leave application cover letter

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

It’s a hectic Tuesday morning, work deadlines looming, and your phone rings. It’s the school nurse, your son has thrown up twice and he complains that he has a tummy ache, and you know you have to be there for him. 

The questions start flooding in, 

• Will  HR understand?
• Can you even take leave on such short notice?

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, 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 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.

How to write a leave application

Here are 8 quick steps to aid you in writing your leave application..

• Check your organization’s leave policies:  Review the leave policy in your organization to find out what is required to request a leave application and the mode of request that will give you a better chance of getting your leave approved.
• Address the letter to the appropriate person:  Simple yet key-address the request to the right channel. You would have gotten this detail from your employee policy guide or handbook, so you know who has the authority to approve your application.
• Use a professional salutation:  Use a formal tone and adopt formal salutations. For instance Dear instead of hello.
• State your reasons for writing:  Share your intentions from the first paragraph so the reader knows why you are reaching out and can assess any information you present in the body of your request.
• Specify the start and end date of your leave:  Don’t be vague, specify the date your leave is expected to commence and the end date. If you are not sure of an end date. Put a tentative end date and let them know that it is subject to change.
• Share details of how your tasks would be handled in your absence:  share the deliverables you would handle before you leave and the plans you have made to ensure that your work does not suffer in your absence, by either delegation or sharing a contact list of who holds what while you are away. Where applicable you can offer to show up in cases of emergencies.
• Express Appreciation:  Express your gratitude to the recipient for taking the time to review your request and in anticipation of their consideration and kind understanding.
• Provide A Way To Reach You:  Always provide a number or emails through which you can be contacted while away.

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. After I fully recuperate, I will be able to return and continue to serve your company with the same level of diligence and attention to detail. I hope you take my plea into consideration and allow me a leave of absence for a month. I will always be grateful for your generosity.

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. For me, this is a once-in-a-lifetime chance to accomplish my dream of studying abroad.

I am committed to continuing my services to the department after receiving higher education in (Country name). If you approve my leave request for my study program, I will be indebted to you.

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 glad to be employed at [business name] and I am dedicated to it. After receiving my degree, I intend to return to work at [business name] since I will have gained more experience, knowledge, motivation, and commitment by then.

I do think that this is a good step for the organization and for me. In late September, I intend to enroll. 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.

FAQs on Writing a Leave Application.

Q: What should I include in a leave application? 

Your leave application should have your name/personal details, a clear subject line, the receiver’s information, a formal salutation, the reason for the leave and the duration, your contact information, and your plans on how your responsibilities would be handled in your absence.

Q: How long should a leave application be? 

A leave application should be at most one page long. Your application should be paunchy and straight to the point.

Q: Can I apply for leave via email?

Yes, you can apply for your leave via email.

Q: How far in advance should I submit my leave application?

A minimum of two weeks’ notice is ideal, so you can give your employer time to make plans to manage your absence.

Q: How should I address my leave application if it’s for an emergency?

Communicate the emergency, apologize for the short notice, and provide the time you expect to be away.

Q: Do I need to provide a reason for my leave? 

Only if it is an emergency or unplanned. To be on the safe side, check the leave policy of your organization.

Q: What should I do if my leave application is denied? 

If this happens politely ask for clarity and check for possible alternatives in terms of dates or adjustment of the duration.

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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7 Examples: How to Write a Perfect Leave of Absence Request

By Status.net Editorial Team on November 9, 2023 — 11 minutes to read

• Understanding the Basics of a Leave of Absence Request Part 1
• Steps to Write a Leave of Absence Request Part 2
• What to Include in a Leave of Absence Request Part 3
• Examples of Leave of Absence Requests Part 4
• Leave of Absence Request Template Part 5
• Personal Reasons Leave of Absence Templates Part 6
• Maternity Leave of Absence Template Part 7
• What to Avoid in Your Leave of Absence Request Part 8

Part 1 Understanding the Basics of a Leave of Absence Request

Before you start writing your leave of absence request, it’s important to understand the basics. A leave of absence request is a formal document that you submit to your employer, asking for time off from work for a specific reason. This can be for personal reasons, medical issues, or family matters. It’s important to know the policies and guidelines of your company to ensure your request is submitted appropriately.

• Check your company’s leave policy. Familiarize yourself with the types of leaves that are allowed, the maximum duration you can request, and any approvals or documentation required. This information is usually found in your company handbook or can be requested from Human Resources.
• When drafting your request, be clear about the reason for your leave. It’s important to be honest and straightforward, without going into too much personal detail. State the specific dates you plan to be away from work and any necessary arrangements, like reassigning your tasks to a colleague.

Try to submit your leave of absence request well in advance, allowing enough time for your employer to review and approve your request. This will demonstrate your professionalism and consideration for your team.

Part 2 Steps to Write a Leave of Absence Request

Subject line and formal greeting.

Start your leave of absence request with a clear and concise subject line. Include relevant information, such as your name and the dates of your intended leave. For example: “John Doe’s Leave of Absence Request – June 1-15, 2025.” As a friendly way to start your message, address your email or letter to your supervisor or manager using their appropriate title, such as “Dear Mr. Smith” or “Dear Dr. Johnson.”

Explaining Your Reason for Leave

In the opening paragraph, state the purpose of your leave in a clear and simple manner. Explain the reason for your absence, whether it’s a personal matter, family emergency, or medical concern. Be genuine with your reason to help your supervisor better understand your situation.

Providing the Time Frame

Clearly state the exact dates of your requested leave in the second paragraph. Include the start and end dates of your absence. This shows consideration for your employer’s planning and helps them to manage workload adjustments. For example: “I will be absent from work starting on June 1 and plan to return on June 15.”

Plan of Action During Your Absence

Demonstrate your responsibility by outlining a plan of action for your workload during your leave. This may include delegating tasks to colleagues, completing certain projects before your absence, or being available for limited communication if required. For instance: “Before my leave, I will complete all of my current projects and assign any ongoing tasks to my colleague, Jane Smith. If needed, I will be reachable via email for any urgent matters.”

Closing Your Letter

In the closing paragraph, express your gratitude for your employer’s understanding and support. Offer to discuss your request further in a meeting or call if needed. Example: “Thank you for considering my request. I appreciate your understanding and support during this time. Please let me know if you need any additional information or if you would like to discuss my request further.”

Review Before Sending

Before hitting send, give your email or letter a thorough read. Check for any spelling or grammar errors, ensure all important details are included, and that your message is clear and concise. This will help you present a polished and professional leave of absence request.

Part 3 What to Include in a Leave of Absence Request

When writing a leave of absence request, make sure to include the following elements:

• Your name and contact information: Begin by mentioning your full name, position, and department. It’s also good to provide your contact information such as email and phone number in case your manager needs to reach you.
• Leave type and reason: Clearly state the type of leave you’re requesting and provide a brief explanation for the reason behind your request. Be specific but maintain your privacy, especially when dealing with sensitive matters.
• Start and end dates: Include the exact dates you plan to be away from work. Providing this information helps your manager know how long they should expect you to be gone and allows them to plan accordingly.
• Work coverage plan: Explain how you’ve arranged for your work to be covered during your absence. If you’ve talked with a coworker who has agreed to handle your tasks, mention their name and workload distribution.
• Additional documentation (if applicable): In some cases, you may be required to provide medical or legal documentation to support your leave request. Attach any necessary documents as per your company’s policy.

Part 4 Examples of Leave of Absence Requests

In this section, you’ll find some practical examples and templates to help you write a leave of absence request with ease.

Example for Personal Reasons

Dear [Supervisor’s Name],

I hope this email finds you well. I am writing to request a leave of absence for personal reasons, specifically from [start date] to [end date]. I understand that this time away may require adjustments within the team, and I assure you that I will do my best to minimize any potential disruption.

Before my leave begins, I intend to delegate my tasks to [colleague’s name or team] and provide them with any necessary guidance. If any urgent situations arise during my absence, please feel free to contact me via [phone/email], and I will promptly respond.

Thank you for your understanding and assistance in accommodating my request.

Best regards, [Your Name]

Example for Maternity Leave

I am excited to share that I am expecting a baby, with the due date being around [due date]. With this, I kindly request maternity leave, which I would like to start on [start date] and return on [expected return date]. This should provide ample time for me to prepare, give birth, and bond with my newborn.

During my leave, I will ensure a smooth transition of my responsibilities to [colleague’s name or team], keeping you updated on my progress. If any questions or concerns arise during my absence, I will be available via [phone/email].

Thank you in advance for your consideration and support during this exciting time in my life.

Templates for Leave of Absence Request

Below are a few templates to help you write a leave of absence request for different situations. They will serve as a starting point for your own letters, ensuring you cover all necessary details in a professional manner.

Part 5 Leave of Absence Request Template

Dear [Recipient’s Name],

I am writing to request a leave of absence from [start date] to [end date] due to [reason for leave]. I have reviewed our company’s leave policy and believe that I qualify for this time off.

During my absence, I have arranged for [colleague’s name] to handle my responsibilities, ensuring a smooth transition in my absence.

Please find the attached documentation relating to my request [if applicable]. I understand that this request is subject to approval and would appreciate your prompt response so I can finalize any necessary arrangements.

Thank you for considering my request, and please do not hesitate to contact me if you need any additional information or clarification.

[Your Name] [Your contact information]

Part 6 Personal Reasons Leave of Absence Templates

Personal reasons leave template 1.

Subject: [Your Name] – Leave of Absence Request

I am writing to request a personal leave of absence from work for [duration, e.g., two weeks] starting from [start date] and ending on [end date]. My leave is due to [briefly explain your personal reason, e.g., a family matter or other personal matter that requires your attention].

During my absence, I have planned for [colleague’s name or your suggestion] to cover my workload and ensure a smooth transition. I will also be available via email for urgent matters.

Please let me know if you require additional information to consider my leave request. I kindly request your approval for my leave, and I will be happy to discuss any concerns or adjustments if necessary.

[Your Name]

Personal Reasons Leave Template 2

Subject: [Your Name] – Leave of Absence Request for Personal Reasons

I hope you are doing well. I would like to request a [length of leave] leave of absence starting from [start date] due to personal reasons. I understand this might cause some inconvenience, but I assure you I will do my best to ensure a smooth handover of my current tasks and responsibilities.

During my absence, I propose [colleague’s name] as a suitable replacement, but I am open to any other arrangements you suggest.

I appreciate your understanding and consideration of my request. Please let me know of any paperwork or further details required.

Sincerely, [Your Name]

Personal Reasons Leave Template 3

Subject: [Your Name] – Leave of Absence Request (Start Date – End Date)

Dear [Manager’s Name],

I hope this message finds you well. I would like to request a leave of absence from my position as [Your Position] in the [Your Department] department. I am requesting this leave for personal reasons and plan to be away from [Start Date] to [End Date].

During my absence, I have spoken with [Coworker’s Name], who has agreed to cover my responsibilities. We’ll work together before I leave to ensure a smooth transition and minimize any disruptions to the team.

Please let me know if there are any additional steps needed or if you require further information. I look forward to your understanding and approval of my leave request. Thank you.

[Your Name] [Your Email Address] [Your Phone Number]

Part 7 Maternity Leave of Absence Template

Subject: [Your Name] – Maternity Leave of Absence Request

I am excited to inform you that I am expecting a baby, and the due date is [due date]. I would like to request maternity leave of absence as per company policy, starting from [start date] until [end date].

Before my leave, I will coordinate with my team and [colleague’s name] who can cover my responsibilities while I am away. Please let me know if you require any further information or arrangements to ensure a smooth transition.

Thank you for your support, and I look forward to celebrating the birth of my child with you all upon my return.

Part 8 What to Avoid in Your Leave of Absence Request

When writing a leave of absence request, there are certain things you should avoid to ensure your request doesn’t come across as unprofessional or lack clarity.

1. Sharing Too Much Information: You may feel the need to share every detail of your personal life or reasons for the leave. However, this may not be necessary. Share only what is relevant to your leave request and maintain a professional tone. A simple explanation like “medical reasons” or “family emergency” will suffice.

2. Ignoring Timing: Be mindful of the timing of your request. If your company experiences busy seasons or has significant projects in progress, it may not be the ideal time to request a leave. It’s important to be considerate of your company’s needs while also taking care of your own.

3. Making Demands: A leave of absence request is not a demand, but rather a polite inquiry. Approach your request with a collaborative and understanding mindset. Frame your request as a courteous question—not as an entitlement or expectation.

4. Being Vague: Your request must include specific information about the duration of your leave and the start and end dates. Being vague can make it difficult for your employer to make decisions and cause confusion.

