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Whether you’re a student or a working professional, you will have to at some point, write a leave application to either your teacher, professor, or your boss. There can be so many different reasons for a leave of absence. Hence, there is a different format particular to every type of leave that you take. If you want to get your leaves approved right away, then you must know all these types and the art of writing an effective leave application.
This blog explains the structure and format for all types of leave applications for School/College and Office along with samples for each and some extra tips so that you can easily write leave applications without having to google them every time.
What is a Leave Application?
A leave application is a formal notice that you submit to the authorities of your school, college, or office informing them of your absence on some particular dates. You have to submit the leave application before taking the leave of absence unless there is an unavoidable emergency situation.
Even in the case of an unavoidable situation, you have to later submit the leave application, clearly stating the reasons for your sudden absence.
Likewise, there are numerous other reasons for people to take leaves. All these different types of leaves have a unique format of their own as the purpose of the leave changes with the type of leave. For instance, in one case you might require only a single day’s leave while in other cases, you might have to take several days’ leave.
Also, the format of the application changes depending upon the organisation you are a part of. For instance, the leave application format will be different for a school student, a college student, and a working professional.
What is a Leave Letter?
A leave letter is also a leave application. The only minute difference being that a leave letter can be either formal, informal, or casual notification of absence. However, a leave application must be a formal notification written in a particular format and with all the right elements. It can be sent as an email, a letter, or a fax.
Types of Leave Application
The type of leave application simply depends upon the reason because of which you are taking the leave. Depending upon your reason of absence, leave applications can be broadly classified into the following types:
|
Type of Leave |
Description |
| Annual Leave | At any organisation in India, the employees are entitled to some number of leaves per annum. This number is usually between 15-20 per year. |
| Casual Leave | A casual leave is something an employee can avail for any personal reason. Depending upon the organisation an employee is entitled to a particular number of casual leaves like 8-10 in a year. |
| Sick Leave | As the name suggests, it is a leave that you can take when you are sick. An employee is given some number of sick leaves for a year just like casual leaves. However, in case of serious issues, the employee can avail more leaves by showing proof of the illness like a medical certificate. |
| Half-day Leave | As the name suggests, a half day leave is when you can work only one half of the. You can take either the first half of the day off or the second half. |
| Maternity/Paternity Leave | A woman is legally allowed to take leave from office during her pregnancy. The Maternity Benefit Act allows them to take 12-26 weeks of maternity leave. However, there is no law for paternity leaves. But some companies have provisions to grant paternity leaves of around 15 days for their employees. |
| Vacation Leave | In most organisations, employees are given some number of earned leaves that they can avail after working for at least a year in the organisation. Employees usually use these earned leaves or the annual leaves for vacation as these leaves are more in number. |
| Short Trip Leave | As the name suggests, short trip leave is when you have to go outstation for a very short period like 2-3 days. You can either use your casual leaves or some of your annual leaves. |
| Bereavement Leave | In case of a tragedy in the family, a person can take bereavement leave from office. In India, employees can take 5-7 days of bereavement leaves, however, it totally depends upon your company. |
| Study Break | Many times employees need to prepare for their further education like higher studies or entrance exams for jobs. Suc employees can take a study break for a short time. However, this provision is allowed by only a few organisations. |
| Urgent/Emergency Leave | In case of any kind of emergency, you can take leave and of course you do not need to give prior notice since it’s an emergency. |
Tips For Writing Leave Application
There is a certain style of writing an application. The tone of your leave application will vary with the type of leave you are applying for and the reason behind it. Following are some tips that you can apply to any type of leave application and make it effective.
- You must keep the language as simple as possible and refrain from using any jargon.
- You must use a formal tone throughout the leave application.
- Being formal does not mean being too straight forward. It is better to be polite while expressing your request to seem real and authentic.
- You must clearly explain the reason for the absence while keeping it brief and to the point.
- You must clearly describe your profile (employee code, department, etc for working professionals and student roll no, class/course etc for students).
- In case you are sending the application for your child, then you must specify the relationship clearly.
- Lastly, before finally sending the leave application, you must go through it carefully and proofread it.
Leave Application Format
A leave application is a formal notice and hence has a particular format where things are to be written in a particular order. Whether you’re a student or a working professional, you have to follow this simple format while writing your leave application.
The basic format for a leave application is as follows:
The Principal/Employer Designation (eg- Senior Manager)
School or College Name/Department Name
Subject- Brief & precise reason stating the purpose of the application.
