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Application for Leave: Essential Guide to Leave Applications for Every Occasion
Nikita Parmar
Updated on 02nd August, 2024 , 15 min read
Writing Applications is an important skill to have, whether you are a student or an employee. It is a formal way of asking permission to be absent from a day of work or school. While we all know that a formal tone and a precise structure are used in the application, many aspects of this document are sometimes missed. One must understand the format and its major components so that one can write it properly.
The article below provides a detailed explanation of the different kinds of leave applications that are used in our daily leaves and also presents some of the most useful tips for writing an email or an application.
Application For Leave: What is a Leave Application?
A leave application is a method through which one can formally notify the office management or school administration of their absence. The structure, content, and parts of the application will differ depending on whether one is in school, college, or at the workplace. The ability to draft this document will be much more useful during one's professional journey because one may need to take a day off from work.
What is a Leave Letter?
A leave application letter is an official statement that one will be absent from their job, school, college, or other professional setting. The distinction between an application and a letter is minor; a leave application can be faxed, emailed, or mailed. A leave application letter is written in a certain manner.
Application For Leave: Important Points to Remember Before Writing
The following are some of the points to consider when writing an application for leave
- Addressing the recipient or welcoming them
- Subject Matter
- The reason for leaving
- Number of leaves required
- Specifics regarding your workplace remuneration
- Contact information
- Name and signature
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Application For Leave: Types of Leave Application
The types of leave applications one submits will be determined mostly by their reasons. The following are some of the types of application of leaves that are most commonly used.
- Annual Leave
- Casual Leave (For family emergencies, personal issues, etc.)
- Half-Day Leave
- Maternity/Paternity Leave
- One-Day Leave
- Short Trip
- Sick Leave
- Study Break
- Urgent Work
- Vacation Leave
Also, read more about the Sick Leave Application and Application Format
Application For Leave: Basic Format and Structure
Now that we have discussed the basic features of a leave application, the next step is to understand how exactly is a leave application written. The basic format for a leave application/letter is presented below.
To, Name of the Employer Designation Company Name
Date
From, Your Name Designation Name of the Company
Subject
Sir/Madam,
Letter Body
Thanking You, Yours Faithfully, Signature |
Application For Leave: Major Elements of a Leave Application
There are several special features of a leave application that must be understood. The following are the main items that you must provide in your application-
- Salutation
- Subject/Purpose
- Body of Content (Must Include: Reason for the Leave, Prospective Dates, Work Plan/Delegation)
- Contact
- Name of the Sender/Signature
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Application For Leave: Reasons for Leave Application
The reasons for the absence must be included in the application. Here are some of the most common reasons for requesting a leave
- Family emergency
- Going out of the city
- Health-related issues such as sick leave, leave for surgery, etc.
- Maternity Leaves
- Personal reasons (attending a marriage, a family function, for personal tasks, etc.)
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Application For Leave: What to Include in the Application for Leave?
The following are some of the specifics that must be included in an application-
Paragraph 1: Begin by delivering the relevant information to the appropriate person (to whom you are addressing it) and explaining why and when one is required to take leave. Keep the tone serious and the substance as exact as is feasible. Avoid writing long paragraphs.
Paragraph 2: This section is mostly for workers/employees since they will be asked to provide an update on the status of their work projects. One can request that their boss delegate the job to any of their team members. In this section of the application, one must primarily explain how they will compensate for their absence, whether by completing the task before leaving or delegating it to someone else. by the problem and describe it in depth.
Paragraph 3: Finally, express your appreciation to the company for considering your application by greeting them with a genuine "Thank you." One can also include their phone number in case of an emergency.
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Application For Leave - Types and Sample Formats
As discussed above, a leave application can be written for several reasons and by several kinds of people. We have curated some of the most common and the most popular leave application samples for the reference of the individuals including School, Employees, and Other kinds of leave.
Wedding Leave Application: Points to Mention
- Advance Notice: You must submit your leave application well in advance to give your employer enough time to plan for your absence.
- Details of Leave: Clearly mention the start date and end date of your leave.
- Reason for Leave: Specify that the leave is for your wedding and honeymoon to provide context for your request. If the leave is to attend someone else's wedding, you must specify it.
- Work Handover: Ensure that your work responsibilities are covered during your absence. Mention any colleagues who will handle your tasks.
- Availability: Indicate if you will be available for urgent matters during your leave.
- Attach Supporting Documents: If possible, attach a copy of your wedding invitation or any other relevant document.
- Professional Tone: Maintain a respectful and professional tone throughout the application.
- Commitment to Return: Assure your employer that you will resume work as scheduled and are committed to a smooth transition.