5. Skipping the Proofreading: Ensure your request is well-written, free of grammatical errors, and typo-free. Your leave request represents you and your seriousness about the matter. A poorly edited request might cast doubt on your professionalism and commitment to your job.

Frequently Asked Questions

What are some common reasons to request a leave of absence from work.

Some common reasons for requesting a leave of absence from work include personal reasons, medical reasons (for you or a family member), education or professional development, and vacation. You may also request a leave for parental reasons, such as maternity or paternity leave.

How do I start my leave of absence request letter?

To start your leave of absence request letter, begin with a professional and respectful salutation, addressing the recipient by name (e.g., “Dear Mr. Smith” or “Dear Ms. Brown”). Then, in the opening paragraph, clearly state your intention to request a leave of absence, specifying the reason for your request and the desired start and end dates.

What should be included in the body of a leave of absence request?

In the body of your leave of absence request, provide any relevant details to support your request and address the potential impact of your absence on your work and team. You may want to include information about the reason for your leave, such as medical documentation or confirmation of a family event. Also, mention any arrangements you have made to cover your work responsibilities during your absence or suggest possible solutions to minimize the impact on your team.

Are there any important tips for writing a leave request for vacation?

When requesting a leave for vacation, make sure to submit your request with ample notice, considering your workplace’s leave policy and any peak periods that may require your presence at work. Provide the specific dates of your planned vacation, offer assistance in making arrangements to delegate your work during your absence, and be flexible about adjusting your plans if necessary to accommodate your team’s needs. Keep your request concise and professional, while expressing your enthusiasm for the time off.

• 3 Examples: How to Write a Salary Increase Request Letter
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• 6 Examples of Excuse Letter for Work Absence (with Tips)
• 100 Examples: How To Politely Decline a Request
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• 3 Examples: How to Write an Email with an Attachment

Take the Break You Deserve with These 7 Annual Leave Application Letter Examples

• Post author: Meet
• Post published: April 8, 2023
• Post category: Leave Request

Taking a break from work is essential for employees to recharge and maintain their productivity levels. Whether it’s for personal or medical reasons, an annual leave application letter is a formal way to request time off from work. However, not everyone is comfortable writing one. That’s why we’ve put together a list of seven sample annual leave application letters for employees that can help guide you in writing your own. From short and sweet to detailed and formal, these samples cover a range of scenarios that might require taking leave. So, whether you’re a new employee or a seasoned professional, read on to find the right sample letter for your needs.

Table of Contents

Basic types of annual leave letters Samples

Dear [Manager’s Name],

I am writing to request annual leave for [number of days] days, starting from [start date] and ending on [end date]. I have completed all my current projects and tasks, and have made arrangements for my work to be covered in my absence.

I understand the importance of ensuring that my absence does not disrupt the operations of the company, and I have made arrangements with my colleagues to ensure that my work is covered. I will also be available via email or phone during my absence in case of any urgent matters.

Thank you for your consideration, and I look forward to returning to work after my leave.

[Your Name]

I would like to request annual leave for [number of days] days, starting from [start date] and ending on [end date]. I have not taken any annual leave this year, and I would like to take this opportunity to spend time with my family and recharge.

I have made arrangements for my work to be covered during my absence, and I have discussed my leave request with my colleagues to ensure that my absence does not cause any disruptions to the company’s operations.

Thank you for considering my request, and I look forward to returning to work after my leave.

I am writing to request annual leave for [number of days] days, starting from [start date] and ending on [end date]. I have been working hard over the past few months and I feel that it is time for me to take a break and recharge.

I have made arrangements for my work to be covered during my absence, and I have discussed my leave request with my colleagues to ensure that my absence does not cause any disruptions to the company’s operations. I will also be available via email or phone during my absence in case of any urgent matters.

Understanding the Different Types of Annual Leave Available to Employees

Here are seven types of annual leave that employees should consider taking advantage of. From Travel/Family Vacation and Volunteer Work to Health and Wellness and Rest and Relaxation, each type of leave offers unique benefits that can help employees destress, recharge, and pursue personal interests. So whether it’s celebrating a personal milestone, immersing in a different culture, or furthering education, there’s a type of leave for every need.

Travel / Family Vacation :

This type of leave is taken for leisure purposes, usually to travel or spend time with family members who live far away.

Volunteer Work :

Some employees may choose to take time off to participate in volunteer work or charitable activities.

Health and Wellness :

This type of leave is taken to attend to personal health or wellness needs, such as a retreat or a wellness program.

Personal Milestone :

An employee may take leave to celebrate a personal milestone such as a birthday, wedding anniversary, or other significant event.

Cultural Immersion :

An employee may take leave to immerse themselves in a different culture, such as by traveling to a foreign country or participating in a cultural exchange program.

Educational Pursuits :

Some employees may take leave to further their education or attend training courses to improve their skills.

Rest and Relaxation :

This type of leave is taken purely for relaxation purposes, such as to recharge or destress. This could include activities like taking a spa day, reading a book, or simply lounging on a beach.

7 Sample Annual Leave Application Letters for Employees

Employee requesting leave for travel / family vacation:.

Dear [Manager’s Name],

I am writing to request annual leave for [number of days] days, starting from [start date] and ending on [end date]. This leave is for a family vacation to [destination name], which has been planned for quite some time.

I have made arrangements for my work to be covered during my absence, and I have discussed my leave request with my colleagues to ensure that my absence does not cause any disruptions to the company’s operations. This vacation will provide a much-needed break for me and my family, and it will allow me to return to work with renewed energy and focus.

Employee requesting leave for Volunteer Work:

I am writing to request annual leave for [number of days] days, starting from [start date] and ending on [end date]. This leave is for volunteer work with [organization name], where I will be participating in [mention the nature and purpose of the volunteer work, such as community service or disaster relief efforts].

I have made arrangements for my work to be covered during my absence, and I have discussed my leave request with my colleagues to ensure that my absence does not cause any disruptions to the company’s operations. I believe that this volunteer work is an important way for me to contribute to society and fulfill my personal values, and it will ultimately benefit our team and the company as well.

Employee requesting leave for Health and Wellness:

I am writing to request annual leave for [number of days] days, starting from [start date] and ending on [end date]. This leave is for health and wellness purposes, as I will be undergoing [mention the nature and purpose of your health-related activities, such as a medical procedure or a wellness retreat].

I have made arrangements for my work to be covered during my absence, and I have discussed my leave request with my colleagues to ensure that my absence does not cause any disruptions to the company’s operations. This time away will help me prioritize my physical and mental health, which will ultimately benefit both me and the company.

Employee requesting leave for Personal Milestone:

I am writing to request annual leave for [number of days] days, starting from [start date] and ending on [end date]. This leave is for a personal milestone, as I will be celebrating [mention the nature and purpose of your milestone, such as a wedding or a graduation].

I have made arrangements for my work to be covered during my absence, and I have discussed my leave request with my colleagues to ensure that my absence does not cause any disruptions to the company’s operations. This is a special occasion that I want to fully enjoy and share with my loved ones, and it will allow me to return to work with renewed happiness and motivation.

Employee requesting leave for Cultural Immersion:

I am writing to request annual leave for [number of days] days, starting from [start date] and ending on [end date]. This leave is for a cultural immersion trip to [destination name], where I will be exploring the local culture, trying new cuisines, visiting historical landmarks, and interacting with locals to gain a deeper understanding of their way of life.

I have made arrangements for my work to be covered during my absence, and I have discussed my leave request with my colleagues to ensure that my absence does not cause any disruptions to the company’s operations. This trip will allow me to broaden my horizons, learn new perspectives, and bring back fresh ideas that could benefit our team and the company.

Employee requesting leave for Educational Pursuits:

I am writing to request annual leave for [number of days] days, starting from [start date] and ending on [end date]. This leave is for educational pursuits, as I will be attending [mention the name and nature of the educational program or course, such as a training workshop or a conference].

I have made arrangements for my work to be covered during my absence, and I have discussed my leave request with my colleagues to ensure that my absence does not cause any disruptions to the company’s operations. This program will help me develop new skills and knowledge that will benefit our team and the company, and it will also provide me with valuable networking opportunities.

Employee requesting leave for Rest and Relaxation:

I am writing to request annual leave for [number of days] days, starting from [start date] and ending on [end date]. This leave is for rest and relaxation purposes, as I will be taking a break from work to recharge and rejuvenate.

I have made arrangements for my work to be covered during my absence, and I have discussed my leave request with my colleagues to ensure that my absence does not cause any disruptions to the company’s operations. This time off will allow me to prioritize my physical and mental health, which will ultimately benefit both me and the company.

Some Basic FAQs for Taking Annual Leave 

Q: How many days of annual leave are employees entitled to?

A: The number of annual leave days employees are entitled to depends on their employer’s policies, the country they work in, and their length of service. In some countries, the law mandates a minimum number of annual leave days, while in others, it is left to the discretion of the employer. It’s important for employees to familiarize themselves with their company’s policies and relevant laws.

Q: Can an employee take annual leave during their probation period?

A: This depends on the company’s policies. Some companies allow employees to take annual leave during their probation period, while others may require employees to complete their probation period before being eligible for annual leave. Employees should refer to their employment contract or company policy handbook for guidance.

Q: How far in advance should an employee request annual leave?

A: The amount of notice an employee should give before requesting annual leave depends on the company’s policies. Some companies require employees to give a specific amount of notice, while others may be more flexible. It’s best for employees to check with their employer’s policies and plan accordingly.

Q: Can an employer refuse an employee’s annual leave request?

A: In some cases, an employer may refuse an employee’s annual leave request if it conflicts with business needs or if the requested leave period has already been allocated to another employee. However, employers should have clear policies and guidelines for annual leave requests and communicate them to employees.

Q: What happens if an employee does not take all their annual leave days?

A: This depends on the company’s policies. Some companies may allow employees to carry over unused annual leave days to the following year, while others may require employees to use all their annual leave days within the year. Employees should refer to their company’s policies to avoid losing their annual leave entitlement.

Q: Can an employee be paid in lieu of taking annual leave?

A: This also depends on the company’s policies and applicable laws. Some countries and companies allow employees to be paid in lieu of taking annual leave, while others require employees to take their full entitlement of annual leave. Employees should refer to their company’s policies and relevant laws for guidance.

These are just some common questions and answers about taking annual leave. Employees should always check their company’s policies and relevant laws to ensure they are fully informed of their rights and entitlements.

Taking annual leave is an essential part of maintaining a healthy work-life balance. Whether it’s to travel and spend time with family, engage in volunteer work, attend to personal milestones, or pursue education and cultural immersion, there are many types of leave that employees can take advantage of. Additionally, requesting time off through a well-written and professional annual leave application letter can help ensure that the process runs smoothly and without any misunderstandings. By utilizing the sample annual leave application letters provided, employees can communicate their leave requests with confidence and clarity. It’s important for employers to encourage their employees to take time off and for employees to prioritize their well-being and take advantage of the various types of leave available to them.

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Writing a Leave Application for Work (Free Templates)

Whether you're new to the workforce or a seasoned veteran, learn how to communicate your leave requests formally from work, which includes free templates, and expert tips.

Written by:

Dr. Moina Rauf

Dr. Moina Rauf, fluent in English and Dutch, is a distinguished writer and editor with a PhD in Economics and a Bachelor’s degree in English Literature and Economics. With extensive experience in both academia and industry, she excels in elucidating complex concepts about business management, human resources policies, legal documentation, employee leaves, appointments, contracts, and workplace culture. Her proficiency in analyzing and simplifying intricate documents ensures comprehensive understanding for her audience. Published in academic journals, Dr. Rauf’s authority in her field is well-established.

Whether you’re new to the workforce or a seasoned professional, understanding how to formally request leave is crucial. A well-crafted application ensures that your request is taken seriously and processed efficiently. This guide will walk you through the essentials of writing an effective leave application, provide free templates for various scenarios, and offer tips to help you navigate the process seamlessly. Additionally, it offers insights on how to tailor your communication style to fit different cultural expectations, ensuring that your leave requests are received positively and processed efficiently.

• Why Request Leave Formally?

Requesting leave formally is not just a procedural formality—it’s a sign of your professionalism. A formal request helps maintain clear communication with your employer and prevents misunderstandings arising from an informal approach. It also ensures that your leave is recorded properly in the company’s HR systems, which can be important for tracking leave entitlements and complying with labor laws.

• How to Write a Leave Application: Step-by-Step Guide

This step-by-step guide is designed to make writing a leave application easy and efficient and guide you through each essential element of a successful request.

