How to Write Leave Application Letter for Office: Format and Examples
If you are planning to be absent from your job for a certain period of time, the first important step is to submit a leave application. Leaves can be taken due to emergencies, illness, loss, fun, and sometimes for relaxation. In this article, we'll discuss the essentials of writing a good office leave application. Let's get started!
What is a Leave Application Letter?
Leave application letter is a formal request to the employer by an employee to take permission about your absence from work for a certain period of time. The employer should be informed in advance before taking leave, which allows them to manage the workload during the employee's absence.
This letter spells out the duration of the leave, the reason for the leave, and the work plan during your leave. It can be submitted via email or in printed form, but this can vary depending on your employer's guidelines for requesting leave or the company’s communication policy.
Importance of Leave Application
Here are a few reasons why writing a leave application letter is important:
- Professionalism : Writing a leave application shows your professionalism and respect for workplace rules. Also, it depicts your seriousness towards your job.
- Documentation : A leave application is a written record of your request for time off from work. It ensures that everything is clear and documented.
- Transparency : A leave application maintains open communication between you and your employer about your absence and the reasons behind it.
- Planning : By submitting a leave application in advance, you can help your employer plan your workload accordingly. This minimizes disruption to workflow and ensures continuity.
When Do You Write a Leave Application?
Employees write a leave application when they need to request time off from work for various reasons, such as:
- Personal Reasons : This type of leave is for private reasons, such as attending family functions, weddings, or personal matters.
- Medical Reasons : You may request a medical leave if you are feeling physically or mentally ill or have medical appointments.
- Vacation : This type of leave can be taken if you want a break for fun, travel, or plan to go on holiday.
- Emergency : If something urgent happens in your family, like an accident or illness, you may request an emergency leave application.
- Maternity/Paternity : Maternity or paternity leave applications are used when you need time to take care of a newborn.
- Bereavement : This leave is when your close family member passes away, and you need time off to grieve and attend their funeral.
What to Include in a Leave Application
Below are the key elements of a leave application letter:
- Date of the application.
- Recipient Information ( name and address)
- A clear and concise subject line.
- Duration and reason for leave.
- Work plan in your absence
- Your details( name, job title & contact information)
- Your signature
How to Write a Leave Application for Office?
Follow these steps to write a professional leave application:
Check the Company Leave Policy
Before you start writing your leave application, make sure to review your company’s leave policy. It includes the types of leave available, the notice period you need to give, and any particular format to be followed. This will help you understand the procedure, specific requirements, and the number of leaves you can take. Knowing the policy will ensure that your application meets all requirements, which can increase your chances of approval.
Address the Letter to the Right Person
Based on your company policy, write your leave application to the appropriate person, such as immediate supervisor, manager, or the HR department. Before writing the letter, make sure you know to whom to submit your leave in a company.
When addressing the letter, use a professional greeting such as “Dear [Recipient’s Name].” This shows respect and sets a formal tone for your letter.
State Your Request Clearly
Start your letter with a clear and concise statement of your request for leave. For example, “I am writing to request a leave of absence from [start date] to [end date].” This makes your intention clear to the recipient.
Body of the Letter
In the body of your letter, provide a brief and clear explanation of the following details:
- Dates of Leave: Include the start and end dates of your planned leave.
- Reason for Leave : Briefly explain why you need the leave. Be honest and transparent with employers about the reasons for your leave. Avoid getting into detail.
- Arrangements for Responsibilities: Mention any arrangements you have made to manage your responsibilities in your absence. This includes delegating tasks to colleagues, training coworkers on ongoing projects, and handling upcoming deadlines remotely.
Express Gratitude
Close the letter by thanking the recipient for their understanding and support. This shows your politeness and appreciation for the employer's consideration of your request. For example, “Thank you for considering my request. I appreciate your understanding and support.”
Sign Off Professionally
End your application with a courteous closing statement. Use phrases like “Sincerely” or “Best regards,” followed by your name, job title, department, and contact information. This makes it easy for the recipient to reach you if they need more information.
Office Leave Application Format and Examples
Leave application letter format: .
