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?
- Leave Application Format
- How to Write Leave Application for Office?
- School Leave Application to Principal
- College Leave Application
- Maternity Leave Application
- Leave Application for Marriage
- Emergency Leave Application
- More Samples for School, Office and College
- What to Include?
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 sample school application:
What is a Leave 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
Mentioning the reasons for absence is a crucial part of the 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.)
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 an application for leave that fits your aim. The quintessential elements 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 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 its elements as well as types, 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 leave application letter format is as follows:
How to Write Leave Application for Office?
To write an official application for leave, you need to simply write down your manager’s name on the top left side followed by your name and position. Then, add a subject and the main body beginning with “This is to bring to your kind notice” or “This is to inform you that” and then mention the reason for taking leave from work. Here are the key points to include in an office leave application:
- Subject (Leave for Personal Tasks or any other reason)
- Mention the reason for leave
- The number of leaves you require with particular dates
- Work plan or delegation of your tasks to other team members during your absence
- Contact details
Here is a leave letter for office:
How to Write a Personal Work Leave?
Here is a sample letter letter for personal reason such as attending a marriage, family function, etc.
Name of the Employer/Recipient
Subject: Leave Application
This is to bring to your notice that ______ (add a personal reason for leave letter such as my brother is getting married on ____) and I would be on leave from ______ to _______. 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.
One-Day Leave for Office
Subject: One day leave application
I am writing this to inform you that I will be taking a leave on ____ (date) as I have to _____ (mention reason like attend a wedding, visit a friend, attend a seminar or event, etc.). I have completed all my tasks for the day and would be in touch with my team members if my assistance is required anytime.
Here is a sample one-day leave for office:
Sick Leave for Office
Looking for leave letter for fever? Here is a sick leave application for office:
Subject: Sick Leave Application
I am writing this application to inform you that I have a high fever since yesterday and have been advised by my doctor to take rest for ___ days. Please grant me a leave for ____ days. I have delegated my assigned tasks to ____ (mention team member’s name) and will be available on call if needed.
Thanks and Regards,
Here is a sick leave application sample for office:
School Leave Application to Principal
College Leave Application
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 for Marriage
2nd February 2021
Subject: Leave Application for Marriage
Respected Sir/ Ma’am
This is to notify that I am getting married on 21st March 2021 for which I will be needing leaves for 30 days. The wedding will be held in my hometown, that is, Lucknow. Since the date is around the corner, I would request you to grant me leaves from 1st March to 31st March 2021 as I have to look out for certain arrangements and travel to Lucknow. I will be joining back from 1st April 2021, meanwhile, I have requested Aakriti to manage emergencies on my behalf.
Thanks for your support and consideration.
Emergency Leave Application
2nd February 2021
Subject: Emergency Leave Application
Respected Ma’am/ Sir
It is with regret that I am requesting you for emergency leave for today as my mother has met with a sudden accident. She has been taken to the hospital by the locals along with my elder brother. As my brother and mother reside in Bangalore, I will be rushing to their place today.
Thus, I would request you to grant me leaves for 3 days, that is, 3rd; 4th and 5th February 2021. I will surely join back my duty on 6th February 2021. On my behalf, I’ve asked Ritu to check onto my teammates. In case of any queries regarding my work or emergencies, you can contact me on my mobile. I deeply regret the inconvenience caused by this.
More Samples for School, Office and College
Leave Application Email
|Subject: Leave Application|
This is to bring to your notice that ______ (add a personal reason for leave such as my brother is getting married on ____) and I would be on leave from ______ to _______. 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.
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.
Leave Letter For 4-days from School
Leverage Edu School
13th October 2020
Subject: Leave Application For 4-Days
I am a student of class IXth D in your school. I would like to inform you that I have a family event in Hyderabad and hence ill be going to attend it along with my family. I won’t be able to attend school from 15th-18th October 2020. I request you to grant me permission on account of the reasons mentioned above. I’ll ensure that all my missed school work will be completed as soon as I return. Please take the above into consideration.
What to Include?
Now that you are familiar with the types and format, let us have a look at the details that need to be mentioned in an 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.
- 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 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 an 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![faq]