Leave Application: Format, Templete, & Samples for Office & School

A well-crafted leave application as a working professional, school or college student ensures your time-off request is approved and leaves a positive impression on the concerned authority. Whether you need a formal leave application for office, school, or college, this guide offers a comprehensive step-by-step approach from how to write a leave application to format, as well as tips for better knowledge. 

Additionally, you’ll find ready-to-use samples tailored for various scenarios—such as sick leave, casual leave, or personal leave. To further simplify the process, we introduce a cutting-edge Leave Application Generator, designed to help you create polished and professional leave letters in just minutes.

What is a Leave Application?

A leave application is a formal document used to request permission for absence from work, school, or college. Whether it’s for personal reasons, health concerns, or a planned vacation, this letter communicates your need for time off in a professional and organised manner. It typically includes essential details such as the reason for leave, the duration, and your personal information.

The format may vary depending on whether it’s written by a student or professional, but it should always maintain a clear and formal tone for effective communication and approval. In the following section, we introduce a Leave Application Generator, where you can select your application type, copy the format, and customize it to suit your needs.

Check out 5 Ways to Write Leave Application for Fever: Format & Samples

Types of Leave Application

The reasons for writing a leave application can vary depending on the situation, and as a result, different types of letters are required in different situations. Be it casual leaves for health-related issues, academic absences for students, or professional breaks for employees, it is essential to understand the different types of applications for absence. Some of the commonly used leave application types are:

Type of Leave Application	Reason of Absence
Sick Leave Application	Due to common illnesses, unexpected health issues, and the need for medical attention.
Casual Leave Application	For personal errands, appointments, or unexpected situations.
Medical Leave Application	For extended medical conditions or serious illnesses requiring prolonged absence.
Maternity Leave Application	For legal and procedural requirements.
Paternity Leave Application	Sought after by new fathers.
Marriage Leave Application	A common and important life event requiring time off for celebrations and preparations.
Bereavement Leave Application	Sought after by new fathers.
Educational Leave Application	For students, teachers, and those pursuing further education.
Sabbatical Leave Application	Often Sought by long-term employees for personal and professional development.
Emergency Leave Application	For unforeseen and urgent situations requiring immediate time off.

Do Check Out:

• Employee Casual Leave Application
• Annual Leave Application
• 5 Ways to Write Leave Application for Fever

Why Should you Submit a Leave Application for Office? 

You should submit a leave application to the office because it informs the employer about your absence. Moreover, you will get a formal approval for leave. You can also delegate your work to someone else while you are absent. Moreover, your absence will be noted in the HR record. It also demonstrates that you are a professional, and that you are in your absence. By submitting a leave of absence you are also following the policy of the company.

Is it Compulsory to write a Leave Application for the Office?  

This depends on the company policy. Almost all organisations require you to submit a formal leave application to maintain records. This is to guarantee that there

How to Write Leave Application for Office?

To write an official leave application for office, you need to simply write down the leave letter to your manager by following these steps:

• Address your application to your manager with their name and title on the top left.
• Begin with a salutation and include a subject line, such as “Request for Leave Due to [Reason]”.
• Open with phrases like “This is to inform you” or “I would like to bring to your attention“, followed by the reason for leaving.
• Specify the number of days and dates for your leave.
• Mention how your responsibilities will be managed during your absence.
• Conclude with your contact details and a formal signature.

When to Submit Your Leave Application for the Office?  

You must submit your leave application to the office as early as you can. Ideally, if you are taking a long leave, you must inform 1-2 weeks in advance. In case of emergency, submit your application and inform your manager as soon as possible.

How to Write Leave Application for School or College?

As there are different types of leave applications for various purposes, it might be confusing to write an application that fits your aim. The proper leave application for school or college elements are:

• Subject: Begin with a concise subject line that states the purpose of the leave. Examples:
  • “Application for Sick Leave”
  • “Request for Leave Due to Family Emergency”
• Reason for Taking Leave: Clearly explain the reason for your absence, such as:
  • Personal health issues
  • Family commitments
  • School or college events
• Maintain a polite and formal tone.
• Duration of Leave: Specify the exact dates of your leave to avoid ambiguity. Example:
  • “I request leave from [start date] to [end date].”
• Contact Information: Provide your contact details so the school or college can reach you if needed, especially if your absence impacts assignments or exams.