Understand Your Company’s Leave Policy

Study the policies and procedures for requesting leave at your company before drafting your leave application. This will help you frame your request according to the policy.

Identify the Recipient

You should address your leave application to the appropriate person, typically your direct supervisor or the HR department. Use the correct salutation and ensure you have the correct contact information.

Include the Necessary Details

When writing your request for a leave of absence, keep the following points in mind: 

• You must clearly state the type of leave you are requesting, whether it’s sick leave, annual leave, or any other type specified in your company’s policy.
• Be specific about the dates you propose to be away from work. If possible, provide alternative dates in case your initial request cannot be accommodated.
• You should also briefly explain the reason for your request. Provide enough information to justify your absence without going into unnecessary detail.

Outline Coverage Plans

If applicable, outline any plans you have for covering your responsibilities during your absence. This could include delegating tasks to colleagues or providing instructions for handling your workload.

Express Willingness to Discuss Further

Remember to conclude your application with a polite request for leave to be granted. Express your willingness to discuss the matter further if needed and provide your contact information for follow-up discussions.

Proofread and Submit

You should proofread your letter before submitting it to ensure there are no errors or inconsistencies. Once you are satisfied with the content, submit your application according to your company’s procedures.

If you do not receive a response to your leave application within a reasonable timeframe, consider following up with the recipient to ensure it was received and to inquire about the status of your request.

Free Leave Application Templates

We provide free, downloadable templates designed for different leave scenarios at work to help you even more. They provide a framework that you can customize according to your specific needs.

Sick leave is designed for employees who are unable to perform their job duties due to illness or injury. The conditions and pay for sick leave can vary, but generally, it is paid leave provided by many employers. At the federal level, the Family and Medical Leave Act (FMLA) offers provisions for unpaid sick leave for serious health conditions. Additionally, various states and municipalities, including California and New York City, have enacted laws mandating paid sick leave.

Template Features

This template includes specific sections to detail the nature of the illness and the expected duration of the leave and includes a provision for attaching a doctor’s note if necessary. This ensures that the request is comprehensive and adheres to company policy. 

• The template clearly states the reason for the leave request, specifying that it is due to a sudden illness. A placeholder [mention the general nature of the illness, e.g., a viral infection] is provided to describe the health issue, which is crucial for HR or management to understand the severity and legitimacy of the leave request.
• It specifies the start and end dates of the leave with placeholders [Start Date] to [End Date] which allow precise planning and coverage during your absence.
• It includes details about how you plan to ensure continuity of work. This involves a placeholder for [list of tasks] and the name of a colleague [Name of the Colleague] who will oversee these responsibilities which ensures there is no disruption to daily operations.
• The template prompts you to attach any relevant medical documentation, such as a medical certificate, which is often required to validate sick leave requests officially.
• It mentions your intention to check emails periodically and remain available for urgent issues which shows responsibility and a commitment to assist in any urgent matters even while on leave.
• The template ends with thanks for the recipient’s understanding and support which adds a polite request for a swift response and expresses hope for a quick recovery and return to full duties.

Casual Leave

Casual leave is generally used for short-term absences for personal reasons that are not otherwise categorized under more specific leave types, like medical or maternity leave. This leave is usually granted for a few days and is intended for personal matters requiring immediate attention. There is no specific federal regulation for such time off, as it is typically governed by employer-specific policies or through collective bargaining agreements in unionized environments.

The casual leave template offers a straightforward approach to requesting time off, with placeholders for the dates of leave and a brief explanation of the reason. This helps keep the application process simple and efficient, suitable for the informal nature of casual leave. 

• The template clearly states the purpose of the letter, which is to request a casual leave of absence, including the specific duration from [start date] to [end date] , making it easier for scheduling and approval processes.
• The template includes a placeholder for [personal reasons/family commitments/other] , allowing the employee to specify the cause of the leave. This transparency helps in understanding the necessity of the request.
• It outlines what you plan to do during the leave, enhancing clarity about your activities away from work. If comfortable, this might include a brief description of personal activities.
• It states your availability for contact during the leave via [phone number] or [email address] which helps to maintain open lines of communication for any urgent issues that may arise.
• The letter ends with a polite expression of gratitude towards the manager for considering the leave request and a closing remark that reinforces your appreciation for the manager’s understanding and support.

Annual Leave

Annual leave is scheduled time off work that employees are entitled to each year for personal rest and recovery. This leave is typically planned and agreed upon in advance between the employee and the employer. The provision of annual leave is not mandated by federal law in the US, with terms typically outlined in employment contracts or employer policies. Some state laws, however, might dictate how accrued leave is to be handled financially upon the termination of employment.

This free annual leave template provides a comprehensive format for you to specify your planned leave dates, detail any work coverage arrangements, and formally request approval. The clear structure of the template ensures all necessary information is presented, facilitating easier planning and approval by management. 

• The template clearly states the intention to request annual leave for a specified number of days, using placeholders [number of days] , [start date] to [end date] . This clarity is vital for HR or management to organize staffing and workload distribution during the absence.
• The template includes a section for a brief explanation  [brief reason for leave] , such as rest and rejuvenation, which helps justify the necessity of the leave to the recipient.
• It outlines a proactive plan to manage work responsibilities during the absence, detailing specific tasks or projects and the designated colleagues [list any specific tasks or projects and the name of the colleague who will handle them] who will take over. This reduces potential disruptions and demonstrates the applicant’s responsibility.
• The template suggests maintaining open lines of communication and offers options for contact in case of urgent issues, which helps in managing any unforeseen needs that might arise during the leave.
• It concludes with a courteous acknowledgment of the recipient’s consideration and a forward-looking statement expressing eagerness to address any further questions, fostering a positive relationship.

One-Month Medical Leave

One-month medical leave caters to employees needing extended time off for medical treatment or to recover from a serious health condition, often requiring supportive documentation from healthcare providers. This type of leave is generally covered under the FMLA, allowing eligible employees to take up to 12 weeks of unpaid leave for serious health issues.

The template assists in organizing a detailed explanation of the medical condition, the necessary treatment plan, and the expected recovery timeline. It also provides space for the required medical certification, facilitating a clear and structured application process. The template is thoughtfully designed to ensure clarity and professionalism in its approach to requesting extended leave. 

• The template features a section for a brief description of the medical condition, which provides essential context for the leave request.
• It prompts you for the inclusion of all necessary medical documents and a doctor’s letter to substantiate the leave request.
• It has placeholders to mention specific start and end dates of the leave which offers a clear timeframe for the absence.
• A placeholder is also included in the template for detailing the expected treatment, surgery, or recovery process, which informs the recipient of the recovery trajectory.
• The template ensures continuity at work by including a plan for pre-leave preparation where you can commit to updating and handing over current projects and tasks.
• You can name a designated colleague as a point of contact during the leave, with their contact information provided to handle responsibilities in the applicant’s absence.
• The template allows you to state your availability for urgent consultations via email or phone, health permitting, indicating ongoing engagement with work matters.
• The letter concludes with a polite request for understanding and support, which underscores the necessity of the time off for health recovery.

Emergency Leave for Office

Emergency leave is essential for unexpected situations such as a family crisis, a sudden illness, or other emergencies that require immediate attention. This kind of absence is not specifically covered under federal laws such as the FMLA unless the emergency relates to a serious health condition affecting the employee or an immediate family member.

 The template is designed to quickly convey the urgency of the situation, with sections to briefly explain the circumstances and the expected duration of the absence. This format ensures that the application can be processed swiftly, which is crucial in emergencies.

• The body of the letter allows for a brief explanation of the emergency, using a placeholder [brief description of the emergency] . This gives context to the urgency and nature of the request and helps the recipient understand the need for immediate leave.
• It specifies the anticipated start and return dates with placeholders [start date] and [tentative return date] , which helps in planning the absence duration and coverage.
• The template includes provisions for how ongoing work will be managed, with placeholders for detailing if you will be completely unavailable, have limited availability, or if specific arrangements (like a colleague covering) have been made.
• The template suggests attaching supporting documents such as medical certificates or police reports which reinforce the legitimacy of the emergency claim.

Half-Day Leave for Office

Half-day leave enables employees to take only a part of the day off to attend to personal matters, medical appointments, or other short-term obligations without taking a full day’s leave. No specific federal laws govern half-day leave. This type of leave is generally managed through employer policies or broader paid time off (PTO) policies.

The half-day leave template provides a concise format for requesting leave, specifying whether the morning or afternoon is needed. This assists in clear communication and smooth processing of the leave request. 

• The template clearly states the intent to request a half-day leave and specifies the exact date which is crucial for planning and approval processes.
• It outlines the specific times you plan to leave or arrive, such as [XX: XX am/pm] , ensuring transparency about the absence duration.
• It emphasizes your commitment to minimizing disruption by coordinating with a colleague [colleague’s name] who will oversee urgent tasks during the absence.
• The template also lets you express a willingness to compensate for the time off by working extra hours or completing tasks in advance which shows responsibility and consideration for team performance.

Leave for Marriage

Marriage leave is offered to employees for their weddings and related festivities. The availability and duration of this leave type can vary greatly between different employers and is not typically covered under standard leave policies. This type of leave is not mandated by federal law in the US and is generally left to the discretion of the employer, often seen in more comprehensive benefits packages.

This template allows you to clearly state your wedding date, and the duration of the leave you are requesting and includes a polite formal request for approval, making it easy for your employer to understand and process the request. 

• The purpose of the leave is immediately stated, with placeholders such as [number of days] for the duration and [start date] to [end date] for the specific dates of the leave, providing a clear timeframe and scope of the absence.
• The letter emphasizes the importance of the marriage ceremony, highlighting it as a significant milestone, thereby underlining the personal importance of the leave.
• It includes a detailed plan for delegation and task management during your absence, mentioning a placeholder [Colleague’s Name] who will cover your duties, ensuring continuity of work without disruption.
• The template mentions attaching a wedding invitation, which serves as proof of the event, lending authenticity to your application and potentially aiding in the swift processing of the leave request.
• It ends with a polite thank you and a look forward to a positive response, maintaining a cordial tone and expressing eagerness to return to work with renewed focus post-event.

Leave for Vacation

Vacation leave is used for personal rest, relaxation, and recreation. This type of leave is generally planned well in advance and is most often paid. It is one of the most common types of leave provided to employees as part of their employment benefits. There is no federal requirement in the United States mandating employers to provide vacation leave. However, company policy typically dictates the terms of vacation leave, and some state laws may influence how accrued vacation time is managed upon an employee’s termination.

The vacation leave template includes placeholders detailing the intended vacation dates, arrangements for covering responsibilities in the employee’s absence, and a section for officially requesting approval, which helps streamline the leave approval process.

• The template is structured to ensure an organized request for vacation leave, starting with a personalized greeting.
• It clearly states the purpose of requesting approval for a specific number of days off, indicated by the placeholder [Number of Days] .
• The dates for the vacation are specified with placeholders [Start Date] to [End Date] .
• The body outlines your plans during your absence which includes mentioning a colleague [Name of Colleague] who will cover duties.
• It mentions completing pending tasks and providing a detailed handover document.
• The template invites the recipient to contact the applicant for further information or forms needed for the leave process.
• At the end of the application, gratitude is expressed for considering the leave request and ends with a warm closing and includes placeholders for adding your name and contact information.

Maternity Leave

Maternity leave is specifically allocated for childbirth and the care of the newborn. This leave can vary in terms of duration and compensation, depending on both employer policies and the legal framework in place. At the Federal level, the FMLA governs maternity leave, providing up to 12 weeks of unpaid leave. Some states enhance this provision with additional benefits, including paid leave options as seen in California, New Jersey, and New York.

This template is designed to facilitate a smooth and clear communication process for requesting leave. It includes several placeholders to ensure the letter is personalized and accurately addressed.

• The template outlines a detailed plan for transitioning responsibilities, which includes a placeholder for a comprehensive handover document that maps out ongoing projects and task statuses.
• Another key placeholder is [Colleague’s Name] , designated to take over duties, ensuring continuity of work during the applicant’s absence. 
• The template also highlights the applicant’s commitment to remain accessible via email for any urgent queries, enhancing communication while away. Before the leave, there is a commitment to train another specified [Colleague’s Name] on critical tasks and processes, preparing the team for the leave period.
• The template notes the requirement to attach a medical certificate and any necessary documentation as per company policy which ensures compliance and thoroughness.
• The letter concludes with a courteous thank you note and an expression of anticipation for the approval of the leave which reflects a well-organized and considerate approach to leave planning.

