Leave Application: Format & Samples 2022

There are many different reasons why an individual writes a leave application to ask for a leave of absence from their place of office or school. It is quite essential for an individual to keep a formal tone while writing a leave application with an accurate format. More importantly, one should understand the format and its key elements so that he/she can write an effective application for leave. Through this blog, we will share the following information with you:

  • What is Leave Application?
  • What is Leave Letter
  • Leave Application Format for office & School
  • How to write Leave application for Office & School
  • Samples of Leave Application for Office & School

What is a Leave Application?

A leave application is what you have to formally submit to your office, school, or college to inform them about your absence. There are numerous types of applications for leave and each application has its own format and details which totally relies upon the purpose of writing the Leave Application.

Read More: Define Email Writing

What is a Leave Letter?

A leave application letter or leave letter is a letter that you submit to the concerned person when you apply for leaves. A leave letter is used in a formal, informal or casual manner whereas a leave application is a formal request to get leave from work for a certain period of time.

Read More: How to Handle Career Gaps

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: What is Leave Application for Marriage

Leave Application Format

To write a leave application, it is important to be aware of its format. Here is the leave application format( in pdf and word) for you, that you can download via the link mentioned below:

Application-for-leave-format

Download Free Leave Application Format in Word

Download Free Leave Application Format in PDF

Leave Application Format for Office

Here is the leave application format for the office, that you can use for different purposes. You can download this leave application format in pdf or word file by clicking on the link given below:

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

Subject: [ Example: Application for leave ]

Dear [Employer’s first name],

[ Body of Application ]

Thanking you,

Yours sincerely,
[ Your name ]
[ Designation ]
[ Department ]
[ Name of company ]

Download Leave Application for format for office in word

Download Leave Application for format for office in PDF

Leave Application Format For School And College

The format of leave applications for schools and colleges is similar to that of the 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.

You can download this format in word or pdf file by using the link given below

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

Subject: [ Example: Application for leave ]

Dear Sir/ Madam,

[ Body of Application ]

Thanking you,

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

Download Leave Application for format for School & College in word

Download Leave Application for format for School & College in PDF

Leave Application Format for 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.

To,
[Receiver’s Email Address]

Subject: [ Example: Application for leave ]
[ Salutation ]

[ Body of Application in Email ]

Sign Off
[Your Name]
[Designation]
[Name of Company]

Download Leave Application for format for Email in word

Download Leave Application for format for Email in PDF

Read More: Structure of Experience Letter

What to include in the body of Leave Application

In the body of the leave application, you should mention the following details-

The first paragraph should contain information about the leave you are applying for, such as the date, the reason and duration. Ensure that it is to the point and that unnecessary or unrelated points are not added. It should not be too long either.

Example: I am writing to request you to grant my leave for 5 days, starting from the 21sh of September till the 25th of the same month, as I need to attend to a family medical emergency.

In the second paragraph, you need to mention how you plan to ensure that your work runs smoothly in your absence. For instance, you need to tell the person you are addressing to who will be taking over your duties and responsibilities while you are away.

Example: I have requested Jordan Hnialum, who I trust will do the work diligently, to take over my duties while away, and he has agreed.

You can conclude by telling them how grateful you would be if they grant you the leave and how they will be able to reach you should a crisis arise. If you plan to attach any documents, you can mention them in this paragraph or the next line.

Example: So, I shall be grateful to you if you could permit me to take five days of leave. Should you ever need to reach me, you can always reach me at 9830567890.

Depending on the content and intention of your letter, remember that points 2 and 3 are interchangeable. However, point 1 should always stay in the first paragraph of the letter.

Read More: How to add Declaration in Resume For Freshers

How To Write A Leave Application For Office?

Leave application for the office is a formal way to ask for leave from your manager. It will define your situation for not being able to come to the office. There are some important elements that you need to keep in mind while writing your leave application for office, which are as follows:

  • Salutation
  • Purpose of the application (subject)
  • Reason for leave
  • Number of leaves along with the date
  • Work plan in your absence
  • Employee’s contact information
  • Signature

Samples of Leave Application for Office

leave-application-letter-for-office

Download Samples of Leave Application for Office in Word

Download Samples of Leave Application for Office in PDF

Sample of Sick Leave Application For Office

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

Download Sick Leave Application For Office Sample in Word

Download Sick Leave Application For Office Sample in PDF

Sample of Annual Leave Application For Office

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

Download Annual Leave Application For Office Sample in Word

Download Annual Leave Application For Office Sample in PDF

Sample of Maternity Leave Application For Office

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

Download Maternity Leave Application For Office Sample in Word

Download Maternity Leave Application For Office Sample in PDF

Sample of Half-Day Leave Application For Office

To,
Ritu Khanna
HR Manager
NE ConnectionsSubject: Half-day leave applicationDear 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

Download Half-Day Leave Application For Office Sample in Word

Download Half-Day Leave Application For Office Sample in PDF

Sample of Casual Leave Application for Office

Casual-Leave-Application-for-Office

Download Casual Leave Application For Office Sample in Word

Download Casual Leave Application For Office Sample in PDF

Casual Leave application for Office as follows:

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

Sample of Bereavement Leave Application For Office

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

Sample of One-Day Leave Application For Office

One-Day-Leave-Application-For-Office

Download Casual Leave Application For Office Sample in Word

Download Casual Leave Application For Office Sample in PDF

The One-day leave application letter is as follows:

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

Also Read: 7cs of Communication

How To Write A Leave Application For School?