Enclosures (if any): Attach any required documents to support your application, such as a medical certificate or parental permission letter, if applicable. Ensure these are properly labelled and referenced in the application.

Do Check Out:

• Employee Casual Leave Application
• Annual Leave Application
• Half-Day Leave Application

Leave Application Format

While the leave application format may vary depending on the institution and the reason for your absence, it generally includes a few essential components. Understanding the correct application format ensures that your leave request is taken seriously and processed smoothly. Below is the standard format of a leave application for both office and school you should follow:

Leave Application Format for Office

Leave Application Format for School

Leave Application Samples for Office

To help you write an effective letter of absence for office, we have compiled a variety of leave application samples for different scenarios in the office. These samples serve as a useful reference, ensuring that your application is properly structured and meets the required standards. Let’s explore them and learn them one by one.

Sick Leave Application for Office

Subject: Sick Leave Application

__/__/____(Date)

Dear ___________(Supervisor Name),

This letter is to formally request a sick leave of absence from __/__/____ [Start Date] to __/__/___ [End Date]. I am currently experiencing ____________ [briefly and clearly state symptoms, e.g., high fever, severe cough, dizziness] and have been advised by my doctor to rest and recover.
I understand the importance of my role and apologise for any inconvenience this may cause to the team. I will ensure all urgent tasks are delegated or completed before my leave. I will be available to communicate via email for any urgent matters.
I expect to return to work on __/__/____ [Return Date] and will provide a medical certificate upon my return as per company policy.

Thank you for your understanding and support.

Sincerely,
________ (Your Signature)
_____________ (Your Typed Name)

Check Out How to Write Sick Leave Mail: Format, Sample & Examples

One-Day Leave Application for Office

Subject: Request for One Leave on _/_/__ (Date)

__/__/____(Date)

Dear ___________(Supervisor Name),

I hope this email finds you well. 

I am writing to formally request a one-day leave on _/_/__ [Date] due to _______ [mention reason, e.g., a personal commitment, medical appointment, or family obligation]. I have ensured that all my current tasks are on track and have delegated urgent responsibilities to _______ [colleague’s name] to prevent any disruptions in workflow.
Please let me know if any further arrangements are needed. I appreciate your consideration and approval of my request.

Best regards,
________ (Your Signature)
_____________ (Your Designation)
__________ (Company Name)

Read more samples here – Leave Request Mail to Manager for One Day

Half-Day Leave Application for Office

Subject: Request for half-day Leave on _/_/__ (Date)

__/__/____(Date)

Dear ___________(Supervisor Name),

I hope you are doing well. 

Please be informed that I will need a half-day leave on _/_/__ [Date], as I need to attend [mention reason, e.g., a medical appointment, personal obligation, or family commitment] in the [morning/afternoon]. I will ensure that all urgent tasks are addressed before my departure and remain available for any critical matters if needed.
Please let me know if any further arrangements are required. I appreciate your understanding and approval of my request.

Best regards,
________ (Your Signature)
_____________ (Your Designation)
__________ (Company Name)

Read more samples here – Half-Day Leave Application: Format and Samples

Casual Leave Application Sample for Office

Subject: Request for Casual Leave on _/_/__ (Date)

__/__/____(Date)

Dear ___________(Supervisor Name),

I hope you have a great day. 

I would like to request a casual leave on _/_/__ [Date] due to [brief reason – personal commitments, family obligation, etc.]. I have ensured that all my ongoing tasks are on track, and I will make the necessary arrangements to avoid any workflow disruptions.
Please let me know if you require any further details regarding my leave. I appreciate your consideration and look forward to your approval.