Study Leave

Study leave allows employees to engage in educational pursuits that enhance their professional skills or career progression. Employers typically offer this type of leave as part of their professional development benefits, and it can be paid or unpaid depending on company policies. There is no federal mandate for study leave in the United States; however, certain state laws or industry-specific regulations may encourage or support employers in providing leave for educational purposes.

This template helps you clearly outline the educational program, its relevance to your current job, and the expected outcomes. This structured approach helps in presenting a compelling case for why such leave should be granted and ensures all necessary details are effectively communicated.

• The template clearly states the intention to request leave for educational purposes, including the specifics of the program [Type of Educational Program] at [Institution’s Name] . This not only justifies the leave but also aligns it with personal and professional growth.
• The leave period is clearly defined with placeholders for [Start Date] to [End Date] , which are crucial for planning coverage during the applicant’s absence.
• The template highlights how the education will benefit you and the organization, making a case for the leave’s value beyond the individual’s personal growth.
• It outlines steps taken to minimize impact on workplace operations, including coordination with colleagues [Name of Colleague(s)] who will cover responsibilities, preparation of detailed instructions, and completion of all time-sensitive tasks.
• It is also mentioned that you can attach necessary documentation from the educational institution, such as the course outline and acceptance letter, which supports the application and assists in its approval.
• It also emphasizes your dedication to resuming your duties post-study, showing a strong commitment to your role and the organization’s success.
• The template encourages open communication and invites the recipient to request further information or discuss any necessary arrangements, demonstrating your proactive approach to their professional responsibilities.
• It concludes with a polite thank you and an expression of hope for a favorable response which helps to maintain a positive and respectful dialogue.
• Navigating Cultural Differences in Multinational Firms Regarding Leave Policies

In today’s globalized workplace, understanding and respecting cultural differences are essential, especially when it comes to requesting leave. This section explores the nuances of navigating multicultural dynamics in professional leave applications and how you can approach this:

• Learn about the cultural norms of your colleagues and supervisors, especially regarding leave requests. Some cultures value directness, while others prefer more formal or indirect approaches.
• Tailor your communication style to fit the cultural expectations of your audience. This might mean adjusting the level of formality in your leave application or the way you discuss your leave in person.
• Don’t hesitate to ask for advice from HR or colleagues who share your cultural background or have experience with the company’s cultural dynamics. They can provide valuable insights on how to effectively navigate the leave application process.

A well-crafted application ensures clear communication and efficient processing of your request. This guide has provided a step-by-step approach to writing an effective leave application, along with free templates for various leave scenarios. Whether you’re requesting vacation, sick leave, study leave, or other types of absence, these templates are available in DOCX, ODS, DOTX, and Google Docs formats to suit your needs. By following these guidelines and using the provided templates, you can navigate the leave application process with confidence and professionalism.

How far in advance should I submit my leave application?

It’s advisable to submit your leave application as early as possible, especially for planned leaves. This allows your employer to plan for your absence and ensures a smoother transition of responsibilities.

Can I take leave without pay if I have exhausted my annual leave balance?

This depends on your company’s policy. Some companies allow employees to take unpaid leave in certain circumstances, while others may not. Check your company’s leave policy or consult with HR for clarification.

Can I combine my annual leave with other types of leave, such as study leave or maternity leave?

This depends on your company’s policy. Some companies allow employees to combine different types of leave, while others may have restrictions. Check with your HR department for clarification.

Is it possible to cancel my approved leave application?

Yes, you can usually cancel your approved leave application, but you should do so as soon as possible and follow your company’s procedures for canceling leave. Inform your supervisor or HR department promptly and provide a valid reason for the cancellation if required.

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Leave Application Letter for Office: Format, Samples, Templates

Home Blog others Leave Application Letter for Office: Format, Samples, Templates

A leave application is something everyone has been taught to write since school days. But what I have seen is that many individuals have several doubts swirling around when they actually sit down to write one. Being an employee of a private firm for many years, I have witnessed the same issue in the work scenario, too. Moreover, I feel that the leave application for office must be written in a convincing, engaging, yet formal manner.

For me, the application of leave in office acts as an official statement to let the manager know that I am planning to take a leave from work. Now, do you know the leave application format for office? If not, let me help you learn the process of drafting such a document. I also recommend taking the KnowledgeHut Professional training for further help with such workplace communication.

Why Should You Submit an Office Leave Application?

Submitting a leave application for office informs your manager or team lead about your absence from the workplace. Remaining off work without the knowledge of the management may reflect an unprofessional attitude on your side. I think it also creates a difficult situation for your respective team and may hamper the progress of some of your ongoing projects.

Hence, I think it’s a good idea to draft a leave application letter for the office beforehand. You can even send the application on the day when you won’t be able to attend the office because of a personal matter or other unavoidable circumstances.

Types of Leave Application

A leave application for office can be of various types depending on how they accommodate different situations. I have curated the common leave application types for your reference below:

• Maternity Leave Application:  A time off given to new mothers to care for their newborn or newly adopted child.
• Annual Leave Application:  A planned time off that can be accrued over a particular year.
• Sick Leave Application:  An application granted for medical appointments or health-related issues.
• Vacation Leave Application:  This time off is similar to the annual leave application and can be used for relaxation and travel purposes.
• Casual Leave Application:  A short or unplanned leave granted to employees for unforeseen or incidental reasons.
• Emergency Leave Application:  A compassionate or urgent time off granted to address sudden or unforeseen family and personal emergencies.
• Half-day Leave Application:  A type of   leave application for an office that grants the employee permission to be absent from work for half of the usual working hours in a day.

What to Include in an Office Leave Application Letter/Email?

Learning how to write a leave application begins with knowing the content that you must include in your letter or email. Therefore, what follows is my list of points that should definitely be included in your leave application for office.

• Salutation:  Such an approach will usually include the name of an addressee whose name is written in your notice of leave.
• Subject:  This section of the leave application should include the cause behind your request for leave and the date you filed for it.
• Reason for Leave: I advise that you put across the necessary details so that your application for a leave grant while transiting from office receives the attention it deserves.
• Work Plan: To assure peace of mind to customers, talk about your colleague who will look after all responsibilities when you are not there.
• Closing Sentence: Give thanks to the said individual.
• Name:  State your correct name.
• Designation:  Tell about your exact job function in the company.
• Date:  Cite the present date.

Leave Application Format for Employee

Let me show you a leave letter format for the office that will help you draft future applications with ease.

To: [Manager’s Name]

From: [Your Name]

Date: [Current Date]

Subject: Leave application for [your reason and date]

Dear [Manager’s Name],

I am writing to request a leave of absence for (number of days) from (start date) to (end-date). The reason for my leave is (your valid reason for leave).

I have completed all the urgent tasks and delegated the remaining tasks to (your colleague’s name). I am confident that my absence will not have any negative impact on our team’s work.

I will be available by email or phone during my leave if needed. I will also make sure to check my work email regularly.

I appreciate your consideration.

[Your name and designation]

How to Write a Leave Application Letter for Office

Following the correct leave application format for employees is important for you to be granted leave from your workplace. That is why I have curated a step-by-step guide for you to learn how to draft a leave application for office.

1. Use the Company Letterhead:  Use an official letterhead for your leave application if your company has one. It will help add a professional touch to your leave application for office for personal reasons or any other reason. Include your company name, address, and contact information as given on the letterhead.

2. Include the Date:  Write the current date you submitted the leave application at the top left or right corner. I advise you to use the DD/MM/YYYY format.

3. Add Your Name, Designation, and Employee ID:  Mention your full name along with your position or designation in the company and employee ID, if applicable.

4. Address the Recipient:  Your leave application for office should be addressed directly to your HR department head or reporting manager as specified by company policy. Try to use formal titles like Sir or Ma’am.

5. Subject Line:  Include a subject line that briefly states your leave request.

6. Content:  I suggest you clarify the reason and time period for the leave in the paragraph. Along with that, make sure you clearly explain the reason for your absence. According to the company policy, you will need to give enough time for your planned leave to the concerned authority.

7. Polite and Formal Tone:  Maintain a formal and courteous communication style at all times throughout the leave application. Strictly avoid making unreasonable demands.

8. Express Gratitude:  Finally, end by thanking the approval authority for taking the time to review your leave application.

9. Signature:  Wrap up the leave application with your full name and signature.

10. Proofread:  Double-check the leave application for any grammatical, factual, or spelling errors before submission.

Sample Leave Applications For Office

A sample leave letter format for office can help you draft your future applications without making any errors. Let me walk you through some of these sample leave applications for the office.

1. Sample Leave Application for Office for Personal Reason

The following sample leave application will help you learn how to cite personal reasons for your absence.

Subject: Application for Personal Leave

Dear {Recipient’s Name},

I have an important personal matter to attend to due to which I will not be able to come to the office from {start date} to {end date}.

I have transferred all my tasks to {person’s name} and have asked them to call me for any help during my absence.

Kindly consider my leave application for approval and oblige.

Yours Sincerely,  {Your Name}

2. Sample Leave Application for Marriage

The leave application for marriage is different from other leave applications for office, as shown below.

Subject: Leave for Marriage Ceremony

Dear Sir/Ma’am,

I am pleased to announce that I will be getting married on {Date}. So, I request you to grant me leave from {Date} to {Date} for my marriage function.

I have already started to work towards completing my task before the date.

Looking forward to receiving a positive response from you soon.

{Signature}

3. Maternity Leave Application Sample

Here is a leave letter for office samples for those who want maternity leave.

Subject: Application for Maternity Leave

I am writing to inform you about my decision to take the allotted {Number of weeks} of maternity leave available to me. I plan to start my leave on {Starting date} and return to the office by {joining date}.

I will let you know as soon as possible if my plans change for any reason. I have attached the physician’s letter to confirm the relevant details.

4. Annual Leave Application

Here is a sample of an annual leave mail in the office   for your reference.

Subject: Annual Leave Application

I will be traveling with my family for one month between {start date} and {end date}.

As per my prior discussion with my team lead, I have requested my colleague {enter name} to take over my project while I am on leave.

I may not be available to take calls because of the nature of my travel plans. Please address any urgent work matters to my email address {email ID}.

I await a positive reply to my leave request.

Thank you and regards,  {Your Name}

5. Sick Leave Application

Here is a sample sick leave application for the office for your reference.

Subject: Sick Leave Request for One Day

Dear [Supervisor/Manager’s Name],

I regret to inform you that I will not be able to visit the office tomorrow, [date], due to my health condition. I have visited the doctor and therefore will have to take the day to relax and recover. Therefore, I would like to request one day of sick leave.

I will be available via email for all urgent work matters.

Wishing you and the team a productive day in my absence.

Kind regards,

[Your Name]

6. Vacation Leave Application

Here is a vacation leave letter example for office.

Subject: Vacation Leave Application

Dear Mr./Ms. {Recipient’s Name},

I am writing this application to request a leave of absence from {start date} to {end date}. My family and I are taking a vacation to Manali as this period marks the summer vacation for my children. I want to take part of my allotted paid leave in this regard.

In the meanwhile, my teammate, {enter name}, has been authorized to take up any pressing matters in terms of my job duties.

I look forward to your approval.

Sincerely,  {Your Name}

7. Casual Leave Application

Subject: Casual Leave Application

Dear Mr./Mrs. {Recipient’s Name},

I request a leave of {X days} from {start date} to {end date} since I have to attend to a medical emergency of a close relative. As the relative is situated in Uttrakhand, I must be away for {X days}.

I shall be reachable during the period mentioned in my email. My person in charge, {person’s name}, will be handling my tasks in my absence.

I will be thankful if you consider my application at the earliest.

8. Emergency Leave Application

Here is how you can write a leave letter for an emergency.

Sub: Emergency Leave Letter

I have to tend to a personal matter in my hometown because of which I will not be able to come to the office until {date}.

I have informed my colleagues about my leave and have briefed everyone on the project we are working on. You may contact me on (Your mobile number) if you need me with any urgent information.

Please grant me a leave for three days and oblige.

{Your Name}

9. Leave Application for Half-day Sample

Here is a sample leave application for the office for a half day.

Subject: Request for Half-Day Leave on [Date]

Dear [Supervisor Name],

This is to inform you that I am applying for a half-day leave on [Date], [Morning/Afternoon]. I need to [briefly state the reason for leave].

I have completed all urgent tasks and informed [colleague name] about my absence. They have agreed to cover the pending tasks for me.

I will be available via email or phone throughout the day for urgent matters.

Thank you for your understanding and consideration.