Dear Sir/Ma’am
(Body of the leave application stating the reason for leave and other details)
Greetings (eg- Regards, Thanking You, Yours Sincerely, etc)
Your Name
The above format is a basic format that will be applicable to almost every type of leave application. There might be only a few minute differences for some special cases. We will be discussing them all shortly and with examples. But first, let us learn some important technical terms and elements that are included in a leave application.
Major Elements
There are a few key elements in a leave application which when organised in a particular manner and order according to the format together make up a leave application. Following are these major elements (in the order of their usage) that together make up a leave application:
- Salutation- It is an address to the person (like sir/ma’am) you are writing the application to. It may also include the name of the recipient, designation, and department. You should keep it very precise and do not need to add lengthy sentences.
- Subject Line- This is a small single line that precisely explains the purpose of the application at the top of the body of the application.
- Body- This is the part where the main content lies. This is where you explain the reason for your leave and anything else that you need to convey to the recipient of the application. The body also contains your personal info for the recipient to know who specifically is the sender of the application.
- Contact- You may add your contact details in the body of the application as well. It is not mandatory but a good practice.
- Sender’s Name/Signature- Lastly, you have to thank the recipient and write your name or signature to complete the leave application.
Reasons
The cause for which you are taking the leave is of course the most important part of a leave application. You should be able to precisely explain your reason in the body of the application. Following are some of the major and most common reasons for a leave application:
- Medical reasons (such as fever, food poisoning, or bigger issues like accident recovery, operation, surgery, etc.)
- Family emergency (such as medical emergency or death of an immediate family member, etc)
- Maternity leave
- Leave for short outstation visit/hometown visit
- Leave for a vacation
- Leave for getting married
- Other personal reasons (such as attending a family function, marriage, some official work outside office like bank, RTO, etc)
Points to Remember for Writing a Leave Application in English
Following is the summarised list of the points that you must remember while writing a leave application.
- Greetings or addressing the recipient
- Precise Subject line
- Reason for the leave
- Number of leaves required
- Dates for which leaves are required
- Your personal details (like name, designation, employee code, department or roll number, class/course in case of students)
- Your contact details
- Final regards/greetings along with your name/signature
What To Include in the Body of Leave Application?
Now comes the most important part- what exactly to include in the body of a leave application? It is very important to write a perfect body to be able to precisely state the purpose of your leave application.
Paragraph 1
The most important part of the leave application is the first paragraph of the application. This is where you state the reason for your leave. This paragraph needs to be precise and completely to the point containing the details of the leave like the reason, dates, and duration and also your personal information. You should refrain from adding any unnecessary points other than the ones mentioned above to keep the paragraph short.
Example
This is Shweta Deora from the Digital Marketing Team (Employee Code- BE1234) writing to request you to grant me leave for 4 days, starting from the 24th of August till the 28th of the same month, as I need to attend a family gathering.
OR
This is Shweta Deora from Class 12-B (Roll no- 7) writing to request you to grant me leave for 4 days, starting from the 24th of August till the 28th of the same month, as I need to attend a family gathering.
Paragraph 2
This paragraph is for the working professionals. This is where you can mention how you have ensured that your work continues even in your absence. Like you can mention that you have temporarily transferred your duties and responsibilities to another employee who has agreed to take over your work for the time you’re away.
Example
I have requested Prateeti Majumdar to take over my duties while I’m away and she has agreed to the same. I have explained the task to her in detail and trust her with the work.
Paragraph 3
This is the concluding paragraph where you can express your gratitude to the recipient if they grant you the leave. Here you can also mention your contact information so that they can interact with you in case of a work emergency.
Also, if you are attaching any documents with the application (like a medical certificate), then you can mention about it in this paragraph
Example
I shall be grateful if you could grant me the four days of leave. If you ever need to reach me during this period, then you can contact me at 9876543210.
Note- The first paragraph is mandatory in any type of leave application while the other two paragraphs could be interchanged based on the type.
Leave Application for School/College
The format for the leave application for a school or college is almost the same as that for an office. The main difference lies in the body of the leave application. It is the body that contains the reason for the leave which actually defines the type of leave application.
However, whatever the reason may be, there are some quintessential elements of a leave application for school or college which are as follows:
- Salutation to the Principal/Professor
- Subject Line
- Date of writing the application
- Reason for the leave
- Duration for the leave (precise dates)
- Your personal details (name, class, section, roll number, etc)
- Your contact information
- Final Regards
- Additional documents if the need may be
How to write Leave Application for School/College?
