- What is a Leave Application?
- What to Include in a Leave Letter?
- Types of Leave Application- samples?
- Annual leave application
- Maternity leave application
- Paternity leave application
- Casual leave application
- Sick leave application
- Leave application due to the illness of a family member
- Leave application due to death in the family
- Vacation leave application
- One-day leave application
- Half-day leave application
- Leave application for marriage
- Bereavement leave
Writing a leave application is a good way for requesting leave at work.
Today, many companies have the digital application data format.
Taking leave without an application is much like putting everybody in office in difficulty.
Your application enables the boss to understand your need for the leave and keep track of your days of absence.
Fun fact: Did you know?
A good policy is one of the 6 benefits to look for in a company for a healthy work-life balance
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What is a Leave Application?
It is a formal written request made by an employee to their employer or supervisor, seeking permission to take time off from work for a specified period.
It serves as a means of communication, notifying the employer about the employee's intended absence and providing relevant details such as the dates of leave, reason for leave, and any other necessary information.
What to Include in a Leave Letter?
A leave application typically includes the following components:
Heading: The letter usually starts with the employee's contact information, including their name, address, phone number, and email address. Following that, the recipient's information, such as the employer's name and designation, company name, and address, is mentioned.
Salutation: A formal salutation, such as "Dear [Supervisor's Name]" or "To Whom It May Concern," is used to address the recipient.
Opening Paragraph: This section briefly states the purpose of the letter, which is to request a leave of absence from work. The employee mentions the specific dates they intend to be away and indicates whether the leave will be paid or unpaid, depending on company policies.
Body of the Letter: The body of the letter provides further details regarding the leave, including the reason for the absence. The employee may mention the type of leave they are requesting, such as vacation,sick, personal leave, or any other applicable category. It is important to be concise yet clear in explaining the reason for the it.
Supporting Information: If necessary, the employee may provide additional supporting information or documents along with the leave application. This could include medical certificates for medical leaves, wedding invitations for marriage leaves, or any other relevant documents that validate the reason for the requested it.
Contact Information: The employee should include their contact details, such as phone number and email address, so that the employer can reach them if needed during their absence.
Closing: The letter should be concluded with a polite and professional closing, such as "Yours sincerely" or "Best regards." The employee's full name and signature should be placed below the closing.
It is essential to follow any specific guidelines or procedures outlined by the company for submitting an applications. This may include submitting the application through a designated channel or to a particular department or individual.
Writing a well-structured and informative leave is crucial for effective communication and smooth processing of the request.
By following the appropriate format and providing necessary details, employees can demonstrate professionalism and consideration towards their employer while seeking time off from work.
Types of Leave Application - Samples
Check out these samples for writing leave application for office.
Annual leave application
Subject: Annual leave application
Dear Mr./Mrs. {Recipient’s Name},
I am writing this letter to let you know that I am in need of a long-term leave. Thus, I would like to avail my full annual leave allotment as I have my complete yearly leave allowance.
I request you to consider my leave application of thirty days as I am planning for an international vacation with my family. I would like to avail the leaves from {start date} to {end date}.
I have delegated my current project to {person's name}. He/she very well understands about my project and is capable of handling the task without any difficulties. In fact, it is only the final part that is left to be carried out by him/her.
During the days of my absence from office, I can be reached at {email address/contact number}.
I will return to the office on {date}. In case I want to resume the work sooner or later than the stated date, I will let you know well in advance.
Yours Sincerely,
{Your Name}
For more samples on annual leave application, check out annual leave application.
Maternity leave application
Subject: Maternity leave application
Dear Mr./Mrs. {Recipient’s Name},
I hope that this letter finds you in the best of health. This letter concerns my request regarding maternity leave from {start date} to {end date}. It is going to be a three-month leave, and I will rejoin soon after that.
As I am going to be away for a very long time, I have authorized {name of the person} to take over my responsibilities. He/she has courteously agreed to take over my chair for 90 days.
I have attached my medical certificate, along with other important details, required to avail the leave.
I also request you to give me the information of the hospital covered under the office insurance coverage so that a part of my medical expenses is taken care of.
In the case of an emergency, please contact me at {your contact information}.
Yours Sincerely,
{Your Name}
For more samples on maternity leave application, check out maternity leave application.
Paternity leave application
Subject: Paternity leave application
Dear Mr./Mrs. {Recipient’s Name},
I am writing this letter to let you know that my wife is in the final stage of her pregnancy and the due date is fast approaching.
Since this is going to be our first baby, I am way too excited to see my child and desire to be with her during the delivery and a couple of weeks post the delivery.
As we stay alone and my parents are going to join us in a few weeks, I request you to grant me leave for 30 days, beginning from the {date}.
I have transferred the important duties to my associate {name of the person}, and he/she will look after the tasks until I get back to work.
I hope you understand my situation and authorize my paternity leave as soon as possible.
Thanks and regards,
{Your Name}
For more samples on paternity leave application, check out paternity leave application.