- Contact Information: Provide your contact details for any follow-up or urgent communication.
- Gratitude: Express gratitude for considering your request.
Sample Wedding Leave Application
[Your Name]
[Your Designation]
[Department Name]
[Company Name]
[Date]
[Recipient's Name]
[Recipient's Designation]
[Company Name]
Subject: Application for Wedding Leave
Dear [Recipient's Name],
I hope this message finds you well. I am writing to formally request leave from [start date] to [end date] for my wedding and subsequent honeymoon. Below are the details of my leave request:
Reason for Leave: Wedding and Honeymoon
Total Days Requested: [number of days]
As this is a significant milestone in my life, I would appreciate your understanding and approval for this leave. I have ensured that all my current tasks and responsibilities are up to date and have briefed my colleagues to cover for me during my absence. I will be available via email or phone for any urgent matters that may arise during this period.
I have attached my wedding invitation for your reference. I will resume work on [return date], and I am committed to ensuring a smooth transition before and after my leave.
Thank you for considering my request. I look forward to your positive response.
Yours sincerely,
[Your Name]
[Your Contact Information]
Sick Leave Application for Office: Points to Mention
- Date of the Letter: Clearly mention the date on which you are writing the letter.
- Recipient Details: Include the recipient's name, position, and company details.
- Subject Line (if sending via email): Use a clear and direct subject line like "Sick Leave Application".
- Greeting: Address the recipient politely, usually with "Dear [Recipient’s Name]".
- Body of the Letter: Reason for Leave: State the reason for your absence briefly and honestly.
Duration: Specify the start and end date of your leave.
Medical Proof: Mention and attach a medical certificate or doctor's note if available.
Work Handover: Explain how your responsibilities will be managed in your absence.
Contact Information: Provide a way to be reached for urgent matters.
Appreciation and Closing: Thank the recipient for understanding and close with a formal sign-off. - Attachments: Attach any relevant documents, such as a medical certificate.
- Signature: Sign the letter if submitting a hard copy; otherwise, write your name as well.
Considering these points will ensure that your sick leave application is clear, professional, and well-received by your employer.
Sample Sick Leave Application for Office
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
[Recipient’s Name]
[Recipient’s Position]
[Company’s Name]
[Company’s Address]
[City, State, ZIP Code]
Dear [Recipient’s Name],
I am writing to inform you that I am unwell and will not be able to attend work from [Start Date] to [End Date] due to [brief description of illness, e.g., severe flu, medical procedure, etc.]. As advised by my doctor, I need to take rest and undergo treatment during this period.
I have attached a medical certificate from my doctor to support my sick leave application. I will ensure that all my current tasks are up to date before my leave begins and will hand over any important responsibilities to [Colleague’s Name] to ensure there is no disruption in the workflow.
During my absence, I will be reachable via email ([Your Email Address]) for any urgent matters. I will keep you updated on my recovery and will notify you immediately should there be any change in my expected return date.
Thank you for your understanding and support.
Sincerely,
[Your Name]
Writing a Leave Application for School
When writing a leave application for school, a student must remember to incorporate major pointers in their application. These important pointers are listed below for reference.
- Subject
- Reason for Taking the Leave
- The period you are taking the leave for
- Contact Information
- Any additional documents that need to be enclosed
Sample Leave Application for School
Once a person has all of these facts, they may begin composing the application. Make sure it is written in a formal tone and sticks to simple explanations without going into too much detail.
To, The Principal XYZ School, New Delhi
1st June 2024
Subject: Application for Attending a Family Function
Respected Ma'am,
I would like to bring to your attention that I, Nitika Sharma of class 12th-A, will be unable to attend school for the next three days due to a family wedding in Dehradun. I would like to seek leave for the 12th, 13th, and 14th of June 2024. I will be eternally grateful.
Thanking You Yours Truly/Sincerely, Nitika Sharma 12th-A |
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Writing a Leave Application for the Office
To make an official leave application, simply write your manager's name on the top left side, followed by your name and position. Then, begin the topic and main body with "This is to bring to your kind attention" or "This is to notify you that," and then explain why you are taking time off from work. Below are the main pointers to include in an application for office leave.
- Salutation
- Subject (Leave for Personal Tasks or any other reason)
- Mention the reason for leave
- The number of leaves you require with particular dates
- Work plan or delegation of your tasks to other team members during your absence
- Contact details
- Signature
Sample Leave Application for Office
To, Ria Sharma Content Manager Sunstone, Gurgaon 2nd June 2024
From, Kabir Gaur Content Marketing Associate Sunstone, Gurgaon
Subject: Request for leave to attend a wedding function
Respected Ma'am,
I'm writing to inform you that I will be on leave from June 22nd, 2024, through June 26th, 2024, to attend a wedding function. I'll be back at work on 27th June 2024. I have completed all of my tasks for the day and will contact my team members if my assistance is needed at any time.