Keeping all the above mentioned elements in the format that was discussed earlier in this blog, you will be able to write an effective leave application for your school or your college.
You must remember to use a polite and formal tone throughout the leave application. Keep the language simple and sentences short.
You should be able to clearly explain your reasons in a very precise manner. There is no need to give any unrelated details as the application should be to the point. The justification for your absence must be genuine.
Lastly, do not forget to mention your personal details. It is important since the recipient must know the sender of the application to be able to process it.
Sample- Leave Application for School/College
The Principal
DBS Public School
New Delhi
August 25th, 2024
Subject- Leave Application to attend sister’s wedding
Dear Ma’am
I am Mahi Chauhan, student of class XI-C (Roll Number- 28). I have to attend the wedding ceremony of my older sister in Dehradun. This is why I will be staying outstation from 1st March 2024 to 4th March 2024.
I will be grateful if you could grant me leave for 4 days. I will complete all my work and make sure this does not affect my studies in any manner. Kindly consider my request.
Thanking You
Yours sincerely
Mahi Chauhan
Leave Application for Office
The format for a leave application for an office might be similar to that for a college or school. However, the content written within is quite different.
Following are the major elements that you must include in your leave application for office.
- Salutation
- Subject line
- Reason for the leave
- Duration for the leave (precise date/es)
- Work status as well as the delegation of your future tasks/duties to another colleague
- Your contact details
- Final regards
- Signature
How to write Leave Application for Office?
While the rest of the format remains the same, the main part is the body of the application. After mentioning the reason for your leave, it is always a good practice to report your work status will date and how you are going to make sure that your work will not be hampered even in your absence.
You can suggest that you have assigned your task to another teammate whom you trust with your work. Lastly, you must provide your contact information. This is to ensure that you will be available should any emergency occurs and the office needs to reach you.
Sample- Leave Application for Office
Sankalp Kumar
Content Manager
College Vidya, Noida
August 25th, 2024
Subject: Leave Application for Medical Emergency at Home.
Sir,
This is to bring to your kind notice that I have to visit my hometown for a week as my father has been hospitalised. I need to leave immediately tomorrow morning, i.e 26th August 2024. I shall join back on 2nd September 2024.
All my tasks for the current week are already completed. For the coming week when I’m away, I have requested Shruti Sharma to take over my duties. I have explained all the tasks and responsibilities to her. I will be staying in touch with her and other team members, should they require my assistance.
I shall be grateful if you could grant me 7 days of leave (26th August-2nd September). If you ever need to reach me during this period, then you can contact me at 9876543210.
Thanks and Regards,
Shweta Deora
Digital Team (Employee No- BE1234)
Samples for All Types of Leave Application
Following are the sample leave applications for some of the common types of leaves taken by employees and students:
One Day Leave Application
Team Leader/Manager Name
Organisation Name
Date
Subject: One Day Leave Application
Sir/Ma’am
This is to inform you that I will be taking a leave tomorrow as I have to attend a friend’s wedding. I have completed all my tasks for the day and have mailed you the day-end report as well. I will stay in touch with my teammates and will be available on call in case of any urgency.
I shall be grateful if you could grant me leave on 27th August 2024. You can reach me on 9876543210 in case my assistance is needed.
Thanks and Regards,
Your Name
Designation, Department/ Employee Id
Half Day Leave Application
Team Leader/Manager Name
Organisation Name
Date
Subject: Half Day Leave Application
Sir/Ma’am
This is to bring to your kind notice that I will be taking leave for the next half of the day, i.e from 2:00 PM to 6:00 PM as I have a doctor’s appointment at 4:00 PM today. I have already completed the assigned task for today and have mailed you the details for the same.
I request you to kindly grant me a half day’s leave today.
Thanks & Regards
Your Name
Designation, Department/ Employee Id
Sick Leave Application
Team Leader/Manager Name
Organisation Name
Date
Subject: Sick Leave Application
Sir/Ma’am
This is to bring to your kind notice that I have been diagnosed with food poisoning. The doctor has advised me to take rest for 2 days. Hence, I would request you to grant me leave for 2 days from 25th August to 27th August.
I have also attached my medical certificate along with this application for your reference.
