leave applications are an essential part of professional communication, enabling employees to formally request time off for health-related issues. Understanding how to write a sick leave application involves a clear articulation of the situation, duration of leave, and any additional details relevant to the employer.

What is a Sick Leave Application and Why is it Important?

A sick leave application is a formal, written request made by an employee to their employer to take time off work due to sickness. It’s crucial as it informs the employer about the employee’s absence and its duration, allowing for necessary adjustments in the workflow. Clear communication about sick leave can prevent misunderstandings and maintain a smooth operation in the workplace.

Table of Contents

How to Write a Sick Leave Application: Essential Tips and Guidelines

Writing a sick leave application can seem daunting, but with the right guidance, it becomes a straightforward task. The primary components include a clear subject line, date, address, the reason for your absence, the number of days you expect to be absent, any necessary work transitions during your absence, and a polite sign-off.

4 Sample of Sick Leave Applications

Sample 1: sick leave application for the flu.

Subject: Sick Leave Application

Dear [Supervisor’s name],

I am writing to inform you that I have come down with the flu and, according to my doctor, I need to rest for at least a week. Therefore, I won’t be able to attend work from [start date] to [end date].

I have handed over my current projects to [colleague’s name], who will look after them in my absence. I am confident that they will handle things competently. Should there be any urgent concerns, feel free to contact me via email.

Thank you for your understanding.

Best Regards,

[Your Name]

Sample 2: Sick Leave Application for a Family Member’s Illness

I am writing to let you know that my [relation], who is currently under my care, has fallen severely ill. As such, I must take a leave of absence from [start date] to [end date] to look after them.

During this period, [colleague’s name] will be covering my responsibilities. I have briefed them on my ongoing projects and they are ready to take over.

Sample 3: Sick Leave Application for Surgery

I regret to inform you that I need to take a medical leave from [start date] to [end date] due to a scheduled surgery.

In my absence, I have arranged for [colleague’s name] to handle my tasks. They are up-to-date with all my projects and are prepared to take over.

Thank you very much for your understanding.

Sample 4: Sick Leave Application for Mental Health Days

I am writing to you to formally request a leave of absence for mental health reasons from [start date] to [end date].

During my absence, [colleague’s name] will be covering my responsibilities. I have briefed them about my ongoing projects and they are poised to take over seamlessly.

Thank you for understanding.

FAQs on Writing a Sick Leave Application

Should I disclose the specifics of my illness in a sick leave application?

It’s not necessary to disclose specific medical details. However, the nature of the illness may be conveyed if it helps the employer understand the need for the leave.

How far in advance should I send a sick leave application?

As soon as you realize you won’t be able to attend work. Short notice is understandable in emergencies, but try to inform your employer as soon as possible.

What if I need more days off than initially stated in the application?

In such cases, communicate the extension of leave to your employer at the earliest with an updated sick leave application.

Understanding how to write a sick leave application is a vital skill in maintaining professional decorum and ensuring smooth operations at your workplace. By using clear and concise language, keeping your employer informed about your situation, and following the guidelines provided, you can ensure a well-crafted and effective sick leave application. Practice these steps with different scenarios and soon, you’ll be able to draft a sick leave application with ease.

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• Sick Leave Application | A Comprehensive Guide & Examples
• Leave Application for Office | Guide with Practical Examples
• How To Write a Flu Sick Leave Message To Boss/Manager
• Sick Leave Notification Message - How to Write and Examples

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Office Leave Application | Leave Letter for Office | 10 Samples of Leave Application for Office

Introduction, when is the application form written for leave from office, formats of office leave application in english, 1. letter format of office leave application in english, 2. email format of office leave application in english, how to write an application for leave from office.

• Date: Mention important date in Leave Application.
• Subject Line: Must enter the subject line of your application.
• Salutation: To address your boss, write the recipient's name.
• Greetings: Add greeting sentences to the application to impress your boss.
• Reason for taking leave: Provide a valid and genuine reason for taking leave in the application, only then your boss can understand your problem.
• Required Time Period: You must mention the required leave time and interval in your application.
• Action Plan during Absence in Office: Mention the action plan to avoid inconvenience in Office during absence in the Leave Application.
• Contact Information: Provide your contact information in the application, so that your colleagues or boss can contact you to get any kind of information.
• Signature: Signature Do not forget to sign at the end of the application.

What should be included in the application form for leave from office? (letter format)

How to write a mail for leave from office, samples of office leave application , 1. application for annual leave from office, 2. maternity leave application in english for office.

• Sick Leave Application
• Letter Writing In English
• Casual Leave Application | Casual Leave Application in English
• Leave Letter in English | Leave Application for Students of 5th, 6th, 7th, 8th, 9th, 10th

3. Paternity Leave Application In English For Office

5. one day leave application in english for office, 6. casual leave application in english for office, 7. marriage leave application in english for office, conclusion – office leave application .

• Family Emergency Leave Letter
• Leave Application for Sick
• Leave Application for Office
• Leave Application | Leave Application Format in English
• Leave Letter | 5 Leave Letter Examples, Best Format, Tips

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