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Leave Application for Office, School & College With Samples

Leave Application Format for Office, School & College

There are many different reasons why one may want to ask for a leave of absence from their place of work or school. You see, life is unpredictable. You never know what fate has in store for you. Be it because of death in the family, illness, or anniversaries, now and then, as a student or an employee, we will need to take permission for leaves from our boss or principal. In this article, we will focus on how to write a leave application? We will also show leave application formats for office, school and college with samples.

Leave Application Definition

The application for a few days or month-long pause from your duties at your workplace, school, or college or formally asking for permission to take a leave of absence due to a particular or several reasons is called a leave application. For instance, let’s say you are about to undergo minor surgery; you will need a few days after the surgery to rest and recuperate. This is when you ask your supervisor or headmaster for a leave of absence.

Leave Letter Definition

A leave application letter is a formal letter that you submit to the concerned person when you apply for leaves.

Reasons Why People Apply For Leave Of Absence

When you apply for leave, you must always ensure that you mention the reason. There are several reasons why people apply for a leave of absence, such as-

  • death of a person or pets
  • illness or surgery
  • rest and recreation (R&R)
  • marriage, birthday or other important anniversaries or
  • travelling

Different Types Of Leave Application

The different types of leave applications include-

  • Sick leave: The number of days depends on the seriousness of the employee’s condition. It could be a few days or even months.
  • Casual leave: The employee usually gets 1 to 3 casual leaves per month, depending on the company.
  • Maternity leave: According to the Maternity Benefit Act, maternity leave for employees can have been raised from 12 weeks to 26 weeks.
  • Paternity leave: Though not applicable to all companies, some grant male employees paternity leave of 15 days.
  • Annual leave: In India, the annual leave duration for an employee is 15-20 days per annum.
  • Bereavement leave: In India, an employee is entitled to up to 7 days of bereavement leave. The number of days of leave depends on the company, but usually, it is for 3 to 5 days.
  • Vacation: For this, employees usually trade in their annual and earned leaves for a long-term vacation. These paid vacation days depend on the number of leaves the employee still has left.
  • Half-Day Leave: As the name suggests, the duration of this leave is only half a day.
  • One-Day Leave: Again, as the name suggests, the duration of this leave is just one day.

Read More: Salary Slip Format in Excel | Word | PDF

How To Write Leave Application For Office or School

There is no specific format for writing a leave application letter. However, you must always mention the following elements, especially if it is for your boss or school principal-

  1. Subject
  2. The reason why you need to take leave
  3. Duration (how long the leave will be/when will you be able to return to work or class)
  4. Contact Information (where they will be able to reach you in case of emergency)
  5. Any additional documents such as a doctor’s letter or travel ticket (for proof) should be attached along with the letter.

As long as you add these key elements to your leave application letter, you will be able to draft a complete leave letter. You need to make sure that it is error-free and written in a professional tone. Double-check to make sure that you do not mess up the dates. For instance, if you have written the leave letter in a hurry and mentioned that you would be able to rejoin on the 17th when you are rejoining on the 19th, the extra days will be counted as working days for you.

Again, there is no specific format to follow when it comes to writing leave letters. However, if you follow the order given below for a leave application format, it will work.

  • Salutation
  • Subject
  • Body
  • Sender’s name and signature

The body of the letter must contain your details, the reason for the leave application, for how many days you’d need the leaves, as well as when you will be able to return, and of course, politely asking for permission.

Leave Application Letter Format For Office

Generally, when applying for leave from your work, you should ask your manager or supervisor. The tone should be formal and professional. Ensure that you write down the correct dates and, if possible, attach important documents such as the doctor’s letter for proof. Some organizations require their employees to provide documents for evidence that they needed the leave given to them.

Here is a leave application letter for the office sample:

leave-application-letter-for-office

The leave application letter format is as follows:

To,
Employer’s name
Designation,
Name of the company

Subject: Application for leave
Dear [Employer’s first name],
Body

Thanking you,

Yours sincerely,
Your name
Designation
Department
Name of company

Read More: Experience Letter Format & Sample: Definition, Tips & Examples

Sick Leave Application For Office Sample

To,
Sebastian King
HR Manager
NE Connections

Subject: Sick leave application

Dear Sebastian,
I am writing to inform you that I have come down with the flu since yesterday, the 26th of August, 2021. As per my doctor’s advice, I am to take a rest and isolate myself till the 31st of August, 2021. I would be very much obliged if you could kindly grant me leave from the 27th of August till the 31st of the same month. In my absence, I have assigned my tasks to Karma Deli. Should you need anything from me, please feel free to contact me.

