Whether you are a school student or an employee, writing a leave application is a skill that you must know about. While we know that one needs to keep a formal tone as well as a precise structure, there are many elements of this document that often get overlooked. Further, it is important to comprehend the format and its key components so that you are able to jot it down in a well-written way. Through this blog, we aim to bring you a detailed guide on the structure, format, and components of a leave application along with some helpful samples.
Must Read: Letter Writing – Format, Samples & Tips
This Blog Includes:
- What is a Leave Application?
- How to Write a Leave Application for School/Office?
- Reasons for Leave Application
- Leave Application Format
- Office Leave Application
- School Leave Application to Principal
- One-Day Leave Application for Office
- Sick Leave Application for Office
- More Leave Application Samples for School, Office and College
- What to Include in a Leave Application?
- Tips for Writing a Leave Application
What is a Leave Application?
The medium through which you formally inform your office management or school administration about your absence, it is referred to as a Leave Application. The format, details, and elements of the application can vary based on whether you are in school, college, or office. The skill of drafting this document is much more helpful during your professional journey as you might need to take a day off from work.
Your leave application should be genuine, brief and must include sufficient reasons to justify your absence. Adding dates, days and duration is very important to keep the entire process transparent. Here is a school leave application:
XYZ Public School
15th September 2020
Subject – Leave Application to Participate in an Inter-State Football Tournament
What is a Leave Application Letter?
Leave application letter is a formal notification of your absence from your office, school, college or any other professional space. The difference between leave application and leave application letter is minute, leave application can be a fax, an email, or a letter. A specific format of leave application is considered to be a leave application letter.
The types of leave applications will mainly depend on your reasons. Some of the commonly used forms are as follows:
- Sick Leave
- Casual Leave (For family emergencies, personal issues, etc.)
- Annual Leave
- Study break
- Short Trip
- Urgent work
- Maternity/Paternity Leave
- Half-Day Leave
- One-Day Leave
There are some specific characteristics of a leave application that one must know about. Following are these key elements which you have to include in your application:
- Body of Content (Must Include: Reason for the Leave, Prospective Dates, Work Plan/Delegation)
- Name of the Sender/Signature
How to Write a Leave Application for School/Office?
As there are different types of leave application for various purposes, it might be confusing to write a leave application that fits your aim. The quintessential elements of a leave application are:
2. Reason for Taking the Leave
3. Time Period you are taking the leave for
4. Contact Information
5. Any additional documents should be enclosed.
Once you have all these details ready, you can move towards drafting the leave application. Make sure that it is written in a formal tone and adhering to straightforward explanation without elaborating details too much.
Reasons for Leave Application
Mentioning the reasons for absence is a crucial part of the leave application. These refer to why we write the application and what is it for. Here are some of the major reasons for leave application:
- Health-related issues such as sick leave, leave for surgery, etc.
- Maternity leave
- Family emergency
- Going out of the city
- Personal reasons (attending a marriage, family function, for personal tasks, etc.)
Leave Application Format
Now that you know the elements as well as types of leave application, the next step is to get familiarised with its format. Whether you are writing the application as a school student, employee or intern, there is generally a simple format that one needs to follow. The essentials of what needs to be included in a leave application have been given a rundown below.
Office Leave Application
Leverage Edu, New Delhi
20th January 2020
Subject: Leave for Personal Tasks
It is to bring under your kind notice that I have to visit my home town for 4 days. As I have to
I would like to mention that all of my tasks this week have already been completed. Meanwhile, Aakriti will be overseeing my team projects and as I consider her to be a responsible
I shall be very obliged if you consider my request through this application and grant me
School Leave Application to Principal
Leverage Edu School
15th April 2020
Subject: Leave Application For a Week
I am a student of class Xth B in your school. My grandmother is not well from the last 10 days and my family has planned a visit to our hometown Kanpur for a week. So, I won’t be able to attend the school from 12th April 2020 to 22nd April 2020. I will ensure that these holidays don’t hamper my studies. Thus, I request you to grant 10 days off from school. I shall be really thankful to you!
One-Day Leave Application for Office
Subject: One day leave application
I am writing this to inform you that I need to take leave for 14th October 2020 as I have to attend a Literature play in the city. I am very keen on attending this event since I have an inclination for theatre and art and it will help me to enhance my personal growth.I would like to mention that I have completed all the tasks due for the day and would be in touch with my colleagues for any emergency.
Thank you for your consideration.
Sick Leave Application for Office
|15th May 2020
Subject: Sick Leave Application
I am writing this application to bring it to your kind notice that I’m down with high fever and stomach infection and have been advised by my doctor to take rest for 3 days.