Best regards,
________ (Your Signature)
_____________ (Your Designation)
__________ (Company Name)

Check Out – 15 Days Leave Application: Format and Samples

Leave Application Sample for Vacation

Subject: Vacation Leave Application

__/__/____ (Date)

Dear ___________(Supervisor Name),


I hope this message finds you well. 

I am writing to request vacation leave for _ _ _ [number of days] from __/__/____ [start date] to __/__/____ [end date]. I want to take some time off and recharge.

I assure you that I will ensure a smooth transition of my responsibilities before leaving and will coordinate with my colleagues to handle any urgent matters. I understand the importance of planning for my absence and am committed to ensuring that my work responsibilities are not adversely affected.
I appreciate your understanding and approval for this vacation leave. If there are any specific procedures or forms I need to complete, please let me know.

Thank you for your consideration.

Best regards,
________ (Your Signature)
_____________ (Your Designation)
__________ (Company Name)

Also Read – Vacation Leave Request Email: Format and Samples

Annual Leave Application Sample for Office

Subject: Annual Leave Application

Dear _________ (Supervisor’s Name),

I hope this message finds you well.

I am writing to request annual leave for ____ [number of days] starting from __/__/___ [start date] to __/__/___ [end date]. This planned absence is to [mention the purpose, such as a vacation, family event, etc.].
I will ensure that all pending tasks are completed or appropriately delegated before my departure. I am more than willing to provide any necessary handover and support my colleagues during my absence.
Do let me know if there are any specific procedures or forms I need to complete for the needful.

Thank you for your consideration.

Best regards,
________ (Your Signature)
_____________ (Your Designation)
__________ (Company Name)

Also Read – 5 Steps to Write an Annual Leave Application Letter

Medical Leave Application for Office

Subject: Medical Leave Application

Dear ________ (Supervisor’s Name),

I hope this message finds you well. 

Please be informed that, due to a medical condition, I will be unable to perform my duties at work for the next ___  [number of days] starting from _/__/_ [start date]. My doctor has recommended that I take some time off to recover fully.
I am well aware of the importance of my responsibilities, so I will guarantee a smooth transition of my tasks. I have attached the medical certificate and any other relevant documents for your reference.
I am grateful for your understanding and support at this time. Please let me know if there are any formalities or procedures I need to follow in relation to my medical leave.

Thank you for your consideration.

Sincerely,
________ (Your Signature)
_____________ (Your Designation)
__________ (Company Name)

Maternity Leave Application Sample

Subject: Maternity Leave Application

Dear ___________ [Supervisor’s Name],

I hope you are happy and hearty. 

Please note that I require your approval for my maternity leave in anticipation of the birth of my child. As per my doctor’s advice, I plan to commence my maternity leave on __/__/____ [start date] and intend to take _____ [number of weeks] for this purpose.
I understand the importance of proper planning for my absence and assure you that I will work diligently to complete pending tasks and provide a comprehensive handover to a designated colleague. I am also open to discussing any additional measures or support systems that would facilitate a smooth transition during my age maternity leave.
I appreciate your understanding and support during this difficult time. If there are specific procedures or forms I need to complete, please guide me through them.

Thank you for your consideration.

Best regards,
________ (Your Signature)
_____________ (Your Designation)
__________ (Company Name)

Learn how to write an effective maternity leave here!

Paternity Leave Application Sample

Subject: Paternity Leave Application

Dear ________ (Supervisor’s Name),

I hope this message finds you well. 

I am writing to formally request paternity leave as my wife is expecting our child. I plan to commence my paternity leave on __/__/___ [start date] and intend to take ____ [number of days] to support my family during this important time.
I understand the significance of my responsibilities at work and assure you that I will ensure a smooth transition of my tasks. I am more than willing to complete any pending assignments beforehand and provide a comprehensive handover to a designated colleague.
I appreciate your understanding and support during this joyful yet crucial period. If there are specific procedures or forms to be completed, please guide me through the process.

Thank you for your consideration.

