IELTS writing SAMPLE

How to Write Leave Application For Office (With Samples)

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A leave application is a professional way of asking for a pause from work for a specific period of time. There are different ways in how you address your concern to your supervisor. There are rules and features which are essential to include if you are sending a formal leave email.

Your leave application should be brief, genuine and should have sufficient details with the reason for your absence. Your leave application and the content in it decide whether your leave request gets accepted or rejected.

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Read more: Letter to manager for leave

There are two types of leave application:

  1. Letter Format
  2. E-Mail Format

Since digitization, email format is widely used with almost all sections covered in both formats.

What to include in leave application for office (Letter Format)

There are certain sections that are essential to include when drafting a leave application in a letter format to the HR Manager or your supervisor.

  • Receiver’s Name & Address: Add the name and address of an individual to whom the letter is concerned.
  • Subject Line: Add ‘Leave Application’ in your subject line along with other details (If required)
  • Salutation: Add Recipient’s Name. If you identify the person, use the first title only.
  • Body of the Letter: You must state the purpose for your absence, duration of your unavailability, name of the colleague who will watch for your work and point of contact (mode and time availability)
  • Thank you note: Thank the reader for acknowledging the leave
  • Complimentary Closing: Add formal closing only.
  • Name: Add your full name.
  • Job Position: Add your job title. This is an optional field.
  • Date: Add the present date

What to include in leave application for office (Email Format)

There are certain sections that are essential to include when drafting a leave application in an email format to the HR Manager or your manager.

  • Subject Line – Add ‘Leave Application’ in your subject line along with other details (If required)
  • Salutation- Add Recipient’s Name. If you identify the person, use the initial title only.
  • Body of the Letter- You must state the reason for your absenteeism, duration of your unavailability, name of the colleague who will look for your work and point of contact (mode and time availability)
  • Thank you note- Thank the reader for considering the leave
  • Complimentary Closing- Add formal closing only.
  • Name- Add your full name.
  • Job Title (Optional) – You can also include your job title.

Samples of Leave Application for Office

  1. Annual leave application
  2. Maternity leave application
  3. Paternity leave application
  4. Casual leave application
  5. Sick leave application
  6. Emergency leave application
  7. Vacation leave application
  8. One-day leave application
  9. Half-day leave application

1. SAMPLE: ANNUAL LEAVE APPLICATION

Subject: Annual leave application

Dear (Recipient’s Name)

I am writing this email with reference to my remaining annual leave quota. I am planning to go on a trip to Europe with my family. Thus, I would like to avail my remaining 25 days of annual leave from (Date) to (Date)

I have assigned my duties to ( name of a team member) for the current project we are working on. He/She has been working with me and understands the role effectively. Also, I am looking for all the essential inputs required for the project before I leave for the vacation.

I request you to consider my leave request. During my absence, I can be reached at my phone number and email id (Email address and contact no).

Yours sincerely

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(Your Name)

2. SAMPLE: MATERNITY LEAVE APPLICATION

Subject: Maternity leave application

Dear (Recipient’s Name)

I am (Name) working as a (Job Title) in (Department Name).

I am nearing the end of my pregnancy and hence seeking maternity leave as suggested by my doctor. I request you to kindly approve my maternity leave for the duration of (start date) to (end-date) as per company policy. My due date is (date).

As I will be away for a continued long period, I have assigned my duties and responsibilities to (colleague name). In case of any difficulty, you can reach out to me at my number (Contact no).

I have attached my medical certificate along with pregnancy proof submission and other relevant documents. Apart from this, I would also like to understand the insurance coverage for cashless billing process. Please let me know the concerned person for the same.

Thank you for your consideration.

Yours Sincerely

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(Your Name)

3. SAMPLE: PATERNITY LEAVE APPLICATION

Subject: Paternity leave application

Dear (Recipient’s Name),

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I am writing to inform you that my wife’s due date is approaching, i.e. at the end of the month. Therefore, I am looking forward to use my paternity leave from (start date) to (end-date) as per paternity leave policy.

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In my absence, I have assigned duties to (colleague name) to take care of all incomplete tasks. I can be reached via my phone number (contact number) and email ( e-mail address) during my leave tenure in case of any queries.