Thanking You Yours Faithfully, Kabir Gaur |
Application For Leave - Other Types & Samples
Apart from the basic leaves applied for School or Office, there are different kinds of leave an individual may apply for. Some of the most commonly used leaves and their samples have been presented below for reference.
Sample for Annual Leave Application
Subject: Annual Leave Application
Respected Sir,
I'm writing this to inform you that I require a long-term leave of absence. As a result, I would like to use my whole annual leave allowance because I have a full annual leave allowance. I would like to request that you examine my leave application for thirty days because I am planning an overseas vacation with my family. I would want to use the leaves from June 1st to June 30th, 2024.
I have assigned Arushi Verma to my current project; she clearly understands it and is capable of completing the assignment without difficulty. It is merely the final step that he or she must complete.
Yours Sincerely, Prateek Shah |
Sample for Bereavement Leave
In the event of the death of a loved one, bereavement leave is a leave application for up to 4 weeks at 100% of your basic income, for a total of 20 working days. Bereavement leave is typically paid. It can also be used when a family member is gravely ill.
2nd June 2024
Subject: Leave Application on the demise of a family member
Respected Sir,
I regretfully seek your emergency leave for today due to the tragic death of a close family member. In these circumstances, I respectfully request that you give me a four-day leave from June 2nd to June 5th, 2024. I will undoubtedly return to duty on June 6th, 2024. I've asked Raj to check in on my teammates on my behalf. You can reach me on my cell phone if you have any questions about my job or an emergency. I sincerely apologize for any inconvenience this has caused.
Thanking You
Yours Sincerely, Rajesh Verma Manager-Marketing |
Sample for Emergency Leave Application
1st June 2024
Subject: Emergency Leave Application
Respected Ma'am,
I am writing to request emergency leave for today since my brother was involved in a car accident. Locals, together with my father, took him to the hospital. I'll be heading to my father's and mother's house in Bangalore today because they live there.
As a result, I would want to seek leave for three days, on the 2nd, 3rd, and 4th of June 2024. I will undoubtedly return to service on June 5th, 2024. Rahul has been requested to check on my teammates on my behalf. You can reach me on my cell phone if you have any questions about my job or an emergency. I sincerely apologize for any inconvenience this has caused.
Thanking You
Yours Sincerely, Alka Madan Manager-Sales |
Sample for Half-Day Leave Application
2nd June 2024
Subject: Half-Day Leave
Respected Sir,
I am writing to inform you that I will require a half-day on June 2nd, 2024, in order to attend my dentist for a routine checkup. Because the appointment is at 4 p.m., I will spend the first part of the day at the office and will leave by 3 p.m. on June 2nd, 2024. However, I will endeavor to complete as much work as is feasible from my end while leaving no dependents.
Thanking You
Yours Sincerely, Sameer Negi Manager-Sales |
Sample for Leave Application Email
| To: Yamini@abc.com |
| Subject: Leave Application |
Hi, This is to notify you that I will need to take a half-day absence on July 19, 2021, for an annual gynaecologist checkup. The appointment is at 3 p.m., so I'll finish my half-day working hours by 1 p.m. and head to the clinic. I'll strive to finish most of my job.
Thanking You
Regards Sahar Ali |
Sample for Leave Application to School for Going Out of Station
To, Sahil Verma Content Manager Sunstone, Gurgaon 2nd June 2024
From, Kabir Gaur Content Marketing Associate Sunstone, Gurgaon
Subject: Request for leave to attend a wedding function
Respected Ma'am,
I'm writing to inform you that I will be on leave from June 22nd, 2024, through June 26th, 2024, to attend a wedding function. I'll be back at work on 27th June 2024. I have completed all of my tasks for the day and will contact my team members if my assistance is needed at any time.
Thanking You Yours Faithfully, Kabir Gaur |
Sample for Maternity Leave Application Email
| To: Damini@xyz.com |
| Subject: Maternity Leave Application |
Dear Mrs Verma,
I am writing to request maternity leave in accordance with the organization's standards and policies for female employees. My due date is June 5th 2024, and I would want to take the leaves for the next 6 weeks beginning from 2nd June 2024 as recommended by my doctor. I have delegated all of my obligations during the leave time to Prerna Thakur. I would like to request that you accept my maternity leave application for the aforementioned time period.