Thanks & Regards
Your Name
Designation, Department/ Employee Id
Annual Leave Application
Team Leader/Manager Name
Organisation Name
Date
Subject: Annual Leave Application
Sir/Ma’am
I am writing this application to let you know that I will be going on a long-term vacation with my family. Hence, I would like to avail my 15 annual leaves out of the 30 yearly leave allowance that I have.
I request you to please consider my application and grant me leave from 1st September 2024 to 15th September 2024.
I have requested my team member (person’s name) to take over my current project. He/she has been working with me on this project and understands the project quite well. I trust her with the work as he/she is capable of handling it well and will be able to complete the final part of the project.
However, I will be available on call and by email at (your contact number and email address), during my absence from the office.
I will be returning to the office on 16th September. In case there is any change of dates for the same, then I will let you know in advance.
Thanks & Regards
Your Name
Designation, Department/ Employee Id
Maternity Leave Application
Team Leader/Manager Name
Organisation Name
Date
Subject: Maternity Leave Application
Sir/Ma’am
I am writing this application to apply for maternity leave as per the leave policies of the organisation for the female employees.
My due date is ____ and so I wish to avail my leaves for ____ weeks starting from ____ as has been suggested by the doctor.
I have delegated my work and responsibilities to ____ (the colleague’s name) for the duration of my leave. He/She has been working with me and so understands the work very well. Therefore, I trust him/her with the task I have handed over.
I have attached my medical records and the letter from my doctor along with this application for your reference. Kindly approve my maternity leave for the said period.
Thanks & Regards
Your Name
Designation, Department/ Employee Id
Paternity Leave Application
Team Leader/Manager Name
Organisation Name
Date
Subject: Paternity Leave Application
Sir/Ma’am
This is to bring to your kind notice that my wife is in the final days of her pregnancy and her due date is ____. As we currently live alone, I need to stay back home for a couple of weeks with my wife until my parents arrive. Therefore, I would like to apply for 20 days of paternity leave starting from ____ (the date).
I have delegated and explained my tasks and duties to my associate (person’s name) who has been working closely with me, and hence, completely understands the work. He/She has agreed to take over my tasks until I resume work.
I shall be grateful if you could consider my situation and process the leave as soon as possible.
Thanks & Regards
Your Name
Designation, Department/ Employee Id
Casual Leave Application
Team Leader/Manager Name
Organisation Name
Date
Subject: Casual Leave Application
Sir/Ma’am
This is to bring to your kind notice that I would like to apply for a leave tomorrow as I have to visit the RTO tomorrow for my Driving Licence Test.
I have completed all my tasks assigned to me today and have sent the day-end report as well via email. I will be in touch with my teammates in case they need my assistance.
Thanks & Regards
Your Name
Designation, Department/ Employee Id
Leave Application for Your Marriage
Team Leader/Manager Name
Organisation Name
Date
Subject: Leave Application for Marriage
Sir/Ma’am
I am writing this application to inform you that I am getting married on _____ (the date) and so I would like to avail my earned leaves of 30 days.
The wedding will be held in Dehradun, my hometown, so I need to leave a little early to take care of certain arrangements. I hope you understand my situation.
I would request you to grant me leave from _____ (starting date) to _____ (ending date). I will resume work on _____ (the date). I have requested my teammate (name) to take over my responsibilities in the meanwhile. I shall, however, be available on call at (contact number) in case you should need to reach me.
Thanks & Regards
Your Name
Designation, Department/ Employee Id
Covid-19 Leave Application
Team Leader/Manager Name
Organisation Name
Date
Subject: Sick Leave Application due to Covid-19
Sir/Ma’am
I am writing this application to inform you that I have tested positive for Covid-19. According to the guidelines, I need to quarantine and rest for the next 14 days and take all the necessary measures.
I would like to apologise for the inconvenience caused. I have completed all the previous tasks, the details of which are attached along with this application.
I have informed other team members about my situation and have requested them to manage tasks on my behalf. The team has been working closely with me and are well aware of my tasks and duties. I will also be in touch with them throughout the duration of my leave to manage emergencies.
Thank you for your consideration and support.
Thanks & Regards
Your Name
Designation, Department/ Employee Id
Bereavement Leave Application
Team Leader/Manager Name
Organisation Name
Date
Subject: Leave Application on the demise of a family member.
Sir/Ma’am
I am writing this application to notify you that I would like to apply for 4 days of leave from ____ (starting date) to ____ (ending date) as a close family member of mine has suffered an untimely demise.
I will join back on ____ (the date) and in the meanwhile, my teammate (name) will be taking over my major tasks. I will be available on call at (phone number) in case of any urgency.