I appreciate your assistance in this matter. Thank you for your consideration.

Yours Sincerely

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(Your Name)

4. SAMPLE: CASUAL LEAVE APPLICATION

Subject: Casual leave application

Dear (Recipient’s Name)

I am writing to request you for a five-day leave from (start date) to (end-date) as I have to urgently attend a medical emergency of a close relative and as he/she is situated in Delhi, I have to be away from the town for five days.

I will resume work from (date), and I shall be reachable at my email id (email address) and phone number (contact number). Besides, I have instructed (colleague name) to take care of certain responsibilities during my absence. She/He is well equipped for any emergency or in case any assistance is required.

Yours Sincerely,

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(Your Name)

5. SAMPLE: SICK LEAVE APPLICATION

Subject: Sick leave application

Dear (Recipient’s Name),

With reference to the above subject, I want to bring to your kind attention that I am suffering from critical back pain and my doctor has suggested taking through rest for five days initially. The doctor also recommended going for MRI scan along with a week of physiotherapy sessions and other medications.

I am not aware of my future possibilities for leave as the situation is based on how much rest can I take.

I request you to please grant me leave for five days, i.e. from (starting date) to (end-date) for the betterment and speedy recovery of my lower back. Also, let me know if any further clarifications are required for the case. I am attaching my medical certificate along with this email.

I can be communicated at (email address) and on (phone number) in the case for any queries and emergency situations. Besides, I have explained the tasks to (colleague name) to be taken care of in my absence.

Yours Sincerely,

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(Your Name)

6. SAMPLE: EMERGENCY LEAVE APPLICATION

Subject: Emergency leave application

Dear (Recipient’s Name)

It is with regret that I need to request an emergency leave starting today. As the nature of the leave is that they are unpredictable, I feel sorry that I am unable to provide you with more than one day of notice.

My sister met with an accident a few hours back, and she has been hospitalized in an emergency. I am required to be present at the hospital, along with my parents in Bangalore. I anticipate having most of my immediate issue to take taken care of within a week and hope to join office back on Monday, i.e. (date of your joining).

Please reach to me in case of any emergencies and queries regarding work at my email id ( email address) and my phone number ( contact number). You can also contact (colleague name) for any work-related discussions as she is aware of the ongoing project and tasks related to it.

Yours Sincerely,

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(Your Name)

7. SAMPLE: VACATION LEAVE APPLICATION

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Subject: Vacation leave application

Dear (Recipient’s Name)

This is to request you for your approval for a ten-day leave for my planned trip to Kerela with my family. I have been collecting my leaves for the trip, and I am very excited about the same.

I am writing this letter to formally notify you about my leaves from (start date) to (end-date). I will join office from Monday, i.e. on (date).

I will update you with the final draft this week and will submit the file to you. You can contact (colleague name) in my absence as she is aware of the same. I can be reached at email id (email address) and phone number (contact number) in case of any queries.

I hope you will acknowledge my application and process the same earliest.

Thank You

Yours Sincerely

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(Your Name)

8. SAMPLE: ONE DAY LEAVE APPLICATION

Subject: One day leave application

Dear (Recipient’s Name)

I am writing this to inform you that I need to take a leave for (date) as I have to attend a seminar on Literature festival held in the city. I am very keen on taking such sessions which help me to expedite my personal and professional growth.

In case I need to attend another session meet, I will inform you at the earliest. Please feel free to contact me at my email id (email id) and phone number (contact number). I have also explained (colleagues name) about the tasks that need to be completed in my absence.

Thank You

Yours Sincerely

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(Your Name)

9. SAMPLE: HALF DAY LEAVE APPLICATION

Subject: One day leave application

Dear (Recipient’s Name)

Today is my son’s birthday, and we are celebrating it in the evening. So I need a half-day leave after lunch so that I can take care of my son’s birthday works. I have sent you all emails regarding the ongoing new project.

I will be available on my phone (phone number) and email id (email address) in case of any emergency. Moreover, I have guided (colleague name) in case any query arises. I am sure the team will handle the work nicely in my absence.

I hope you understand my situation.

Yours Sincerely,

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(Your Name)

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