Best regards,
________ (Your Signature)
_____________ (Your Designation)
__________ (Company Name)

Check Out How to Write Leave Extension Application: Format, Samples & Tips

Sample Leave Application for Marriage

Subject: Leave Application for Marriage

Dear ________ (Supervisor’s Name),

I trust this message finds you well. 

Please note that I am getting married this month, so I need your approval for marriage leave. I plan to commence my leave on __/__/____ [start date] and anticipate taking __/__/___[number of days] to celebrate this significant event and fulfil related commitments.
I understand the importance of proper planning for my absence and assure you that I will complete pending tasks, delegate responsibilities, and provide a comprehensive handover to a designated colleague. I am committed to ensuring a smooth transition during my absence.
I appreciate your understanding and support during this joyous occasion. If there are specific procedures or forms to be completed, please guide me through the process.

Thank you for your consideration.

Best regards,
________ (Your Signature)
_____________ (Your Designation)
__________ (Company Name)

Check Out How to Write Leave Application for Brother’s Marriage: Format and Samples

Sample of Emergency Leave Application

Subject: Emergency Leave Application

Dear _______ (Supervisor’s Name),

I hope this message finds you well. I am writing to inform you of an unforeseen emergency that requires my immediate attention and presence.
Due to this situation, I am requesting emergency leave starting from __/__/____[start date] for _____[number of days]. I understand the urgency of my responsibilities at work and will do my best to address any pending tasks or delegate them appropriately before my departure. I assure you that I will make every effort to minimise any potential disruption during my absence.
I appreciate your understanding and swift consideration of this matter. If there are any specific procedures or forms I need to complete, please let me know.

Thank you for your support.

Sincerely,
________ (Your Signature)
_____________ (Your Designation)
__________ (Company Name)

Check Out: Leave Application for Stress: Samples and Format

Bereavement Leave Letter Sample

A Bereavement is a leave application for up to 4 weeks at 100% of your base salary, for a total of 20 working days in the event of the death of a loved one. Bereavement Leave is usually a paid leave. It can also be used during the grave illness of family members.

Subject: Bereavement Leave Application

Dear ________ (Supervisor’s Name),

I hope this message reaches you in understanding. 

I am writing to inform you of a recent loss in my family, and I am in need of bereavement leave to manage the necessary arrangements and be with my family during this difficult time.
I plan to commence my leave on __/__/___[start date] and anticipate taking ___[number of days] to cope with the situation and support my family. I understand the importance of my work responsibilities and will ensure a smooth transition of my tasks before my departure.
I appreciate your understanding and support during this challenging period. If there are any specific procedures or forms to be completed, please guide me through the process.

Thank you for your consideration.

Best regards,
________ (Your Signature)
_____________ (Your Designation)
__________ (Company Name)

Read More – Death Leave Letter: Format and Samples

Leave Application Samples for School and College

When requesting a leave of absence from school, it is important to write a clear, polite, and formal application. Below are some of the best leave application samples for school that students can use for different situations, such as illness, family events, or personal reasons.

College Leave Application Sample

Subject: Request for Leave for One Week Due to Personal Reasons

Dear (Professor/Principal’s Name),

I hope this letter finds you in good health. I am writing to formally request a leave of absence from __/__/___ [start date] to __/__/___ [End Date] as I need to visit my village due to an important personal matter. Given the nature of my visit, I will be unable to attend college during this period.
I have ensured that my coursework is up to date and will coordinate with my classmates to cover any missed lectures or assignments. I kindly request your approval for this leave and will resume classes promptly on [Date of Return].
Please let me know if any further formalities are required. I appreciate your time and consideration.

Sincerely,

________ (Your Name)
_____________ (Your Course and Year)
__________ (College Name)

Read More medical leave application for college here!

Sample of Leave Application to Principal by Student

Subject: Request for Leave

Respected Principal,

I hope you are having a good day. I would like to seek your permission for leave from _/_/__ [Start Date] to _/_/___ [End Date] as I need to attend to ______ [mention reason, e.g., an urgent family matter/personal commitment] that requires my presence.
During my leave, I will stay updated with my coursework and coordinate with my classmates to ensure I do not fall behind. If any formal procedures need to be completed before my leave is granted, kindly let me know, and I will take the necessary steps.
I sincerely appreciate your time and consideration of my request. I assure you that I will resume my studies diligently upon my return.