Leave Application for Office: Template

I have attached a sample   leave application for the office template for your reference. You can also download it instantly.

Tips for Writing Office Leave Application Letters

I have also curated some tips that you can use while drafting an application for medical leave in the office or for other reasons.

• Use a formal tone and professional format to write the leave application for the office.
• Provide all relevant details, including the purpose of your leave and the duration of absence.
• Send your leave application in time.
• Let the management know about your work status, too.
• Attach supporting documents if needed.
• Follow up with the manager or supervisor if they have not responded to your application yet.

Writing a leave application for the office will be an easy task for you once you have read this guide. I have included the formats for all application types, including a one-day leave application for the office, for your reference. Moreover, you must also follow all the tips and guidelines to ensure your application is in the correct format and tone.

You can learn more about such leave applications and how to draft them through free online courses from KnowledgeHut. These courses will enable you to learn more about effective communication in the workplace and enhance your skills for career advancement.

Frequently Asked Questions (FAQs)

You can apply for a casual leave application for the office if you want to attend a function. Make sure to follow the correct format and inform your manager about your planned absence. This will enable you to get approval instantly.

Several leave types are available for employees, including maternity, annual, half-day, casual, vacation, and sick leave. Familiarizing yourself with their respective formats is essential to ensure you submit the correct application.

Your application should encompass several required elements. The three simple ones are the subject line, the date, the reason for your leave, and the name of the person to whom you have transferred your work.

List down the factors that your manager can incorporate in canceling your absence request for the office. If your manager’s explanations are not convincing enough and you need a leave, you can discuss the matter with your HR department, which may be escalated to the seniors if required.

Yes, your leave remains cancelable even after it is approved. All you have to do is prepare a new document stating the new dates or your reasons for changing your leave. You may also want to bring the matter to your HR and proceed with the application without any problem.

Abhresh Sugandhi

Abhresh is specialized as a corporate trainer, He has a decade of experience in technical training blended with virtual webinars and instructor-led session created courses, tutorials, and articles for organizations. He is also the founder of Nikasio.com, which offers multiple services in technical training, project consulting, content development, etc.

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Effective Leave Application Letter to HR: Tips & Templates

Table of Contents

Are you stressing about how to write a leave application letter to HR ? Don’t worry! We’ve got your back! Whether it’s for personal or medical reasons, crafting the perfect letter can be challenging. But this article will guide you through what to include in an effective leave application, along with some useful samples. Let’s dive in and learn how to ace that leave application letter to HR!

Why Should You Submit a Leave Application Letter to HR?

Submitting a leave application letter is important for several reasons. Firstly, it ensures that your absence from work is authorized and documented . So you don’t face disciplinary action or negative consequences upon returning. It also helps the company plan and allocate resources accordingly, as they know of your absence in advance. Moreover, It shows professionalism and respect towards your employer and colleagues. It communicates your commitment to maintaining open communication and following company policies.

What to Include in a Leave Application Letter to HR?

When writing a letter to your HR Manager requesting time off , it’s crucial to ensure you cover all the key points. Below are specific sections that need to be included for your leave application to be complete and effective

• Receiver’s Name & Address: You must include the name and address of the person receiving your leave application letter.
• Clear Subject Line: Use a clear subject line that includes “Leave Application” and any other necessary details.
• Formal Salutation: Start with a formal salutation that includes the recipient’s name. You can use their first title only if you know the person well.
• Reasons in the Body of the Letter: State the reason for your absence. Mention how long you’ll be away, who will cover for you while you’re gone, and how to contact you if needed.
• Thank the recipient: Express gratitude to the reader for considering your leave request.
• Professional Closing: End the letter with a professional closing, such as “Sincerely.”
• Your Name: Sign off with your full name.
• Your Job Position: Optionally include your job title in the signature.
• The Date of writing: Add the current date at the end of your letter.

Leave Application Letter Samples

Let’s look at some well-crafted leave application letter samples that will help you craft one for yourself:

Sample 1: Sick Leave Application Letter

Dear [Manager’s Name], I am writing to request sick leave for the next three days, starting from [date]. I have been experiencing severe flu symptoms, including fever, body aches, and headaches. The doctor has advised me to rest at home and refrain from going to work until my condition improves. I sincerely apologize for any inconvenience my absence may cause. And I intend to make up for the lost time upon my return. Also, I have informed my colleagues about the pending projects and ensured they know what needs to be done while I am away. I hope to recover soon and resume my duties as soon as possible. Thank you for your understanding in this matter. Sincerely, [Your Name]

Sample 2: Maternity Leave Application Letter

Dear HR Manager, I am writing to formally request a maternity leave of absence from work starting from [Date] as my due date is approaching. My last working day will be [Date], and I plan to return on [Date]. However, I would like to take advantage of any paid leave or sick days available to me. During my absence, I have made arrangements with [Coworker’s Name] to handle any urgent matters that may arise in my department. They are aware of their responsibilities and have agreed to step in while I’m away. I appreciate your support and look forward to returning to work once my maternity leave ends. Please let me know if there is anything else I can do to help make the transition as smooth as possible. Thank you for your understanding. Sincerely, [Your Name]

Sample 3: Casual Leave Application Letter

Dear [HR Manager’s Name], I am writing to request a casual leave from work on [Date] for personal reasons. I apologize for any inconvenience this may cause and assure you that I will complete all pending work before leaving. Recently, my family has been going through a tough time as my grandmother is unwell and requires medical attention. As the only person available to take care of her, I feel it necessary to be present with her during this difficult period. I understand that taking time off may affect our team’s progress. But I promise to make up for the lost time by working extra hours upon my return. I hope you can understand my situation and grant me this leave. Please let me know if any procedures or forms need to be completed to process my application. Thank you for your understanding and cooperation. Sincerely, [Your Name]

Sample 4: Emergency Leave Application Letter

Dear HR Manager, I am writing to request an emergency leave from work due to a family emergency. Unfortunately, my mother has been admitted to the hospital, and her condition is critical. I would like to take the next two weeks off from work to be by her side during this difficult time. I understand that this may cause some inconvenience for the company. But I will try to ensure that all of my tasks are completed before I leave and that any critical deadlines are met. I have already spoken with my colleagues who have agreed to cover for me in my absence. Additionally, I will be available via phone and email if anything urgent comes up. Thank you for understanding my situation and for your assistance during this time. Sincerely, [Your Name]

Writing a leave application letter to HR doesn’t have to be complicated. Make sure to follow the guidelines discussed in this article and use one of the effective samples provided in this article. It will help you quickly compose a clear and concise message that effectively communicates your request for time off. Remember to include all the necessary details and follow company policies and procedures. Good luck!

Abir Ghenaiet

Abir is a data analyst and researcher. Among her interests are artificial intelligence, machine learning, and natural language processing. As a humanitarian and educator, she actively supports women in tech and promotes diversity.

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Formal Leave of Absence Letter Example

• How to Request a Leave From Work
• Dos and Don’ts for Requesting a Leave

What to Include in Your Formal Letter

Leave of absence request template, leave of absence request email example, frequently asked questions (faqs).

Do you need to take a leave of absence from work? If so, it’s important to put your request in writing, both for documentation purposes and to make it easier for your manager to understand what you're requesting.

How to request a leave of absence depends on your position and company policy. Some companies have formal policies in place for employees to request a leave of absence from their jobs. Others accept informal requests. Your employer may have a form you need to complete to request a leave of absence, or you may be required to write a letter documenting your request.

Here's information on how to request a leave of absence, examples of written and email requests for a leave of absence, and tips on what to include when you ask for a leave from work.

Key Takeaways

• Employers are obligated to provide leave for family, medical, or religious reasons, as required by law.
• Other leave benefits are voluntary; they must be agreed upon by an employee and an employer.
• Before you apply for leave, check your employer's policies and procedures for requesting leave.
• It can be helpful to outline your request in writing for your manager to review, as well as to schedule a meeting to clarify policies regarding leave from work.

How to Request a Leave of Absence From Work

Many companies offer leave benefits to employees. However, not all leave benefits are mandated by law. Employers are required to provide some leave. Others are voluntary incentives provided by an employer. Voluntary leave benefits are typically an agreement between an employee and an employer or between an employer and an employee's representative, such as a labor union.

The typical process for requesting a formal  leave of absence  from work is to discuss your situation with your manager or human resources department and learn the process for requesting leave. Your employer will explain what leave is available, the eligibility requirements for leave, and the procedures for requesting leave. You may be required to meet with a manager to review your request and the information you'll need to provide.

It can be helpful to write a letter (or, more typically, an email) to your direct supervisor requesting a meeting to discuss whether, and how, you should apply for a leave of absence.

In this letter, you should include the following:

• Your  reason for needing a leave of absence  (such as the birth or adoption of a child, personal or family health issues, loss of a loved one, or relief from excessive job stress)
• The things you are willing to do to help prepare for your absence (examples: training your replacement, writing a detailed handbook of your daily work processes, or offering to remain available to answer any questions during your absence)
• The anticipated dates of departure and return to work
• A request for your supervisor’s assistance in helping you negotiate the leave of absence process with senior management or your human resources department

Once you have attended this meeting with your supervisor, follow up on the conversation with a written request for a leave of absence. This will be added to your personnel file to initiate the formal leave-of-absence process and provide documentation, if required, prior to the approval of your leave.

The Balance

Dos and Don’ts for Requesting a Leave of Absence

It’s important to ask for your leave in the best possible way. The following guidelines will help you write a request that’s effective, professional, and considerate.

Give as much notice as possible.  It takes time to arrange cover for your role. The more notice you can provide, the easier it will be for the company to accommodate your request.

Speak to your direct supervisor first. Outline your request in writing after the conversation, and make sure to complete the leave request paperwork. 

Know your rights. The Family and Medical Leave Act entitles many employees to unpaid leave to deal with medical conditions and family needs, such as the birth or adoption of a child or emergencies related to a family member’s active military service. Eligible employees who work for companies comprising 50 or more employees are entitled to 12 working weeks of unpaid leave during a 12-month period. Find out whether you’re covered before requesting leave.

Your state may also have family and medical leave laws that provide for employee absences from work. Check with your state labor department for information on programs in your location.

When requesting a formal leave of absence, your letter should include the following:

• Request for a leave of absence
• The dates you expect to be away from work
• The date you plan to return to work
• An offer to provide assistance, if feasible
• Thanks for considering your request

This leave of absence example template is for a formal request for a leave of absence from work, following a discussion with the employee’s supervisor.

Your Name Your Address Your City, State Zip Code Your Phone Number

Supervisor’s Name Title Organization Address City, State Zip Code

Dear Mr./Ms. [Last Name],

This letter is a formal request for a leave of absence, to follow up on our meeting yesterday. As we discussed, I would like to request a leave of absence from [Date] through [Date].

I will return to work on [Date].

Please let me know whether you require any further information or have any questions.

Thank you very much for your consideration in affording me this opportunity for personal leave.

Your Signature (hard copy letter)

Your Typed Name

Here's an example of an email message requesting a leave of absence.

Subject: Leave of Absence - John Dooley

Dear Jennifer,

As we discussed yesterday, I would like to request a formal leave of absence from my job for family reasons. I plan to be away from November 2, 2024, to December 30, 2024, returning to work on January 3, 2025.

If approved, I would be glad to help with a plan to cover my workload in my absence. I would also be available to answer questions and provide assistance while I am on leave.

Please let me know whether you require any additional information. Thank you very much for your consideration of my request.

Are employers required to give employees paid leave from work?

Federal law does not require employers to pay employees for time not worked, such as personal leave, vacations, sick leave, or holidays. Some states mandate paid family, sick, parental, and school leave. Check with your state department of labor for details.

What is the best way to request a leave from work?

Your company may have a policy in place for requesting leave from work that specifies circumstances where leave may be granted and how much time employees are entitled to take as leave. Check your employee handbook or talk to your manager for details. If a policy is in place, be sure to adhere to those guidelines for requesting a leave of absence.

National Conference of State Legislatures. " State Family and Medical Leave Laws ."

U.S. Equal Employment Opportunity Commission. " Leave Policy Tips ."

Department of Labor. " Leave Benefits ."

Department of Labor. " Family and Medical Leave (FMLA) ."

National Conference of State Legislatures. " Paid Family Leave Resources ."

U.S. Department of Labor. " Personal Leave ."

Written by admin • August 20, 2024 • 12:17 pm • Employee Support • 2 Comments

Leave Application for Office – Format with Samples

Knowing how to write a leave application is an essential skill for requesting time off. While it’s important to maintain a formal tone and follow a precise structure, many crucial elements of this document can easily be overlooked. Therefore, understanding the format and key components of a leave application is vital for ensuring that your request is clearly communicated.