Casual leave application
Subject: Casual leave application
Dear Mr./Mrs. {Recipient’s Name},
I am writing this application to request for seven days leave. The reason for my week-long leave is that I have to attend a telecommunication conference from {start date} to {end date}.
This is an essential conference as I would encounter many new and advanced technologies that we could use to update our telecom system. I will be very interested in attending this conference to learn about the revolutionary aspects of the telecommunication industry. With the conference, there will likely be a two-day workshop in which I will learn and observe the things practically.
As this conference is in Frankfurt, I will have to leave early on the evening of {date} to be in time at the airport.
I shall be resuming office on {date} afternoon. I will be grateful to you for considering my leave application.
Sincerely,
{Your Name}
For more samples on casual leave application, check out Casual leave Application (Samples).
Sick leave application
Subject: Sick leave application
Dear Mr./Mrs. {Recipient’s Name},
I am writing to notify you that I need sick leave from work because of a severe viral infection. I caught the infection yesterday evening and since then have been feeling very weak.
As per the doctor, I need to take medication for five days, along with proper rest for at least a week. The letter from the doctor is attached, confirming the need of time to recover from the illness.
Kindly allow me a week-long leave, until the {date}. Should I require an extended period off, I will let you know as early as possible.
Please feel free to contact me at your convenience, should you have any questions or require clarification concerning the ongoing project. Thank you for your quick attention to this matter.
Sincerely,
{Your Name}
For more samples on sick leave application, check out Application for sick leave.
Leave application due to the illness of a family member
Subject: Leave application due to the illness of family member
Dear Mr./Mrs. {Recipient’s Name},
I am writing this letter to let you know about my requirement for an important and unexpected leave. This is because of an emergency in the family.
We have just got the news that my sibling has been diagnosed with dengue. I will be quickly heading to the hospital to be with her and look after the family.
I plan to return to work next week on {date}. I feel confident that my current projects are not going to suffer from such a quick absence and that my work record speaks for itself as much as my ability to make up for lost time.
I appreciate your support in this matter and anticipate hearing a response from you.
Yours sincerely,
{Your Name}
Leave application due to death in the family
Subject: Leave required due to death in the family
Dear Mr./Mrs. {Recipient’s Name},
I am writing this letter to inform you about the unfortunate and unexpected passing away of my uncle today. I intend to leave tonight and be out of town for the funeral and related arrangements until {date}.
I request you to grant me seven days of emergency leaves because of such circumstances.
I trust that my work over the last few years speaks for itself about my willingness to make all endeavors to catch up satisfactorily upon my return.
I am confident that my current unfinished tasks will not be negatively affected by this short absence.
Once I return to the office on {date}, I hope to be able to concentrate on my work much more effectively.
Thank you for your support during this time.
Yours sincerely,
{Your Name}
Vacation leave mail for office
Subject: Leave application for family vacation
Dear Mr./Mrs. {Recipient’s Name},
I am writing to request your approval for a 10-day leave for my planned vacation. I would like to take my vacation during the summer from {start date} to {end date} to take a cruise trip through the Bahamas with my wife and kids.
I feel incredibly confident that the rest of the team should be able to continue excellent work during my absence.
I look forward to your response and also thank you for your consideration.
Yours sincerely,
{Your Name}
For more samples on vacation leave application, check out leave application for vacation.
One-day leave application
Subject: Personal Leave Application for a Day
Dear Mr./Mrs. {Recipient’s Name},
I am writing this letter to inform you that I need to take a day of absence on the {date} of this month. I will be accompanying my mother for an appointment with her doctor. I will be back in the office the next day in the morning without fail.
You can contact me at my number in case of questions or clarifications. I have emailed you a copy of the work plan for the day I plan to take leave. I am sure the team will handle everything perfectly during my absence.
I apologise for any inconvenience caused due to my absence and hope that you will understand my situation.
Sincerely,
{Your Name}
For more samples on one-day leave application, check out one-day leave application samples.
Half-day leave application
Subject: Leave Application for Half a Day
Dear Mr./Mrs. {Recipient’s Name},
I am writing this letter to inform you that I will not be able to come to work on time on {Date} as I have an appointment with my dentist. Since the appointment is in the morning, I will come to the office around 2 PM and try to get as much work done as possible.
I am sure the team will handle everything exceptionally. Please contact me if you have any doubts or queries about the current project.
Sincerely,
{Name}
Leave application for marriage
Subject: Leave application for my wedding- DD/MM/YYYY-DD/MM/YYYY
Dear Mr. Seth,
I’m glad to inform you that I’m getting married on the DD/MM/YYYY at XYZ Park, New Delhi.
I’m writing to you to request some time off as I enter this new phase of my life.
I would like to apply for a leave from 08/12/2020 to 08/02/2021 (2 months).
Through this mail, I would also like to extend an invitation to all my colleagues.
You can find the invitation attached below.