I would be highly obliged if you could grant me a leave for 3 days. I will be available on call if needed. Attached please find the Doctor’s report in the mail.
Thank you for your consideration.
More Leave Application Samples for School, Office and College
Leave Application Email
|Subject: Leave Application|
This is to bring to your notice that my brother is getting married on 23rd April and I would be on leave from 20th April to 25th April. I have briefed the team about this and allocated the work accordingly. In case of emergency, you can contact me but it won’t be possible for me to come to the office. I would be obliged if you accept my leave application.
College Leave Application
[Concerned Teacher/College Dean]
Address of the College
Subject: Leave Application for 3 Days
I am a student of _____ [Course and Semester] at ______ [College/University Name]. I wanted to inform you that I have to visit my hometown in Chandigarh for my cousin’s wedding. So, I won’t be able to attend the regular classes from 20th August 2020 to 23rd August 2020. Kindly grant me the leave for 3 days. I shall be really thankful to you.
Application for Eye Surgery
|Subject: Leave Application for Eye Surgery|
I am writing this mail to bring this to your notice that I have to undergo a minor eye surgery
Maternity Leave Application
|Subject: Maternity Leave Application|
I am writing this email to apply for maternity leave as per the organizational guidelines and policies for female employees. My due date is ____ and I want to avail the leaves for the upcoming ___ weeks (mention number of weeks) starting from _____ (starting date) as suggested by my doctor.
I have entrusted ______ (colleague’s name) with all my responsibilities for the leave period. The letter from my doctor confirming my medical details is enclosed below.
I request you to approve my maternity leave application for the aforementioned period.
Thanks and Regards,
Leave Application Letter For 4-days from School
Leverage Edu School
13th October 2020
Subject: Leave Application For 4-Days
What to Include in a Leave Application?
Now that you are familiar with the types and format, let us have a look at the details that need to be mentioned in a leave application.
Begin with providing your necessary details to the concerned person (to whom you are addressing it to) and inform them about why and when you need the leave. Try to keep a formal tone and the content as precise as possible. Do not write lengthy paragraphs.
This part is mainly for employees as you will be expected to provide the current status of your work projects. You can suggest your manager to handover the work to any of your team members. In this part of the application, you mainly have to elaborate on how you will be compensating for your absence, i.e. either by finishing up the work before leaving or delegating it to someone. by the issue and mention this issue in detail.
Concluding the document, pay your gratitude to the employer for considering your application and greeting them with a sincere ‘Thank You’. Also, you can mention your phone number for any emergency as well.
Tips for Writing a Leave Application
- Use a formal tone while explaining the reason for taking a leave.
- Write in a simple language without using jargons.
- Proofread the application before sending.
- Keep it to the point.
- If you are sending this application as a parent, then specify the relationship.
There is a simple format for any leave application which includes the following pointers:
1. Recipient’s Name
2. Subject (Purpose of the Leave Application
4. Main Body of Content (Mention your details, reason, leave period, any additional or related details)
5. Closing line (Yours Sincerely, Thanks and Regards, etc.)
6. Contact Details
To write a leave application for your boss, here’s what you must include:
1. A request for a leave
2. Number of days with date that you want the leave for
3. What is your work plan in your absence?
4. Mention the colleague if you are delegating your work to someone
5. Offer assistance in completing the work in your absence
6. CC your HR Manager in the e-mail
The leave of absence can be written for school or work whether its casual or sick leave. For a leave of absence for school, mention the leave period, the total number of days and the reason for the leave. For a leave application for work, you must follow these pointers along with mentioning the colleague whom you are handing your work responsibilities to.
Teachers are permitted to apply for sick leaves, casual leaves, emergency leaves, amongst others. Here is a sample of leave application for teachers:
I am Raadhika, the English teacher for 11th grade. I am writing for a one-day leave for tomorrow [add date] since I have to [mention reason]. Kindly approve a one-day leave. Thank you.
On a leave application, the date is placed on the left side after the sender’s address. You must also mention the date of the leave in the body of content along with the reason as well.
Leave Letter is an application written with the aim to ask for a leave from the concerned individual which can be the principal for a school leave application or a manager for a work leave. A leave letter or application can be of different types as per the purposes for absence ranging from personal reasons to sick leave or maternity leave, etc.
Thus, we hope that this article has familiarised you with the elements of a leave application and how to write one. Struggling with your career choices? Planning to make a career change? Sign up for a 30-minute counselling session with our experienced mentors at Leverage Edu and we’ll provide you with the necessary guidance to advance further in your professional journey!