Thanking you,

Yours sincerely,
Aurora Rose
Graphic Designer
Digital Marketing Team
NE Connections

Annual Leave Application For Office Sample

To,
Matthew Chase
HR Manager
Enchanted Woods

Subject: Annual leave application

Dear Matthew,
I am writing to let you know that I will be out of the country for a month due to personal reasons and for that, I would like to avail my full annual leave allowance given to me. It would be very much appreciated if you could kindly grant me the leaves from the 1st of October 2021 till the 31st of October 2021. In my absence, Shilpa Valvi will be taking over my duties. As I have been overseeing her work for the past year, I am confident that she will work without any difficulty. In case of any work-related emergency, you can always reach me on mobile.

Thanking you,

Yours faithfully,
Jubilee Kiba
Content Strategist
Digital Marketing Department
Enchanted Woods

Maternity Leave Application For Office Sample

To,
Ritu Khanna
HR Manager
NE Connections

Subject: Maternity leave application

Dear Ritu,
This is a kind reminder regarding my request for maternity leave, which will be from the 15th of June to the 15th of September 2021. I will take this leave for three months and should be able to rejoin my team and the company when it ends. I will be away for an extended period, so I have handed over my work responsibilities to Swati Sarkar. I feel confident that /she can handle my work in my absence. Attached here is my medical certificate given by the doctor with other necessary details. As I would need to use my medical insurance, I also request you to give me the hospital information under the office insurance coverage. Should you ever need to reach me, you can always phone me.

Thanks & Regards,

Yours sincerely,
Aurora Rose
Graphic Designer
Digital Marketing Team
NE Connections

Half-Day Leave Application For Office Sample 

To,
Ritu Khanna
HR Manager
NE Connections

Subject: Half-day leave application

Dear Ritu,
I am writing to inform you that I will be late today as I have a doctor’s appointment. I have to reach my doctor’s office at 10 a.m. and, as we will be doing some investigation, I will only be able to reach the office in the afternoon. I kindly request you to give me a half-day leave. I will try my best to catch up with as much work as possible once I reach the office.

Thanks & Regards,

Yours sincerely,
Gaurav Kumar
Graphic Designer
Digital Marketing Team
NE Connections

Casual Leave Application for Office Sample

Casual-Leave-Application-for-Office

To,
Amrita Kapoor,
HR Manager
AKAL Infosys

Subject: Casual leave application

Dear Amrita,
I request you to grant my leave for five days, starting from the 21sh of September till the 25th of the same month as I need to attend to a family medical emergency. I have also requested Jordan Hnialum, who I trust will do the work diligently, to take over my duties while away, and he has agreed. I will be able to return on the 27th. So, I shall be grateful to you if you permit me to take five days of leave. Should you ever need to reach me, you can always contact me at 98******90.

Thanks & Regards,

Yours sincerely,
Aurora Rose
Graphic Designer
Digital Marketing Team
NE Connections

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Bereavement Leave Application For Office Sample

To,
Jordan Hnialum,
HR Manager
AKAL Infosys

Subject: Bereavement leave application

Dear Jordan,
It is with a heavy heart that I write to you to inform you of the passing of my father-in-law last night. As I would need to head home to take care of the funeral arrangements, I humbly request you grant me 5 days of paid leave starting today, i.e. the 21st of April, 2021, till the 25th of April 2021. Should you need to contact me, you can reach me on my cell phone. If by any chance, you are unable to reach me, I have left instructions to Aurora Rose, the intern. She should be able to help you in my absence. I sincerely apologize for the inconvenience and would be very much obliged if you could kindly grant me this leave of absence.

Thanks & Regards,

Yours sincerely,
Zami Hmar
Graphic Designer
Digital Marketing Team
AKAL Infosys

One-Day Leave Application For Office Sample 

One-Day-Leave-Application-For-Office

To,
Diya Goswami,
HR Manager
AKAL Infosys

Subject: One-day leave application

Dear Diya,
I am writing to inform you in advance that I will not be able to work on the 30th of this month. My mother has had some complaints about her health, so I have made an appointment with her doctor on the 30th. As there will be some investigations that her doctor would like to do, I will be unavailable the entire day. Daryl Ezung has agreed to take over for me while I am away. So, I request you to grant me this one-day leave kindly.

Thanks & Regards,

Yours sincerely,
Fawn Hmar
Content Writer
Digital Marketing Team
AKAL Infosys

Leave Application Letter Format For School And College

The format of leave applications for schools and colleges is similar to that of office format. However, the body is where the difference can be seen as ideally, as a student, you would need to provide your name, roll no, enrollment number and class and course at the beginning of the body.

