How to Write Leave application?

Writing a Leave Application

In most organisations, submitting a leave application to ask for permission to take time off is standard procedure. Although each organisation may have its policies and procedures for seeking time off, the general format for a leave application is typically uniform across all sectors. One can efficiently draft a leave application by being aware of how to do so. In this blog, the different types of leave applications have been discussed along with some examples. 

What is a leave application?

Application letters for leaves are formal requests to the employer for approval of a brief absence from work. The application, which is typically in the form of a letter or email, should include an explanation of the reason(s) for the absence, the anticipated duration, and how the absence will not disrupt the team. When required by corporate policy, an employee might additionally need to submit supporting paperwork, such as a doctor’s note if they are taking a leave of absence for a medical condition.

Below mentioned are the various types of leaves available to a person:

1. Annual leave

If one hasn’t taken any vacation days this year, they can ask for some time off to use their paid time off. When the employer does not carry over the unused vacation time to the following year, employees typically take such leaves.

2. Parental leave

As a mother or a father who is expecting might need to take some time off for a few weeks or months to get ready for the baby’s birth or adoption. Some time off may also be needed for postpartum care and adjustment.

3. Medical leave

When ill or injured, a person may take a brief leave of absence that lasts anything from a day to a few weeks.

4. Family leave

A person may request family leave if they must care for a sick family member. The typical lifespan of these leaves is a few days or weeks.

5. Bereavement leave

When a family member or close friend passes away, one may ask for bereavement leave. Each organisation has its policy regarding this leave’s length.

6. Leave of absence

An employee may request a leave of absence if they are vacationing while travelling. To make sure they take the required minimum amount of paid time off, most employees schedule their vacation days around weekends or major holidays.

7. Half-day leave

An employee can request a half-day leave if they simply need a few hours away from work to fulfil an urgent assignment or run an errand. They can ask to arrive later than normal or to leave before the workday is through, depending on the schedule.

8. Personal leave

One can ask for personal leave to visit their children’s school, attend a wedding, or another event. This leave typically lasts a few days, depending on the situation.

Personal Leave

How to draft a leave application for leave

To learn how to write a leave of leave application, follow these guidelines:

1. Examine the company’s rules

Before one can begin drafting the leave application, find out what steps they need to follow, to apply for a leave of absence by consulting the employee handbook or speaking with the HR manager. They  might need to inform a variety of colleagues because various organisations may employ different leave management procedures and systems.

By doing this, they can also determine if a printed leave application or an email is the preferred format. Make sure that an employee is familiar with the correct procedure in accordance with the company policy since many organisations also demand employees to submit leave requests using internal personnel management systems and portals.

2. Select an appropriate subject line

If a person is drafting the leave application in an email, start with a relevant and short subject line. Alternatively, they can start the application by writing the subject line in the top-middle of the page. Even if an email has a timestamp by default, it is still a good idea to include the date if you are composing an application. Add the recipient’s information next. Their name, title, and contact information are typically included. In the case of an email, this information may not be required

3. Make a formal salutation

Use a salutation that is official and appropriate to begin the leave application. Even if a person is familiar with the management well, greet them with a polite hello. Instead of using a casual greeting like Hey Hemant, use a formal one like Dear Mr Hemant. If they are familiar with the person, they may use their first name; just be sure to prefix it appropriately. They can also finish their name with sir or ma’am. Make careful to spell their name correctly if an employee addresses them by it.

4. Introduce the leave application’s purpose

Make a formal request for leave on the first line and state why you need the time off. This is crucial to properly express the application’s objective and purpose. The first paragraph should be brief, with simply one or two lines mentioning this information. The dates you would be off work can also be added if you so choose.

5. Mention pertinent information

Mention all pertinent details about the request in the following section. This often contains the start and finish dates of the vacation, things that need to be done before the break, and how they plan to do it.

For instance, if an employee experiences a serious medical emergency and is unknown how long time they will need to recuperate fully, they can ask for a two-week medical leave with the possibility of an extension. Additionally, make sure to consult with them and see if they are fine with the same before formally designating a colleague to carry out your duties in their absence. The employee can also indicate whether they plan to remain reachable by phone or reply to emails while they are on leave.

6. Offer to deliver documentation if required

If one takes a leave of absence due to illness or accident, they could be required to present a medical certificate from your doctor. When a request is made that will take longer than a few days, most organisations demand this. One can demonstrate professionalism and sincerity by offering to supply these documents even if it is not required under their organization’s policy.

7. Show gratitude

Thank the recipient for their time and thoughtfulness as one starts the application’s ending. Ask them to accept the request for a leave of absence and let you know if more details are needed. This is merely an act of professional civility to demonstrate one’s respect for their time and judgement.

8. Finish the leave application by signing it and adding the contact information

When writing a application, one should sign it and provide their name, title, and contact information. In the event of an email, this might not be essential since the email probably already contains the professional signature. One should still include theirr phone number in case the recipient needs to call for more information.

Sample of a leave application


The Manager

Company Name

Subject: One day leave application

Respected Sir/Ma’am,

I am writing this to inform you that I will be taking leave on ____ (date) as I have to _____ (mention reasons like child’s PTM, important family function, 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.

Thank you.

Yours Sincerely,



Writing a leave application is a skill that everyone, whether they are in school or working, should be able to do. There are many aspects of this document that frequently go unnoticed, despite the fact that we are aware that one must maintain a formal tone and precise organisation. Furthermore, understanding the format and its essential elements is crucial for effectively recording information.
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