In this blog, we aim to provide you with a comprehensive guide on how to write a leave application for the workplace. We will walk you through the structure, format, and essential elements of a leave application, along with helpful examples. Let’s delve into the details!

Table of Contents

What is Leave Application?

A leave application is a formal request for temporary absence from duties due to specific reasons. They can range from personal matters, health issues, or family events. Knowing how to craft a leave request is crucial if you’re a working professional.

This article shall look into the nuances of constructing an application of leave, focusing on the format, vital components, and other narrative elements. We have covered multiple samples that will help you understand the tone required for different situations.

Leave Application Format for Office

Knowing the format and the primary components you must cover while writing a leave application letter is essential. Here’s a basic format that you can use.

Subject: Application for Leave

Dear Sir/Madam,

Main Body of the Leave Application Letter:

[Provide the details and reasons for your leave request here.]

Yours sincerely,

[Your Name] [Designation] [Name of the Organization]

Different Types of Leave Application for Office

Leave applications come in different forms, catering to diverse needs and situations. Here’s a breakdown of some common types:

• Sick Leave: The duration of sick leave varies based on the severity of the employee’s condition, ranging from a few days to several months, ensuring employees can focus on their recovery without work-related stress.
• Casual Leave: Employees typically receive 1 to 3 casual leaves per month, offering short breaks for personal or unexpected needs, and promoting work-life balance.
• Maternity Leave : As per the Maternity Benefit Act, female employees are entitled to 26 weeks of maternity leave, allowing new mothers ample time to care for their newborns and recover after childbirth.
• Paternity Leave: Some companies grant male employees 15 days of paternity leave, fostering a supportive environment for new fathers during crucial family moments.
• Annual Leave: Indian employees enjoy 15-20 days of annual leave per year, offering the chance to relax, recharge, and spend quality time with family and friends.
• Bereavement Leave: In India, bereavement leave spans up to 7 days, allowing employees to mourn the loss of a loved one without the worry of work responsibilities. The exact duration may vary based on company policies.
• Vacation: Employees can utilise their accumulated annual and earned leaves for extended vacations. The number of paid vacation days depends on the remaining leave balance, enabling employees to plan longer breaks.
• Half-Day Leave: Half-day leave allows employees to manage personal tasks or appointments while ensuring minimal disruption to work commitments.
• One-Day Leave: This short leave option is ideal for addressing immediate personal matters without impacting work schedules significantly.

Tips to Write a Perfect Leave Application Letter for Office

• Maintain a formal and respectful tone throughout the application.
• Include your full name, ID, department, and contact details for easy identification.
• Briefly state the reason for your leave. Be honest and straightforward.
• Specify the precise start and end dates of your leave period.
• If applicable, mention how you plan to delegate or handle your tasks during your absence.
• Provide details of a trustworthy colleague or family member who can be contacted in case of emergencies.
• Express thanks for considering your request and understanding your situation.
• Review the application for errors in grammar, spelling, and clarity before submission.
• If needed, attach relevant documents such as medical certificates to support your leave letter.

Major Elements of a Leave Application for Office

A well-structured leave application comprises essential elements to ensure clarity and professionalism. These elements include:

• Salutation: Address the recipient respectfully using appropriate titles such as “Dear Sir/Madam” or the individual’s name and designation if known.
• Subject: Provide a concise subject line outlining the purpose of your application. Be clear and specific to help the recipient understand the context at a glance.
• Main Body: The main body of the application should contain detailed information, including the reasons for your leave and the specific dates you intend to be absent. Clearly articulate your situation or requirement.
• Contact Information: Include your contact details, such as phone number and email address, enabling swift communication if required during your absence.
• Name and Signature: Sign the application with your full name, indicating your acceptance of the request. A signature adds a personal touch and authenticity to the document.
• Reasons for Leave: The reasons cited in an application for leave should be valid and genuine.

Different Leave Application Letter Formats

Leave Application Samples

If you need help writing a leave application that fully delivers your message while keeping in mind the tonality and language, then we have the perfect guide for you. We have compiled a list of different leave scenarios that include medical, office, one-day etc. leave applications.

Using these samples, you can write a leave request that is appropriate and specific to your needs while maintaining a formal tone. The following are the samples for leave application:

Leave Application for Office

In drafting an application for leave of office, maintain a formal tone and structure. Here is a sample:

Dear [Supervisor/ Manager’s Name],

I am writing to formally request a leave of absence from [start date] to [end date] . The purpose of my leave is [briefly state the reason, e.g., personal family event] . I kindly request your approval for this period of absence.

During my absence, I have organised my tasks meticulously to ensure a smooth workflow in the department. [Explain briefly how you will manage your work, whether by delegating tasks or completing pending work before the leave period] .

I can be reached via phone at [your phone number] or email at [your email address] in case of any urgent matters that require my attention during this period.

Thank you for your understanding and support during my absence. I am committed to ensuring a seamless transition and will return to work promptly on [return date] .

[Your Full Name] [Your Designation] [Contact Number]

Sick Leave Application for Office

A sick leave is a designated period of time that employees can take off from work due to illness or injury, ensuring they have the opportunity to recover without the pressure of work obligations.

It allows individuals to rest and seek medical treatment while maintaining job security during their absence. Here is a sample of how you can write one:

I am writing to inform you that I am unwell and unable to attend work. I have been diagnosed with a severe bout of flu by my healthcare provider. Following the doctor’s advice, I need to take a sick leave from {start date} to {end date} to recover and regain my strength.

I have already informed {colleague’s name} , my colleague, who will be handling my urgent tasks during my absence. I will ensure a smooth transition of my responsibilities before I leave.

I can be reached via phone at {mobile no.} or email at {email address} if there are any work-related emergencies during this period.

Thank you for your understanding. I will keep you updated about my progress and provide any necessary medical certificates upon my return.

[Your Full Name] [Your Employee ID] [Contact Number]

Medical Leave Application Format

A medical leave application can be defined as a formal request to apply for a leave due to issues related to one’s health. Medical emergencies are inevitable and unavoidable, which is why one may require this kind of leave at any point in time. They are also extremely important as one needs to recuperate till they are fit to focus on their professional responsibilities again.

While drafting a medical leave application, you must detail all the necessary information about your medical condition, how long you need the leave for, and all the necessary documents (doctor’s note, medical certificates, etc.)

Being honest and clear in your application extends a feeling of transparency and mutual trust. It will also help and facilitate a smooth acceptance process. We have given a standard template for a medical leave application which will help you cover all the bases and write an effective request.

Dear [Manager’s Name],

I hope this message finds you well. I am writing this to inform you that I am currently experiencing health issues that require medical attention and rest. As advised by my doctor, I will need to take medical leave starting from [start date] and expect to return on [expected return date], depending on my recovery.

I have attached the medical certificate from my doctor for your reference. During my absence, I will ensure that any urgent tasks are handed over to [colleague’s name] or whoever you deem appropriate to manage them. Please let me know if any additional documentation is required, and I will do my best to provide it. Thank you for understanding and supporting my recovery.

Best regards,

[Your Name] [Your Position] [Your Contact Information]

Employee Leave of Absence for Annual Leave

An annual leave application usually requires submitting a formal request to a supervisor or the HR department, clearly stating the dates you wish to take off and the reason for your leave.

The guide below outlines the format and key components of an annual leave application, which can assist you in drafting your own effective request.

Dear Mr./Mrs. {Recipient’s Name},

I hope this message finds you well. I am writing to inform you that I will be out of the country for a month due to personal reasons. Therefore, I kindly request to avail my full annual leave allowance. I would like to request leave from the {start date} to {end date} .

During my absence, {colleague’s name} will be handling my responsibilities. I have been mentoring {colleague’s name} for the past year, and I have full confidence in her ability to manage the tasks efficiently. For any work-related emergencies, I can be reached on my mobile phone.

Thank you for your understanding and support.

Warm regards,

[Your Name] [Your Contact Information]

Half-Day Leave Application

A half-day leave application is a formal request made by an employee to seek approval for taking part of the day off, usually due to personal or urgent reasons. The application should adhere to the standard format for leave requests.

The example provided below offers guidance on how to draft a half-day leave application effectively.

I hope this message finds you well. I am writing to inform you that I will be arriving late to the office today due to a doctor’s appointment. I need to visit my doctor at 10 a.m., and due to some necessary investigations, I will only be able to reach the office in the afternoon.

I kindly request your approval for a half-day leave for today. I assure you that I will make every effort to catch up with as much work as possible once I am in the office.

Thank you for your understanding.

[Your Full Name] [Your Employee ID] [Contact Number] [Email Address]

3 Days Leave Application Sample

When you need to take a short break from work due to personal reasons or unforeseen events, a 3-day leave application helps you formally seek permission for time off. By drafting a clear and respectful application, you ensure that your request is processed smoothly.

Below is a sample 3-day leave application that can be adapted to suit your needs.

I hope this message finds you in good health. I am writing to request a casual leave for 3 days, starting from the {start date} to {end date} of the same month, due to a family medical emergency. During my absence, I have arranged for {colleague’s name} to handle my duties, and he has kindly agreed to take over my responsibilities. I trust he will manage the tasks diligently.

I will be available to resume work on the {return date} . I kindly request your approval for this leave, and I assure you that I will ensure a smooth transition of my responsibilities before my departure.

Please feel free to contact me at {mobile no} if any urgent matters require my attention during my absence.

5 Days Bereavement Leave Application

When dealing with the loss of a loved one, taking time off is often necessary to cope with the situation and make arrangements. A 5-day bereavement leave application allows you to formally request time off to grieve and handle any associated responsibilities. By submitting a respectful and clear application, you can ensure your request is processed efficiently during this difficult time.

Below, we have provided a sample of a 5-day bereavement leave application that can serve as a guide for your own.

I hope this message finds you well. It is with deep sadness that I inform you of the passing of my dear mother last night. In this difficult time, I need to head home to support my family and take care of the funeral arrangements. Therefore, I humbly request your approval for a 5 day paid bereavement leave, starting today, {start date} to {end date} .

I will be reachable on my cell phone {mobile no} if you need to contact me. Additionally, I have informed {colleague’s name} , a colleague, about my responsibilities, and she will be able to assist you in my absence.

I sincerely apologise for any inconvenience this may cause and appreciate your understanding and support during this challenging period.

Thank you for your consideration.

One-Day Leave Application for Office

When you need to take a day off for personal reasons or unforeseen circumstances, a one-day leave application allows you to formally request approval. By writing a clear and respectful application, you help ensure that your request is understood and handled efficiently.

Below, we have provided a sample one-day leave application that you can use as a guide to draft your own.

I hope this message finds you well. I am writing to inform you in advance that I will not be able to work on the {date} of this month. My mother has experienced some health issues, so I have scheduled an appointment with her doctor on the {date} . Considering the necessary investigations, I will be unavailable for the entire day.

I have arranged for {colleague’s name} to handle my responsibilities during my absence. I kindly request you to grant me this one-day leave.

Application for Paternity Leave

Paternity leave is an important entitlement that allows new fathers to take time off work to support their partners and spend time with their newborns. This leave is vital for ensuring that fathers can be present during the early, crucial days of their child’s life while helping to share family responsibilities.

The sample below outlines the format and key components of a paternity leave application, providing new fathers with the necessary guidance to draft their own effective request.

I am writing to formally request paternity leave from {start date} to {end date} . My wife and I are expecting a child, and I would like to take this time to support her and bond with our newborn.

I have arranged for my colleague, {colleague’s name} , to handle my responsibilities during my absence. I assure you that I have taken steps to minimise any disruptions. I am willing to assist remotely if needed.

Attached is the medical certificate confirming my wife’s pregnancy. I appreciate your understanding and support. Please feel free to contact me for any further information.

Thank you for considering my request.

Leave Application Sample for Vacation

A vacation leave application is a formal request submitted by an employee to their employer seeking time off from their work. This type of leave is typically requested for personal time away, such as for travel, relaxation, or personal rejuvenation. It may also be used for attending special occasions, like a sibling’s wedding.

The sample below provides the format and key details needed to write an effective vacation leave application, helping applicants craft their own requests successfully.

I am writing to request vacation leave from {start date} to {end date} . During this period, I plan to visit my hometown to celebrate a family event.

I have completed all my pending tasks and briefed my colleague, {colleague’s name} , about my ongoing projects. I assure you of a smooth workflow during my absence. I am reachable via email {email address} in case of any emergencies.