Thanks and Regards, Harshita Sharma |
Sample for Paternity Leave Application
Subject: Paternity Leave Application
Respected Ma'am,
I am writing to inform you that my wife is nearing the end of her pregnancy and that her due date is quickly approaching. Because this is our first kid, I am overjoyed to meet her and want to stay with her at the birth and for a few weeks thereafter. Because we live alone and my parents will be joining us in a few weeks, I would want to seek a 30-day leave commencing on 6th June 2024. I have delegated the crucial chores to my associate Priya Rathore, who will handle them till I return to work. I am hoping you'll understand my position and approve my paternity leave as soon as feasible.
Yours Sincerely, Prateek Shah |
Sample for One Day Leave Application
To, The Manager XYZ Technologies
Subject: One Day Leave Application
Respected Sir/Ma'am,
I am writing to advise you that I will be absent tomorrow (3rd June 2024) due to a COVID - 19 Vaccination appointment. I completed all of my chores for the day and contacted you with all of the details. If my support is necessary at any moment, I shall contact my team members.
Thanking You for your Consideration Yours Sincerely, XYZ |
Sample for Vacation Leave Application
Subject: Leave Application for a Family Vacation
Dear Mrs. Bansal
I'm writing to request permission for a 10-day leave for my upcoming trip. I would want to spend my summer vacation from May 13th to May 14th, 2024, on a cruise through the Bahamas with my wife and children. I'm certain that the rest of the team will be able to keep up the good work in my absence. I eagerly await your response and appreciate your consideration.
Yours Sincerely, Prateek Joshi |
Application for Leave: Tips to Write a Perfect Leave Application
Writing a leave application can seem to be task at times. Some of the best tips and tricks to write an email while keeping it straight and to the point have been listed below for reference.
- When explaining why you are taking a break, use an official tone
- Write in straightforward terms, free of jargon (technical terms)
- Check the application for errors before submitting it
- Keep it short and crisp, and to the point
- Specify the relationship if you are sending an application as a parent
Application for Leave: Mistakes to Avoid
When writing an application for leave, it's important to be clear, concise, and professional. Here are some common mistakes to avoid:
- Lack of Clarity: Failing to clearly state the purpose of the leave and the dates can cause confusion. Always specify the reason for your leave and the exact dates you'll be absent.
- Informal Language: Using overly casual language can come across as unprofessional. Stick to a formal tone and avoid slang or overly conversational phrases.
- Incomplete Information: Omitting necessary details such as how your work will be managed in your absence or who will cover your responsibilities can create problems. Make sure to address these points.
- Not Following Company Policy: Ignoring your organization's specific procedures for requesting leave can lead to delays or denial of your request. Always adhere to the established protocol.
- Late Submission: Submitting your leave request at the last minute can be inconvenient for your employer and colleagues. Try to give as much notice as possible.
- Poor Formatting: A poorly formatted letter can look unprofessional. Ensure your application is neatly formatted, with proper paragraphs and alignment.
- Spelling and Grammar Errors: Mistakes in spelling and grammar can undermine the professionalism of your application. Proofread your letter before submitting it.
- Being Too Vague or Too Detailed: Providing too little information can make your application seem incomplete, while including too much unnecessary detail can be overwhelming. Find a balance and stick to the essential information.
- Not Offering Contact Information: Failing to provide a way for your employer to contact you in case of questions or emergencies can be problematic. Include your contact information in the letter.
- Lack of Appreciation: Not expressing gratitude can come across as entitlement. Always thank your employer for considering your request.
By avoiding these common mistakes, you can increase the chances of your leave application being accepted smoothly and professionally.
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Frequently Asked Questions
On an application for leave, where do you write the date?
The date appears on the left side of a leave application, following the sender's address. You must also provide the date of the leave, as well as the reason, in the body of the letter.
What exactly is a leave application?
A leave application is a formal request to be excused from normal education or job. It must be brief, to the point, and authentic, stating the time period and reasons for absence.
What exactly is a leave letter?
A leave letter is an application made to request a leave from the appropriate individual, which might be the principal for a school leave or a manager for a work leave. A leave letter or application can be of several sorts depending on the cause for absence, which can range from personal reasons to sick leave or maternity leave, among others.
How should a leave of absence be written?
A leave of absence can be written for school or work, and it can be either casual or sick leave. When applying for a school leave of absence, mention the length of the leave, the total number of days, and the reason for the leave. You must follow these guidelines when applying for a leave of absence from work, as well as name the colleague to whom you are delegating your job obligations.
What information do I need to put in my school leave letter?
When preparing a school leave letter, make sure you explicitly describe the cause for absence as well as the days you wish to be absent. You might also state the date you plan to return to school and promise to complete any work assigned to you during your absence.