The leave application format for school and college is as follows:

To,
Name of concerned person (principal or class teacher)
Name of school or college,
Address of school or college

Subject: Application for leave

Dear Sir/ Madam,
Body

Thanking you,

Yours sincerely,
Your name
Class/ Semester
Department
Name of school or college

Leave Application Letter Format For School (From Student)

To,
The Principal
St. Margaret’s Higher Secondary School
Arjun Nagar, New Delhi

Subject: Leave application

Dear Sir/Madam,
I, Rahul Thakur of Class-8, Section C, have come due with the flu since yesterday. My doctor has told me to take rest at home for at least 5 days. So, I will not be able to attend school this week. I would be very much obliged if you could kindly grant me leave for 5 days, starting tomorrow, which is the 21st of September, 2021, till the 24th of September, 2021. Also, please find the doctor’s letter that I have attached here.

Thanking you,

Yours sincerely,
Rahul Thakur
Roll No. – 23
Class 8
Section C
St. Margaret’s Higher Secondary School

Leave Application Letter Format For School (From A Parent)

To,
The Principal
St. Mary’s Elementary School
Arjun Nagar, New Delhi

Subject: Leave Application

Dear Sir/Madam,

I am the father of one of your students, Emma Smith, who is currently in the 2nd Grade (Section A) in your fine establishment. I am writing to inform you that she will not be able to attend school today and tomorrow, i.e. the 28th and the 29th of September, 2021, as her grandfather passed away this morning.As all the family members are in mourning and the funeral service will be held today and tomorrow, we will not be able to send her to school during this difficult time.I ask you for your understanding and request you to kindly grant her a leave of absence for 2 days, the 28th and the 29th of September, 2021.

Thanking you,

Yours sincerely,
Jonas Smith
(Signature)

Leave Application Letter Format For College

To,
The Principal
St. Margaret’s Junior College
Arjun Nagar, New Delhi

Subject: 3-day leave application

Dear Sir/Madam,

I, Rahul Thakur of B.A. Political Science (4th semester), I have to visit my hometown for my parents’ 25th wedding anniversary celebration, which will take place on the 23rd of September 2021. I would also like to point out that it will take me almost 2 days to travel back and forth from here to my hometown. Due to this, I will not be able to attend my classes for 3 days. Therefore, kindly grant my leave for 3 days, starting tomorrow, the 22nd of September, 2021, until the 24th of September, 2021.

Thanking you,

Yours sincerely,
Rahul Thakur
B.A. Political Science
4th semester
St. Margaret’s Junior College

Application of Leave For Covid-19 

As more and more people are coming in contact with the novel coronavirus, the number of people testing positive is only increasing day by day. So, just in case you happen to be one of them, here is a leave application sample of how you can apply for leave.

Leave Application for Covid – 19 For Office

To,
Diya Goswami,
HR Manager
AKAL Infosys

Subject: Temporary leave application due to Covid – 19

Dear Diya,
I am writing to inform you that as I have tested positive for COVID-19 yesterday, i.e. the 19th of September 2021, as advised by my doctor, I will be under home quarantine for 14 days. Although I do not have any of the covid symptoms, I am taking all necessary precautions for the safety of those around me and myself. I have spoken with Jordan Hnialum, who has agreed to take care of my work for me in my absence. I would be very thankful if you could kindly grant me a leave of absence for 14 days, i.e. from the 20th of September to the 4th of October, 2021.

Thanks & Regards,

Yours sincerely,
Fawn Hmar
Content Writer
Digital Marketing Team
AKAL Infosys

Leave application for Covid – 19 For School

To,
The Principal
St. Margaret’s Higher Secondary School
Malviya Nagar, New Delhi

Subject: Temporary leave application due to Covid – 19

Dear Sir/Madam,
I, Oma Ralte of Class-10, Section B, have tested positive for COVID-19 yesterday, i.e. the 19th of September 2021. As advised by my doctor, I will not be able to attend school for 14 days. I would be very much obliged if you could kindly grant me leave for 14 days, i.e. from the 20th of September to the 4th of October, 2021. Also, please find the doctor’s letter that I have attached here.

Thanking you,
Yours sincerely,
Oma Ralte
Roll No. – 51
Class 10
Section B
St. Margaret’s Higher Secondary School

Leave application for Covid – 19 For College

To,
The Principal
St. Margaret’s Junior College
Arjun Nagar, New Delhi

Subject: Temporary leave application due to Covid – 19

Dear Sir/Madam,
I, Raina Hale of B.A. English (2nd semester) and my entire family members tested positive for COVID-19 on the 19th of September, 2021. We have consulted our family doctor. We will be quarantined for 14 days at our home. Therefore, I request you to grant me leave for 3 days, starting tomorrow kindly, the 22nd of September, 2021, until the 24th of September, 2021. Attached herewith is the doctor’s letter.