Thank you for considering my request. I appreciate your cooperation.

Leave Application Sample for Emergency

An Emergency Leave Application is submitted to an employer, school, or organisation when an individual requires immediate leave due to urgent and unforeseen circumstances, such as a family emergency, sudden illness, or any personal crisis.

The purpose of this application is to promptly notify the relevant authorities and seek approval for urgent leave. The sample below outlines the format and key elements needed to help the applicant write an effective emergency leave application.

I am writing to inform you about an unforeseen family emergency that requires my immediate attention. Due to this situation, I am unable to attend work starting tomorrow, {date} .

I have informed my colleague, {colleague’s name} , about my ongoing projects and tasks, and he has kindly agreed to cover for me during my absence. I will ensure all pending work is completed upon my return.

I sincerely apologise for this inconvenience and appreciate your understanding in granting me this emergency leave. I will keep you updated about my situation and my expected date of return.

Leave Application for Marriage

Marriage is an important milestone in life that requires time for both preparation and celebration. A marriage leave application is a formal request submitted to an employer or supervisor, seeking approval for time off during this special occasion. It is crucial to draft the marriage leave application in a professional manner, clearly stating the dates of leave and ensuring that your responsibilities will be managed in your absence.

The sample below will help you with the format and outline required to help applicants write an effective marriage leave application.

I am writing to request leave for my marriage ceremony. I will need leave from {start date} to {end date} , to make arrangements and celebrate this joyous occasion with my family and friends.

I have ensured that all my pending work is completed and handed over my responsibilities to my colleague, {colleague’s name} , who will handle my tasks during my absence. I am committed to ensuring a smooth transition before and after my leave period.

I sincerely request your approval for this leave and appreciate your understanding in this matter. I assure you that I will resume work promptly on {date} .

Thank you for your kind consideration.

Application for Leave of Absence

A leave of absence is a significant period away from work that may be necessary for various personal reasons, such as health issues, family commitments, or other important matters. A leave of absence application is a formal request submitted to an employer seeking approval for this time away. It is essential to draft the application professionally, clearly stating the duration of the absence and outlining how responsibilities will be managed during this period.

The sample below provides the format and key components needed to assist applicants in writing an effective leave of absence application.

Dear [Supervisor/Manager’s Name],

I hope this message finds you in good spirits. I am reaching out to request a leave of absence from my position at [Company Name] due to [explain the reason] starting from [Start Date] until [End Date].

I have taken the necessary steps to ensure a smooth handover of my tasks to [colleague’s name or team] and have documented all relevant information. During my absence, I will remain reachable via email to address any urgent matters or provide assistance as needed.

Attached to this email are the pertinent documents supporting my leave application.

I appreciate your understanding in this matter and assure you of my commitment to complete any pending work before my departure. Thank you for your consideration and support.

[Your Full Name] [Your Job Title] [Your Company Name] [Your Contact Number]

FAQs About Application of Leave

How to write a leave application for the office.

Here is everything you need to add to the content:

• Reason for Leave: Clearly state the reason for your leave (e.g., personal, medical, family-related). Specify the dates you intend to be on leave.
• Work Responsibilities: Mention your plan for pending tasks and deadlines. Offer to delegate or complete urgent work before your departure.
• Colleague Notification: Inform colleagues about your absence and provide necessary instructions to ensure a smooth workflow in your absence. Mention a point of contact for work-related queries in your absence.
• Availability During Leave: Specify your availability (or unavailability) for emergencies. Provide your contact information in case of urgent work matters.
• Appreciation and Closing: Express gratitude for understanding and support. Close with a polite closing statement.

How to write a medical leave application?

Here is what you need in a medical leave application:

• Doctor's Note: If applicable, attach a medical certificate or note from your healthcare provider indicating your condition and recommended leave period.
• Details: Mention the specific illness or medical condition you are suffering from.
• Joining: Discuss the course of treatment and brief about the number of days you would require to recover. Be clear about when you can join back.

How to write an application for a leave of absence?

These pointers should be included in the body of your letter for a leave of absence:

• Reason for Leave: Clearly explain the reason for needing a leave of absence (e.g., personal reasons, family commitments, educational purposes).
• Duration: Specify the start and end dates of your intended leave period.
• Planning: Assure that you have made necessary arrangements for your responsibilities during your absence.
• Availability: Provide information on how you can be reached during your absence if required.

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2 Replies to “Leave Application for Office – Format with Samples”

This sounds really useful! I’m looking forward to learning more about the different formats and components for writing leave applications. The templates will definitely be a great help. Thanks for providing such detailed guidance!

Thank you for good information for all

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Leave Application: Your Complete Guide to Writing It Right

The ultimate guide to writing a leave application.

Leave application is a crucial process for formally requesting time off from work. Whether you're seeking medical or vacation leave or need time off due to a family emergency, submitting a well-written leave application ensures your absence is appropriately documented and approved by your employer. This comprehensive guide will walk you through writing a practical leave application, covering key components, tips, and sample formats.

What is a Leave Application?

A  leave application  is a formal request submitted by an employee or student to their employer, manager, or academic institution. It asks permission to take a  leave of absence  from regular duties or classes.

The application typically includes the reason for the leave, the specific dates for the leave period, and any necessary documentation, such as a  medical certificate  for a  medical leave application . The primary purpose is to ensure that your leave is officially recognized and that your responsibilities are managed during your absence.

Importance of Submitting a Leave Application

Submitting a  leave application  is essential for several reasons:

• Official Record : It creates an official record of your absence, ensuring your employer or institution recognizes it.
• Work Continuity : Allows for proper planning and delegation of your duties during your absence.
• Compliance with Policy : Ensures you adhere to your organization's  leave policy  or academic institution's guidelines.
• Avoids Misunderstandings : Communicates your need for leave, preventing confusion or misunderstandings.

Common Types of Leave Applications

Medical leave.

A  medical leave application  is used when you need time off due to illness or a health condition. This type of leave often requires you to provide a  medical certificate  from your doctor to validate your request. Recovering without the added stress of work or academic obligations is crucial.

Family Emergency Leave

A  family emergency leave letter  is submitted when you must attend to urgent family matters, such as a severe illness or accident involving a family member. This type of leave is usually short-term and requires immediate attention.

Vacation Leave

Vacation leave  allows you to take time off for rest, relaxation, or travel. When submitting a  vacation leave application , planning ahead and ensuring your tasks are covered during your absence is essential. This type of leave typically falls under  paid leave .

Personal Leave

Personal leave  is requested for various reasons that might not be covered under other specific types of leave. This could include taking time off for mental health, handling personal affairs, or taking a break. A  personal leave application  ensures that your time off is recognized and approved.

Bereavement Leave

A  bereavement leave application  is submitted when you need time off to grieve the loss of a loved one and attend funeral services. This type of leave is usually short-term but essential for dealing with a loss's emotional and practical aspects.

Maternity/Paternity Leave

Maternity leave  is granted to new mothers, while  paternity leave  is for new fathers. These types of leave allow parents to spend time with their newborns.  Parental leave  policies vary by organization, so submitting a  maternity leave application  or  paternity leave application  in advance is essential.

Study Leave

An examination   leave application  is used when you need time off to pursue further education or professional development. Whether you are attending a short course or pursuing a degree, this leave is essential for balancing work or academic responsibilities with educational goals.

Sabbatical Leave

Sabbatical leave  is typically granted for extended professional development, research, or personal growth. It is often available to employees who have been with an organization for a significant period. A  sabbatical leave letter should clearly outline the purpose of the leave and how it will benefit both the employee and the organization.

Critical Components of a Leave Application

Salutation and subject line.

Start your  leave letter  with a formal salutation, addressing it to the appropriate person, such as your manager, HR department, or principal. The subject line should be clear and concise, such as "Leave Application for [Dates]" or "Request for [Type of Leave]."

Introduction and Purpose

Begin the application by stating your intent to request leave. Clearly explain the reason for your leave, whether it's a  medical leave ,  family emergency , or  vacation leave . For example, "I am writing to request a  medical leave of absence  from [start date] to [end date] due to a health issue."

Duration and Dates

Specify the exact dates of your leave. If the duration is uncertain, especially in medical leave  or  family emergencies , mention that you will provide updates as needed. For instance, "I request leave from [start date] to [end date], with a possibility of extension based on medical advice."

Explanation and Justification

Provide a detailed explanation of why you need the leave. Include any necessary documents, such as a  medical certificate for a  medical leave letter  or a note from a healthcare provider for a  family emergency leave . This adds credibility to your request and aligns with company policy.

Closing and Contact Information

Conclude your  leave letter  with a polite closing, thanking the recipient for considering your request. Include your contact information and mention if you will be available for any urgent matters during your leave. For example, "I will be reachable via email for urgent matters."

How to Write an Effective Leave Application

Tips for clear and concise writing.

• Be Direct : State the purpose of your leave in the opening sentences.
• Use Simple Language : Avoid complex language to ensure clarity.
• Stay Professional : Maintain a formal tone throughout your application.

The Importance of Providing Supporting Documents

Supporting documents are crucial for validating your application . For instance, a  medical certificate  can substantiate a  medical leave request , while a letter from a family member or healthcare provider can support a  family emergency application .

Common Mistakes to Avoid

• Vague Reasons : Always provide a specific reason for your leave.
• Inaccurate Dates : Ensure your leave dates are accurate and clearly stated.
• Lack of Handover : Mention who will cover your duties during your absence to ensure continuity.

Leave Application Format

Basic Structure

• Subject Line : Leave Application for [Start Date] to [End Date]
• Salutation : Dear [Manager's Name],
• Introduction : I am writing to request leave from [start date] to [end date].
• Reason : Briefly explain the reason for your leave (e.g.,  medical reasons ,  family emergency ).
• Duration : Specify the start and end dates.
• Supporting Documents : Mention any documents you are attaching, such as a  medical certificate .
• Handover Details : State who will manage your responsibilities during your absence.
• Closing : Thank you for considering my request.
• Contact Information : I will be available via [phone/email] for urgent matters.

Example Leave Application format for Various Scenarios

Below are two sample leave application formats which you can use.

1. Medical Leave application format for office

Subject Line: Leave Application for [Start Date] to [End Date]

• Explanation : Clearly indicate the purpose of your email by stating the specific dates you are requesting leave.

Salutation: Dear [Manager's Name],

• Explanation : Begin with a respectful and professional greeting, addressing your manager directly.

Introduction: I am writing to request a medical leave from [start date] to [end date].

• Explanation : Start by stating your intent to request leave and specify that it is for medical reasons.

Reason: Due to a recent health issue, I need time off to recover and receive proper treatment as advised by my doctor.

• Explanation : Briefly explain the reason for your leave, highlighting the medical necessity.

Duration: My leave will begin on [start date] and I plan to return to work on [end date].

• Explanation : Specify the exact start and end dates of your leave, giving your employer a clear timeline.

Supporting Documents: To support my medical leave application, I have attached a medical certificate from my healthcare provider that details my condition and the recommended recovery period.

• Explanation : Mention any relevant documents, such as a medical certificate, to validate your leave request.

Handover Details: During my absence, I have arranged for [colleague's name] to manage my responsibilities and oversee any ongoing projects. They are fully briefed on my tasks and will ensure continuity of work until I return.

• Explanation : Provide details on who will handle your duties while you are away to ensure a smooth workflow.

Closing: Thank you for considering my request. I appreciate your understanding during this time.

• Explanation : End with a polite note, expressing gratitude and understanding.

Contact Information: I will be available via email for any urgent matters that may require my attention.

• Explanation : Mention your availability in case there are urgent issues during your leave.

2. Leave application format for School

Subject line:.

Leave Application for [Start Date] to [End Date]

• Explanation : Indicate the purpose of your application by mentioning the specific dates you are requesting leave.

Salutation:

Dear [Principal's Name]/[Class Teacher's Name],

• Explanation : Start with a respectful greeting, directly addressing the principal or your class teacher.

Introduction:

I am writing to request a leave of absence from school for [start date] to [end date].

• Explanation : Begin by stating your intent to request leave, including the specific dates of your absence.

The reason for this leave is [briefly explain the reason, e.g., a family function, illness, personal reasons, etc.].

• Explanation : Briefly explain your leave, clearly stating why you need time off.

My leave will begin on [start date], and I plan to return to school on [end date].

• Explanation : Specify your leave's start and end dates, giving your school a clear timeline.

Supporting Documents:

I am happy to provide any necessary documentation, such as a medical certificate or a note from my parents, to support this request if needed.