Leave application for school is written by the student to their principal to get leave for a certain period. It is written to notify about student absenteeism in school. Make sure that the application is written in a formal tone that includes relevant information. However, there are different leave applications, which might confuse some people, but don’t worry we are here to help you. Here are some essential elements that you must keep in your school leave application:

  • Salutation
  • Subject
  • Reason for taking leave
  • Period of your leave
  • Contact information
  • Additional documents (if asked)

Samples of Leave Application For School

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

Subject: 3-day leave application

Dear Sir/Madam,

I, Rahul Thakur of 12th Standard, 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
12th Class
Section C
St. Margaret’s School

Download Sample of Leave Application For College in Word

Download Sample of Leave Application For College in PDF

Sample of Leave Application For School(From Student)

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

Subject: Leave application for School

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

Download Leave Application Letter Format For School (From Student) in Word

Download Leave Application Letter Format For School (From Student) in PDF

Sample of Leave Application For School and College (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)

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

Download Sample of Leave Application for Covid – 19 For Office in Word

Download Sample of Leave Application for Covid – 19 For Office in PDF

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

Download Sample of Leave application for Covid – 19 For School in Word

Download Sample of Leave application for Covid – 19 For School in PDF

Leave application for Covid – 19 For College

To,
The Principal
St. Margaret’s Junior College
Arjun Nagar,
New DelhiSubject: Temporary leave application due to Covid – 19Dear 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

Download Sample of Leave application for Covid – 19 For College in Word

Download Sample of Leave application for Covid – 19 For College in PDF

Sample of Leave Application Email 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

Download Sample of Leave Application Email For Office in Word

Download Sample of Leave Application Email For Office in PDF

Sample of Leave Application Email 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

Download Sample of Leave Application Email For College in Word

Download Sample of Leave Application Email For College in PDF

Read More: Relieving Letter Format and Samples

Leave application due to the illness of a family member

Here are the top points that you must include while you write a leave application due to the illness of a family member.

  • Purpose: You must mention the purpose of the leave for granting leave and make sure it is written in a polite manner.
  • Salutation: Make sure that you address the person to whom you are writing this leave application. Try to make it short and avoid adding unnecessary lengthy sentences. It should not be more than half of the page. Hence, mention sir/ma’am, or whatever is applicable at that time. In case you know the receiver’s name, you can mention that as well.
  • Add closure with thanks: If you are working, end your leave application with your name and job position. You must add this part on the left side of your leave application, and do not forget to represent your thanks.

Sample of Leave application due to the illness of a family member

Date

To (Managing director)

Subject: Leave application due to the illness of a family member

Respected Sir/Ma’am,

I am writing this letter to put to your notice that I have an emergency at my home as my father has suffered from a cardiac arrest. He needs me right there as I am the only son and breadwinner of the family.Please grant me one week’s leave so I can look after my father. I will need leave from (date) to (date).

Kindly let me know if it’s okay with you.

Sincerely,
(Your name)

Download Sample of Leave application due to the illness of a family member in Word

Download Sample of Leave application due to the illness of a family member in PDF

Leave application due to death in the family

Here are the top points that you must include while you write a leave application due to a death in the family.

Make it an emergency leave: Whenever such an incident takes place, and you have or need to take a leave, it is considered an emergency leave. Therefore, it is essential to write the subject and your name and date.

Body: You must include a body paragraph that includes the purpose of your leave and its duration. You can complete this part in four to five lines without unnecessarily extending it. When you move to the end, you request the higher authority for the leave, so keep it in a polite tone.

Closure: Do not forget to add your position and name where you are working.

Sample of Leave application for the death of a family member

Date
The Manager,
(Company name)

Subject: Leave application for the death of a family member

Respected Sir,

I (your name), am currently working as a (your position), in your organization. I am writing this to inform you about the demise of my paternal grandfather. It is a huge loss for my family and me. And at this moment, I would need some time to grieve, console and be beside them.I have to go to my hometown since I need to arrange all the funeral services, for which I need a leave for fifteen days from (date) to (date).

I shall be obliged if you approve my request.

Regards
(Your name)

Download Leave application due to death in the family in Word

Leave Application for Vacation

Here are the top points that you must include while you write a vacation leave application.

The address and name of the receiver: In this section, you have to mention the name and address of the receiver. You can also mention the respective organization or school but make sure it is written on the left-hand side of the application.

The subject of the leave application: In this section, you briefly need to mention the reason behind your leave along with the period.

Thank the receiver: As you write a vacation leave application, offer a salutation to them and thank the receiver for acknowledging your letter.

Sample of Leave application for Vacation

Date

Subject: Leave Application for Vacation(Purpose)

Dear Mr./Ms. (Recipient’s name/organization)

This letter is my formal request for two weeks’ vacation leave from (mention date) to (date). I will be joining the office back on (date) as I will be on a family vacation.

I will ensure that all my pending tasks are completed and there’s nothing left from my end before I leave for the vacation. Since I will be travelling I might not have internet access. However, my team will ensure that all my responsibilities are covered in my absence.

Meanwhile, you can reach out to my teammate (name), who has been authorized to look after my job duties during my absence.

I will be looking forward to your approval.

Sincerely
(Your name)

Download Sample of leave application for Vacation in Word

Download Sample of leave application for Vacation in PDF

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.

FAQs

Q1. What is the format of a leave letter?

The format of a leave letter is-

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

Subject: Application for leave

Dear [Employer’s first name],

Body

Thanking you,

Here is a sample of a leave application email for teachers-Yours sincerely,
[ Your name ]
[ Designation ]
[ Department ]
[ Name of company ]

Q2. 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.

Q3. 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.

Q4. 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.

Q5. 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 applications and leave letters.

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