I will make sure that I meet my deadlines by 28/11/2020, and give a proper handover to Ms. Priya to take care of any urgency in my absence.
I hope you will accept my request and grant me leaves for the said dates. Looking forward to your positive reply.
Regards,
Nakul
(Assistant Manager, Marketing)
For more samples on half-day leave application, check out half-day leave application for office.
You can read all about marriage leave application for office in our blog dedicated to it.
In the end, just remember to apply for leaves whenever you feel the need for it. Afer all, health, both physical and mental are extremely crucial for a successful career.
Bereavement leave
Subject: Bereavement leave application on the demise of my {relation with the family member/friend}
Dear Mr. Mehra,
I regret to inform you that my grandmother passed away today, tragically and unexpectedly. In light of these circumstances, I respectfully request that you grant me 4 days of paid leave and 2 days of unpaid leave beginning today.
I am heading home today, April 9, 2021, and will be out of town for the funeral and other arrangements until Monday, April 17, 2021.
I will be back in the office on April 18, 2021, positively. I would appreciate your concern in this matter, as I will need this time to take care of my family.
In case you need me, please leave me a message on my number. You can also reach me at (XXX) 20XX XXXX.
Thank you for your consideration.
Yours sincerely,
Ritu Sharma
(Marketing lead)
10 Things to remember while writing a leave for absence
When writing an email to your manager, it's important to communicate your request clearly and professionally.
1. Start with a polite and professional greeting: Begin your email by addressing your manager respectfully, such as "Dear [Manager's Name]," or "Hello [Manager's Name],"
2. State the purpose of your email: Clearly mention that you are writing to request leave and provide the specific dates you are planning to be absent.
3. Be clear and concise: Keep your email brief and to the point. Avoid unnecessary details and stick to the essential information.
4. Mention the reason for your leave: Provide a brief explanation for your absence, such as a family event, personal appointment, or vacation. Be honest but avoid oversharing personal information.
5. Offer a proposed solution or plan: If possible, suggest how your work responsibilities can be handled during your absence. You can mention whether you have completed pending tasks or if a colleague can cover for you.
6. Express your willingness to assist: Show your commitment to ensuring a smooth transition by offering to assist with any necessary preparations before your leave or providing contact information for emergencies.
7. Follow company policies: Familiarize yourself with your company's leave policies and adhere to any specific requirements, such as submitting a formal leave request form or notifying other team members.
8. Provide your contact details: Include your contact information, such as your email address and phone number, in case your manager needs to reach you during your absence.
9. Thank your manager: Express gratitude for their understanding and consideration of your request. A simple "Thank you for your understanding" or "I appreciate your support" can be included at the end of your email.
10. Sign off professionally: Use a professional closing, such as "Sincerely," or "Best regards," followed by your full name. If applicable, include your job title or department to provide additional context.
Remember, the tone and content of your email should align with your company's culture and communication norms. It's always a good idea to proofread your email before sending it to ensure clarity and correctness.
You can read all about bereavement leave, its meaning, how to apply and format here.
FAQs
Why do I need to write a leave application letter?
Writing a leave letter is important for several reasons.
Firstly, it serves as a formal request to your employer or supervisor, informing them about your intention to take time off from work. This helps in maintaining transparency and open communication within the workplace.
Secondly, a leave letter provides a record of your request, ensuring that there is clarity on the dates and duration of your absence.
It also helps your employer to plan and manage work schedules effectively by taking your absence into account.
How far in advance should I submit a leave letter?
The ideal timeframe for submitting a leave application letter can vary depending on company policies and the nature of your leave.
Generally, it is advisable to submit it as early as possible. This allows your employer or supervisor ample time to review and process your request, and make necessary arrangements to cover your absence.
It also demonstrates your professionalism and respect for proper planning within the organization. It is recommended to submit your leave at least a few weeks in advance, especially for longer leaves or during busy periods.
Can my leave application be rejected?
While most organizations understand the need for employees to take occasional leave, there can be instances where your application may be rejected.
This can occur due to various reasons, such as an inadequate number of staff available to cover your absence, critical project deadlines, or previous commitments of your team.
Additionally, some companies may have specific policies or restrictions on certain types of leave, such as during peak business periods. However, employers generally aim to strike a balance between employee well-being and business requirements.
It is important to have open communication with your supervisor or HR department to understand the reasons behind any rejection and explore alternative solutions, if possible.
Should I provide any supporting documents with my leave application letter?
In certain cases, providing supporting documents with your leave letter may be required or helpful. It depends on the company policies and the nature of your leave.
For instance, if you are taking medical leave, attaching a medical certificate or doctor's note can validate your reason for absence. Similarly, if you are taking leave for personal reasons like attending a family event or dealing with a personal emergency, you may provide relevant documents as proof.
It is recommended to check with your employer or HR department about any specific requirements for supporting documentation when submitting your leave application. This helps ensure that your application is processed smoothly and accurately.