• Explanation : Offer to provide relevant documents, like a medical certificate or parental note, to validate your leave request.

Handover Details:

I have informed [classmate's name] about my leave, and they will help me stay updated with classwork and any important announcements during my absence.

• Explanation : Mention that you’ve arranged for a classmate to help you stay on track with your studies and school activities.

Thank you for considering my leave application. I appreciate your understanding and look forward to your approval.

• Explanation : End with a polite note, expressing gratitude and anticipation for a positive response.

Contact Information:

If you have any concerns or if you need further information, please feel free to contact my parents at [parent’s contact information].

• Explanation : Provide your parent’s contact information, ensuring the school can reach them.  

List of Leave application formats to use

• Application for office
• Application for school
• Application for sick leave
• Application for marriage
• Application for personal reasons
• Maternity leave application
• Application for sister marriage
• Casual leave
• Application for 2 days
• Application for urgent work
• Application for sick leave to school
• One day leave application
• Half day leave application
• Leave application for fever
• Privilege leave
• Leave letter to school due to stomach pain
• Application for examination leave
• Leave application for out of station
• Samples for application for leave in Hindi
• Leave letter in hindi for fever
• Hostel leave application
• How to write leave letter
• Leave application for brother marriage
• Leave application by teacher to principal
• Informal letter format
• Leave letter for  going to temple

Final Tips for Writing a Professional Leave Application

Crafting a professional  leave letter  is essential for ensuring that your absence is approved and properly managed. Always be clear and concise , and provide the necessary documentation to support your request.

The Importance of Following Up After Submission

After submitting your  leave letter , follow up with your manager or HR to confirm receipt and approval. This step ensures that your leave is officially recognized and helps avoid any potential issues.

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Leave application Questions? Answers.

• How to write a leave application
• Leave application for urgent work
• Leave application for marriage
• Leave application for sick leave
• Leave application for office
• Leave application for maternity leave
• Leave application for school
• Leave application for half-day
• Medical leave application

To write a leave application, you should include the following information: the reason for the leave, the dates of the leave, how you will keep in touch (if applicable), and a plan for catching up on any missed work.

You should submit your leave application as soon as you know that you need to take time off. This will allow your employer to plan accordingly and minimize disruption to the workplace.

This depends on your employer's policies and the specific reason for the leave.

In some cases, an unpaid leave of absence may be granted for personal or family reasons. However, it is best to discuss this with your employer to determine what is possible.

Yes, most employers are required to provide maternity and paternity leave to eligible employees. The specific terms of the leave, including the duration and whether it is paid or unpaid, may vary depending on the employer and the individual's situation.

Yes, employees who are called to active military duty are entitled to take a leave of absence for military service. The specific terms of the leave, including the duration and whether it is paid or unpaid, may vary depending on the employer and the individual's situation.

To request a leave of absence, you should first check with your employer to see what their policies and procedures are for taking time off. In most cases, you will need to submit a written request for leave to your supervisor or HR department. Be sure to include the reason for your leave, the dates you plan to be out, and any other relevant information.

Yes, in most cases you can take a leave of absence for personal reasons. However, the specific reasons for which you are allowed to take time off will vary depending on your employer's policies and the laws in your state. For example, some employers may allow you to take time off for personal reasons such as to care for a sick family member, while others may only permit leaves for medical reasons.

Whether your benefits will continue while you are on leave will depend on the specific policies of your employer and the laws in your state. In some cases, your employer may continue to provide benefits such as health insurance and paid time off during your leave, while in other cases, you may need to pay for these benefits yourself or they may be suspended during your leave.

Whether you will have to pay taxes on your leave pay will depend on the specific type of leave you are taking and the laws in your country.

For example, if you are taking a leave under the Family and Medical Leave Act (FMLA) in the US, the pay you receive during your leave may be tax-free.

However, if you are taking a personal leave of absence without pay, you will not receive any pay and therefore will not have to pay taxes on it.

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How to write a leave of absence letter (plus template)

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What is a leave of absence?

When should i take personal leave, how to write a personal leave letter.

Letter templates

Planning ahead

Every workday, you show up and do your best. But sometimes, your work-life balance feels unmanageable, and your best starts to fall below your regular. It’s hard to perform at 100% all the time.

Eventually, things may begin to feel truly overwhelming, and you’ll find you're losing focus and control.  

When you’re really struggling, you may need to take time away from work to recover. And that’s OK. If that’s relatable — or sounds like it will be soon —  it's important to learn how to write a letter explaining your personal reason for leave to your boss. It’s best to be prepared. Your mental and physical health may depend on it later.

Writing a leave application letter can be a source of stress in itself. It’s a personal letter, but how formal should it be? Do you have to go into lots of detail, or can you maintain your privacy? 

Don't let these unknowns stop you from putting in a leave request. In 2021, 3,200 American full-time workers took a leave of absence from work. It's perfectly common, so don't hesitate to take advantage of this option. And remember that it’s not a failure: taking steps to care for yourself is always a victory.

Don’t worry — if you've never written a leave of absence letter, you're in good hands. We’ll guide you through writing the perfect leave of absence letter so you don’t have to struggle and stress when you’re not feeling your best. Grab a pen and paper, and let’s dive in.

A leave of absence is when you take time off to handle a personal matter. Sometimes these matters are unexpected, like a sudden illness. Other times, you see them coming, like needing time to move a parent into a retirement home. 

These absences span a period of time — sometimes fixed, sometimes not — when you're away from your work responsibilities to dedicate more focus to your personal life. Think of it like a sabbatical where you spend time away from work to care for yourself. 

Depending on the matter, you might only need a week to feel better or resolve a situation. Your employer might be able to offer you sick days or PTO to cover this break.

But if the matter you need to attend to will take longer than a few days, you’ll need a true personal leave. A leave of absence grants you more time off than a string of sick days without leaving your job . You'll return to work eventually, but you need more time than the standard employment agreement offers.

Personal leave of absence reasons include:

• Experiencing a medical condition that makes you chronically ill or in pain
• Having a baby and taking maternity leave
• Address mental health issues or mental illness
• Supporting a loved one or family member in need
• Undergoing major life changes like moving cities or getting married 

When you submit your leave request, make sure you document everything. If you had a conversation with your HR manager and worked out all the details, remember to follow up with an email so you have a written record of the conversation. It’s uncomfortable to ask , but having your request in words is handy should you need to reference it down the road.

It’s normal to be worried your personal circumstances won’t be enough to convince your employer to grant you a leave of absence. Not to worry — that's why the Family and Medical Leave Act (FMLA) exists. 

The FMLA is a law that provides employees with up to 12 weeks of unpaid leave each year. During that time, your health benefits are maintained and you can take time off without fear of losing your job. 

Here are the situations in which you can take an FMLA leave of absence:

• The birth of your child and caring for them
• Adopting or fostering a child
• Taking care of an immediate family member with a serious health condition
• Taking medical leave to address your own health condition

For example, if you have a spouse dealing with post-traumatic stress disorder , the FMLA would support your decision to care for them from home. If your child is experiencing burnout from work that has resulted in an intense episode of mental illness, the FMLA grants you a period of time to care for your child while they need you.

Sometimes, your leave of absence letter for personal reasons won’t meet the FMLA guidelines. These circumstances require a voluntary leave of absence, which means your job and benefits aren’t protected.

That’s not to say you shouldn’t request the leave — in many cases, your boss will be compassionate about your needs. They might offer to protect your position, even though the law doesn’t require it. 

Here are a few examples of voluntary leave:

• Continuing your education
• Taking a break to travel
• Relocating to a new home
• Mourning the loss of a loved one

A leave request letter goes to your HR manager or boss, so it should be formal and professional. Because your letter describes personal circumstances, strive to be clear and concise.

Give enough details to justify your request, but only disclose what’s comfortable and necessary. For example, if you’re undergoing cancer treatment and don’t want to bring that part of your life to work, you can simply say you’re undergoing medical treatment that requires you to stay home. 

Another thing to keep in mind is timing. Ideally, your letter should be sent in advance of when you'd like to have your time off. Sending your letter with two days' notice isn't always enough time for your employer to cover your responsibilities and make an effective plan for your time away.

Giving ample heads-up means you're being courteous to your team. But emergencies happen, so try to cooperate while navigating the terms of your leave.

Here are five things to include in your leave application letter:

1. How much time you require off

This seems like a no-brainer, but you shouldn’t forget this key piece of information: how much time you need. Perhaps you only need to request six weeks off, or maybe you'd like to take the full 12. That's a big difference.

Explaining how much time you'd like off will better prepare your workplace for your absence. It also gives your boss some perspective on how the rest of the workplace will be impacted.

2. The start and end date of your leave

Besides how long you'd like your leave to be, you need to give exact dates and times. A concrete start date acknowledges when your time away will begin. An end date will also let your employer know when they can expect your return, so they know when to start scheduling work for you.

Setting a timeline also holds you accountable. You'll know when you should push work from your mind and when it's time to get back into the zone.

3. The reason you're requesting leave

Personal circumstances are exactly that: personal. But your boss will need to know, in general terms, why you're writing a leave application. If it's difficult to talk about, know that you can describe your reason for requesting terms within your boundaries. 

Keep in mind that this letter is private — the rest of your coworkers won’t be taking a peek. So try to describe your circumstance succinctly, but don’t feel pressured to describe every little detail.

4. Contact information and a plan

You're going to be missing some work. Do you have any solutions planned so your workplace doesn't fall behind? Provide some suggestions about how someone could manage your work while you're away and highlight any resources the team might need for a smooth transition. 

If you have the capacity to answer messages while you’re away, share your contact information with your manager (if they don’t already have it). Provide an emergency contact, like a family member or friend, too.

If you’re not up for helping out, no problem. During your leave of absence, you’re entitled to your rest. Any emails you answer are a favor, not an obligation.

5. A thank you

Save room for a thank you to close out your absence letter. Politely thanking your employer for considering your letter and taking the time to find a solution shows you're grateful for their support.

Letter templates 

You're ready to ask for time off , but how do you start your letter? Sometimes you need a little inspiration to start your writing. That’s where templates come in. 

Every letter of request looks different, so copy-pasting a template will only get you so far. But using a template as a jumping-off point and making the words your own is a straightforward way to pen a letter with confidence. 

Here are two sample leave letters for personal reasons:

[Your name]

[Your address]

[Your supervisor’s name]

[Organization name]

Dear [name of your supervisor],

I would like to request a leave of absence. My spouse is on sick leave, and they require my care while they regain their strength. If possible, I'd like my absence start date to be March 1 and my end date to be June 1. 

If my request is approved, I'll be reachable via email or Slack if you need me. I was talking with [coworker’s name], and they think they’ll be able to take on some of my responsibilities while I’m away. I'd be happy to chat more about how to make this temporary transition as smooth as possible.

Thank you for considering my leave of absence request. As you know, family is very important to me, and I'd be grateful for the time to support my spouse.

All the best,

I would like to formally request a six-week leave of absence. I'm requesting medical leave after an operation. I'd like my absence start date to be July 1, making August 12 the end date. My doctor has asked that I take it easy so my body can heal properly, requiring me to spend a few weeks on bed rest. 

If my request is approved, I won't be able to come into the office. However, I’ll be reachable via email, Slack, and video call if necessary. I'm very willing to chat about how we can work this out with minimal inconvenience to you and my coworkers. If you'd like to discuss this more, my phone number is [your number].

Thank you for considering my leave application.

When it’s a personal reason, leave requests can be overwhelming. Taking the initiative to learn how to write a strong leave of absence letter will help you in the long run.

Your leave request letter could make a big difference in your life. Research has found that having flexibility at work is something workers value the most . Flexibility at work helps with job engagement, job satisfaction, and overall happiness. If taking a leave of absence will make your life a run bit smoother, resulting in less stress and leaving you with fewer regrets, why not take it? 

Life isn't all about work. Don't forget to make time for yourself and your health. 

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Maggie Wooll, MBA

Maggie Wooll is a researcher, author, and speaker focused on the evolving future of work. Formerly the lead researcher at the Deloitte Center for the Edge, she holds a Bachelor of Science in Education from Princeton University and an MBA from the University of Virginia Darden School of Business. Maggie is passionate about creating better work and greater opportunities for all.

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Word & Excel Templates

Printable word and excel templates.

Leave Application Formats

A leave application is a document 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 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 work or school.

Leave applications can be written by people for personal or professional reasons. Some of the types of leave applications 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 country to country. In addition, with time, the slight changes in the leave application formats also keep occuring. 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 employee’s absence.
• 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.