How to Write a Leave Application?

Leave Application

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

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.

Types of Leave Applications

The types of leave applications will mainly depend on your application reason. Some of the commonly used forms are as follows:

  • Sick Leave
  • Casual Leave (For family emergencies, personal issues, etc.)
  • Annual Leave
  • Maternity/Paternity Leave
  • Half-Day Leave
  • One-Day Leave

Major Elements

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 leave application:

  • Salutation
  • Subject/Purpose of Leave Application
  • Body of Content (Must Include: Reason for the Leave, Prospective Dates, Work Plan/Delegation)
  • Contact
  • Name of the Sender/Signature

How to Write a Leave Application?

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:

1. Subject
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.

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.

Leave Application Format

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.

Paragraph 1
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.

Paragraph 2
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 leave 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.

Paragraph 3
Concluding the document, pay your gratitude to the employer for considering your leave application and greeting him with a sincere ‘Thank You’. Also, you can mention your phone number for any emergency as well.

Sample Leave Applications

Now that you have understood the basic format of writing a leave application, let’s quickly go through some examples and understand how to write an application for leave in the form of an e-mail or letter for official purposes:

Leave Application For Office

Kabir Sharma
Content Manager
Leverage Edu, New Delhi
20th January 2020

Kaysha Jain
Content Marketing Associate
Leverage Edu, New Delhi

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
sell off my land there and have to be in the city for some official paperwork as well. I shall be
leaving tomorrow morning i.e 21st January 2020 and will return by 24th January 2020. I shall
be joining back from 25th January 2020.

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
candidate for the work.   

I shall be very obliged if you consider my request through this application and grant me
leave for the above-mentioned dates. 

Thanking You,
Yours faithfully,
Kaysha Jain 

Leave Application to Principal

The Principal 
Leverage Edu School

15th April 2020

Subject: Leave Application For a Week

Respected Madam,

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!

Thank you.

Yours Obediently,
Rahul Kapoor

Sick Leave Application for Office

15th May 2020

Subject: Sick Leave Application 

Dear Sir/Madam,

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 Doctors report in the mail. 

Thank you for your consideration. 

Yours Sincerely,

Shashank Srivastava

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
which is scheduled on 23rd January. I will be unable to come to the office till 30th January
2020 and will rejoin positively by 31st January. I am ensuring that all of my work for the week gets completed before I leave. If anything remains, it will be taken care of by my colleague
Gurleen. I would be more than obliged if you accept my application and grant me leave for
the above-mentioned dates. 

Thank You
Akash Gupta  

Leave Application for Attending a Marriage

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.

Thank you.

Seema Garg

Maternity Leave Application

Subject: Maternity Leave Application 
Dear Mr./Mrs.

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,

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 a leave application as a parent, then specify the relationship.


How can I write leave application?

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
3. Salutation
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

How to write a leave of absence?

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, 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.

What is leave letter?

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!

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