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A leave application is an essential step if you are planning to be absent from your job for a certain period of time. You should follow certain rules and features if you are sending a formal leave email. A good leave application should include specific details like duration of leave, reason for leave and work plan during your leave. It should be brief and genuine.
Your leave application and the content in it goes a long way in deciding whether the request gets accepted or rejected. In this article we will discuss how to write an effective office leave application. We also provide some samples letters for different situations.
Types of Leave Application
There are two types of leave application:
- Letter Format
- E-Mail Format
We all are aware that because of digitalization, email format is widely used.
What To Include In A Leave Application?
An office leave application should include the following details:
Date of the application
Name and address of your manager to whom you are writing the letter
Subject or purpose of writing the letter: Add ‘Leave Application’ in your subject line along with other details (If required)
Salutation in the form of recipient’s name or title
Duration of leave, preferably in the form of from and to dates
Specify the reason for leave
Your full name, job title and contact information
How To Write A Leave Application For Office?
You should include all the necessary details to help your manager approve your request. It should sound polite and professional. Use the following tips and steps to write a professional leave application:
Know the right person to authorise your leave: Find out whether you should address your leave application to your immediate supervisor or someone else.
Date of the application: This is the date on which you are writing your leave application. This date is should not be too far from the date on which you plan to submit your application.
- Name and address of the recipient: Include the complete name, designation and official address of the person you are addressing your leave request to.
- Subject or purpose of writing the letter: Make the purpose of the letter clear in the subject line. It should clearly state that you are requesting a leave.
- Salutation in the form of recipient’s name or title: You may begin with ‘Dear Mr./Mrs.’ followed by the last name of the recipient.
- Specify the reason and duration of leave: Clearly mention the reason for leave. If possible, state the starting and ending dates for the requested period of leave. Make sure you sound courteous and not demading. Keep the application short and precise.
- Conclusion: End your leave application professionally with a phrase such as ‘Warm Regards’, ‘Yours Sincerely’, etc. followed by your name. Also include your job title and contact information.
Leave Application Format
Name of the recipient
Designation, company name and address of the recipient
Subject: Request for leave
Dear Mr./Mrs. [recipient’s last name],
Body of the letter: Request for leave. Include the duration of leave and reason for leave
Thank you note: Thank the recipient for considering your leave application
Job title and contact details
Samples of Leave Application for Office
Casual Leave Application Sample Letter
3 March 2023
Subject: Leave application for three days due to personal reason
I would like to inform you that I will not be able to come to office on 6th March 2023, Monday since I will be visiting my home town for some urgent personal work at home. I will be back to work on 9th March, 2023.
I request you to kindly grant me leave for three days. I have asked EFG to look after any urgent work that may come up in my absence.
Please accept my apologies for this sudden unplanned leave request.
Thank you in advance.
Maternity Leave Application Sample Letter
Subject: Maternity leave application
Dear (Recipient’s Name)
I am (Name) working as a (Job Title) in (Department Name).
I am nearing the end of my pregnancy and hence seeking maternity leave as suggested by my doctor. I request you to kindly approve my maternity leave for the duration of (start date) to (end-date) as per company policy. My due date is (date).
As I will be away for a long period, I have assigned my duties and responsibilities to (colleague name). In case of any difficulty, you can reach out to me at my number (Contact no).
Please find attached my medical certificate and other documents required for maternity leave.
I would like to know the list of hospitals covered by our company’s employee insurance policy. Please let me know the concerned person for the same.
Thank you for your consideration.
Sick Leave Application Sample Letter
Subject: Sick leave (Date)
I am down with food poisoning because of which I will not be able to come to the office today. My doctor has asked to take rest for at least (no: of days) and recover properly before resuming employment.
I have requested (colleague’s name) to check on my clients on a periodical basis to not disrupt the work flow. I can also respond to emails, if any emergencies arise.
Kindly consider my health condition and grant me leave for (no:of days) from (Date ) to (Date). Please let me know if I need to submit any medical proof.
Leave Application for Wedding
Subject – Application for leave for Wedding
Dear <Name of the recipient>,
I am writing this letter to officially inform you that my marriage is on <Enter wedding date>. In order to make some arrangements for my wedding, I would like to utilize my leaves for the duration: <Enter date when leave starts> to <Enter Date when leave ends>.
I have already informed my <supervisor / manager /superior/team leader> about the same and completed any pending tasks. I hope you understand my situation, and grant me leave for the aforementioned dates.