Thank you for your support.

Sincerely,
_________ (Your Full Name)
___________ (Your Class/Grade and Roll Number)

Read more medical leave application for school here!

Sample Leave Application to Principal by Teacher

Subject: Request for One-Day Leave

Dear Principal Sir,

I am writing to request a one-day leave of absence on __/__/___[Leave Date] due to some personal matters. I have arranged lesson plans and assignments to _________[another teacher’s name] to ensure that the student’s education is not disrupted during my absence.

I will be accessible by phone or email for any urgent concerns.

Thank you for your understanding.

Best regards,

_____ ____(Your Name)

Check out the various types of leave mail to manager: Format and Samples

What to Include in Your Leave Application?

While writing a leave application, it is very important to ensure that all primary details are included to convey the reason for leave and make the leave process smooth and professional. So, whether you are addressing the application to your principal at school or any other official authority figure, your application should communicate key information.

The table below outlines the key sections and guidelines to help you craft an effective leave request.

Section	Details
Introduction	Clearly state the reason for your leave, including the specific dates and duration. Make sure to mention any arrangements made for coverage during your absence. This ensures professionalism and smooth processing.
Paragraph 1: Personal Details	Address the application to the relevant authority (e.g., principal, manager). Mention the reason for your leave, and include the dates and duration. Be direct and concise, avoiding unnecessary details.
Paragraph 2: Work Arrangements (for Employees)	For employees, provide a status update on your current tasks and projects. Offer solutions, such as delegating tasks or completing projects before your leave. Ensure your absence won’t disrupt ongoing work.
Paragraph 3: Conclusion	Close with gratitude, thanking the recipient for considering your request. You may also provide your contact details for emergency purposes, showing readiness to assist if needed.

Check Out How to Write Rejoining Letter After Leave in Office: Format and Samples

Tips for Writing a One-Day Leave Application for the Office

Here are some tips that you can keep in mind while applying for a one-day leave for the office.

• Ensure that you are using a formal and professional tone in your leave letter 
• Provide important details like the reason for your leave and the duration of your absence.
• Ensure that you are sending your leave application in advance. At least 3-4 weeks before your absence.
• Inform your manager about your work status. Demonstrate how the responsibilities will be handled during your absence.
• Use the email or Official Letterhead to submit a formal request.
• Attach relevant documentation. For example, a medical certificate for a medical leave.
• Follow up with your supervisor to ensure that they know you will be absent.

Common Mistakes to Avoid in Leave Applications

One common mistake is providing vague or incomplete information regarding the leave. Always ensure that you specify the reason and duration clearly. Avoid informal language and make sure to follow the required format. Finally, submitting a late application can cause delays, so plan ahead whenever possible.

Bonus – Tips to Write a Perfect Application

Writing a flawless leave application requires attention to detail and clear communication. Whether you’re addressing your employer, principal, or HR manager, the way you present your request can significantly impact the leave approval process.

A well-structured and polite application not only conveys professionalism but also enhances your chances of receiving a positive response. Here are some bonus tips for writing a perfect leave application:

• Use a formal tone while explaining the reason for taking a leave.
• Write in simple language without using jargon.
• Proofread the application before sending it.
• Keep it to the point.
• If you are sending this application as a parent, then specify the relationship.

Relevant Reads:

Leave Application for Holi Festival: Samples for School Students and Parents	15 Days Leave Application: Format and Samples
Write a Letter to Your Friend About Your Future Plans After You Leave School	How to Ask for Leave to Manager: Tips and Email Samples
How to Apply for Sabbatical Leaves?	Leave Letter to Class Teacher: Format and Samples

FAQs on Writing Leave Application

Hope you like this blog on leave application samples for offices and schools! To read more informative articles like this one, check out the Writing category by Leverage Edu.