I request you to consider my situation and grant me leave for the said period.
Thanks & Regards
Your Name
Designation, Department/ Employee Id
Emergency Leave Application
Team Leader/Manager Name
Organisation Name
Date
Subject: Leave Application due to Family Emergency
Sir/Ma’am
This is to inform you that my sister has met with an accident and was taken to a hospital. Hence, I request an emergency leave for today as I need to rush to the hospital because there is no other family member in the town to tend to her.
I am unaware of the exact situation at the hospital and so I might have to take more leaves as well. If that may be the case, I will be sure to inform you in advance. Meanwhile, I have requested my associate (name) to manage my work. In case of any emergency, you can reach me on call at (phone number).
I request you to understand this emergency and grant me the leaves.
Thanks & Regards
Your Name
Designation, Department/ Employee Id
Medical Surgery Leave Application
Team Leader/Manager Name
Organisation Name
Date
Subject: Leave Application for Eye Surgery
Sir/Ma’am
This is to bring to your kind notice that I would like to apply for 10 days leave as I will be undergoing minor eye surgery. The surgery is scheduled on ____ (date). I have to rest for at least a week post surgery as suggested by the doctor. Hence, I request you to grant me leave from ____ (starting date) to ____ (ending date).
I will positively resume work on ____ (date). All of the tasks that were assigned to me for the current week are finished and I have sent the details for the same.
I shall be grateful if you would grant me the leave for the said dates. I am attaching my medical details for the surgery along with this application for your reference.
Thanks & Regards
Your Name
Designation, Department/ Employee Id
Sick Leave Application for School
The Principal
School Name
Date
Subject: Sick Leave Application
Sir/Ma’am
I am (your name) of class (your class and section). This is to bring to your kind notice that I am down with a severe cold and fever. I have been advised by the doctor for a day’s rest. Therefore, I will not be able to attend school tomorrow, i.e ____ (date).
Kindly grant me the leave for tomorrow. I shall positively be back to school by day after tomorrow.
Thanking You.
Yours sincerely,
Your Name
Outstation Leave Application for School
The Principal
School Name
Date
Subject: Leave Application for 1 week.
Sir/Ma’am
I am (your name) of class (your class and section). This is to bring to your kind notice that I have to visit my hometown Kolkata for a cousin’s wedding. So, I would not be able to attend school from ____ (starting date) to ____ (ending date).
Therefore, I request you to grant me 4 days off from school on the above mentioned dates. I ensure that I will catch up on the classes that I miss and will not let the holidays hamper my studies.
I shall be grateful if you would grant me the leave on the said dates.
Thanking You.
Yours sincerely,
Your Name
College Leave Application
To,
College Principal/Dean/Concerned Professor
College Name
Date
Subject: Leave Application for a week.
Sir/Ma’am
I am a student of (Course, semester, and roll number) and this application is to bring to your kind notice that I had met with an accident and fractured my leg. The doctor as suggested a bed rest for a week. Therefore, I would request you to grant me 6 days leave starting from ____ to ____.
I will catch up on my studies as soon as I rejoin college and will ensure that my studies are not hampered. I hope you understand my situation and I shall be grateful if you would grant me leave for the week.
Thanking You.
Yours sincerely
(Your name)
(Course, semester, and roll number)
Leave Application E-mail
Today, the internet has made it very convenient for people to communicate instantly. Likewise, leave applications are mostly written and sent via email, especially at workplaces. So, you must know how to format a leave application in the form of an email.
E-mail Leave Application Format
Given below is the standard format for a leave application sent as an e-mail.
To: (Recipient’s Email Address)
Subject Line: (Type of Leave Application with brief reason)
Salutation
(Body of the leave application, explaining the reason and other details as already discussed so far in this blog)
Regards
(Your Name)
Sample for E-mail Leave Application
To: (e-mail address of the receiver for example- shweta27@gmail.com)
Subject: Sick Leave Application
Sir/Ma’am
This is to inform you that I have been diagnosed with food poisoning and the doctor has advised for a day’s rest. Therefore, I would like to apply for a leave for tomorrow, i.e ____ (date).
I have requested my colleague (name of the person) to complete the task that has been assigned to me and briefly take over my duties, to which he/she has agreed. I will be available on call if my assistance is required in any way.
I shall be grateful if you would accept my application and grant me the leave.
Regards
Your Name
Designation, Department