Thanking you,
Yours sincerely,
Raina Hale
B.A. English
2nd semester
St. Margaret’s Junior College

Leave Application Email

In this digital world, doing simple tasks has become convenient and effortless, such as sending a virtual letter to someone rather than going through the long process of buying stamps, going to the post office, and waiting for days to receive mail. Sending a virtual leave application has become a norm for employees and students alike.

Leave Application Email Format

To:
[Receiver’s Email Address]
Subject: Application for leave
Salutation
Body
Sign Off
[Your Name]
[Designation]
[Name of Company]

Leave Application Email Sample For Office

To: Jordan.hnailum@akalinfosys.com

Subject: Application for bereavement leave

Dear Jordan,

It is with a heavy heart that I write to you to inform you of the passing of my father-in-law last night. As I would need to head home to take care of the funeral arrangements, I humbly request you grant me 5 days of paid leave starting today, i.e. the 21st of April, 2021, till the 25th of April 2021. I have left instructions to Aurora Rose, the intern. She should be able to help you in my absence.

I apologize for the inconvenience and would be very much obliged if you could kindly grant me this leave of absence.

Thanks & Regards,

Yours sincerely,
Zami Hmar
Graphic Designer
Digital Marketing Team
AKAL Infosys

Leave Application Email Sample For College

To: Jordan.hnailum@smjc.com

Subject: Application for 3-day leave

Dear Sir/Madam,

I, Rahul Thakur of B.A. Political Science (4th semester), I have to visit my hometown for my parents’ 25th wedding anniversary celebration, which will take place on the 23rd of September 2021. Due to this, I will not be able to attend my classes for 3 days. Therefore, I request you to grant me leave for 3 days, starting tomorrow kindly, the 22nd of September, 2021, until the 24th of September, 2021.

Thanking you,

Yours sincerely,
Rahul Thakur
B.A. Political Science
4th semester
St. Margaret’s Junior College

Tips To Remember:

  • Ensure that the tone is always formal.
  • Avoid jargon and shortcuts such as “OK’ or “BTW’.
  • Ensure that the dates you mentioned are correct.
  • Double-check before sending the letter.
  • Ensure that important details such as your name, Designation, class, course, etc., are mentioned.

Read More: Relieving Letter Format and Samples

FAQs

Q1. What is a leave letter?

A leave letter is a letter wherein an employee or a student writes down their desire and reasons to take a leave of absence from their workplace or school.

Q2. What is the format of a work leave letter?

The format of a work leave letter is-

To,

Employer’s name
Designation,
Name of the company

Subject: Application for leave

Dear [Employer’s first name],

Body

Thanking you,

Yours sincerely,
Your name
Designation
Department
Name of company

Q3. How to write a leave of absence?

To write a leave of absence, follow the steps below-

  1. Subject
  2. The reason why you need to take leave.
  3. Duration (how long the leave will be/when will you be able to return to work or class).
  4. Contact Information (where they will be able to reach you in case of emergency).
  5. Any additional documents such as a doctor’s letter or travel ticket (for proof) should be attached along with the letter.

Q4. How does a teacher write an application for leave?

Like any other employee, teachers can also avail different types of leave such as sick leave, casual leave, etc.

Here is a sample of a leave application email for teachers-

To: Kim.rachel@phs.com

Subject: One day leave application

Dear Ma’am,

I am writing to inform you that I will not be able to attend school tomorrow as I have an appointment for the Covid-19 vaccination. Miss Eshanya Johari will be taking my classes in my absence. I would be grateful if you could kindly grant me a leave for tomorrow, the 27th of September, 2021.

Thanking you in advance,

Kiran Kumari,

English Teacher

Providence High School.

Q5. When can I apply for a leave of absence?

There are many reasons as to why people apply for leave, such as-

  • death of a person or pets
  • illness or surgery
  • rest and recreation (R&R)
  • marriage, birthday or other important anniversaries or
  • Travelling

You could take a leave of absence if any of the reasons mentioned above apply to your situation.

Q6. How long is maternity leave in India?

According to the Maternity Benefit Act, maternity leave for employees can have been raised from 12 weeks to 26 weeks. However, women who have two or more children are entitled to 12 weeks of maternity leave.

We hope this article helps you in understanding everything you need to know about leave application letters.

 

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Last modified: October 21, 2021
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