[Today’s Date]
[Recipient's Name]
[Recipient's Job Title]
[Company Name]
[Company Address]
[City, State, Zip Code]
Subject: Leave Application for [ Reason of leave]
Dear [Recipient's Name],
[Body of the Letter: It includes the reason for your leave, duration of leave, and explanation of work arrangements in your absence]
[Thank You Note]
[Your Name]
[Your Job Title and Contact Details]
Examples of Leave Application Letters:
Example 1: Personal leave application
Subject: Leave application for personal reasons
Dear [Manager's Name],
I am writing to request personal leave from [start date] to [end date] due to [brief explanation of reason]. I have to visit my hometown for some personal reasons and will be back to work by[ expected return date]. I have arranged for [colleague’s name] to handle my responsibilities during my absence and ensure that they have all the important information about my projects.
Thank you for considering my request.
Example 2: Medical leave application
Subject: Medical Leave Application
This is to inform you that I need a leave from [start date] to [end date] as I am not feeling well. I have been diagnosed with [briefly explain], and my doctor has advised me to take some time off to recover. I have informed [colleague’s name] about my duties, and they will manage my duties in my absence. I will make sure to finish ongoing tasks before my leave.
Thank you for understanding my situation. I appreciate your support and hope for your approval.
Regards
Example 3: Vacation leave application
Subject: Vacation Leave Request
I would like to request vacation leave from [start date] to [end date] as I plan to travel with my family. Before I go, I will ensure all pending tasks are completed and inform my team to take over my responsibilitie during this time. If any urgent work comes up, you can reach me by email or phone.
Thank you for considering my request.
Example 4: Emergency leave application
Subject: Emergency Leave Request
I would like to inform you that I need to take emergency leave from [start date] to [end date] due to [brief explanation of emergency]. I have completed all the assigned tasks and asked the [colleague’s name] to handle my responsibilities during my absence.
Thank you for understanding my situation. I appreciate your consideration and look forward to your approval.
Yours Sincerely,
Tips to Write an Effective Leave Application
Here are some tips for writing an effective leave application:
- Keep the application short and avoid including unnecessary details.
- Mention how your work will be managed in your absence. This shows your commitment to your work and team.
- Be humble, respectful, and professional while writing your application.
- It is advisable to provide details on how you can be reached during your absence if needed.
- Before submitting your leave application, check for spelling mistakes and grammatical errors.
Conclusion
With this perfect blog post, writing a leave application has become easy. I hope you now have a better understanding of what to include in a leave application to maintain a high level of professionalism in your workplace. By following these examples and format, you can write your own office leave application letter.
Frequently Asked Questions
How do I start a leave application?
Begin your leave application with the date at the top right on the right side of the document.
What should I include in my leave application?
A good leave application should include dates of leave, reason for leave, work plan during absence, and contact information.
Can I send my leave application via email?
Yes, you can send your leave application via email using a clear subject line and a professional format.
How far in advance should the leave application be submitted?
You should submit your leave application at least two weeks in advance to allow for proper planning of workflow during your absence.
Swati Sinha
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7 Examples: How to Write a Perfect Leave of Absence Request
By Status.net Editorial Team on November 9, 2023 — 11 minutes to read
- Understanding the Basics of a Leave of Absence Request Part 1
- Steps to Write a Leave of Absence Request Part 2
- What to Include in a Leave of Absence Request Part 3
- Examples of Leave of Absence Requests Part 4
- Leave of Absence Request Template Part 5
- Personal Reasons Leave of Absence Templates Part 6
- Maternity Leave of Absence Template Part 7
- What to Avoid in Your Leave of Absence Request Part 8
Part 1 Understanding the Basics of a Leave of Absence Request
Before you start writing your leave of absence request, it’s important to understand the basics. A leave of absence request is a formal document that you submit to your employer, asking for time off from work for a specific reason. This can be for personal reasons, medical issues, or family matters. It’s important to know the policies and guidelines of your company to ensure your request is submitted appropriately.
- Check your company’s leave policy. Familiarize yourself with the types of leaves that are allowed, the maximum duration you can request, and any approvals or documentation required. This information is usually found in your company handbook or can be requested from Human Resources.
- When drafting your request, be clear about the reason for your leave. It’s important to be honest and straightforward, without going into too much personal detail. State the specific dates you plan to be away from work and any necessary arrangements, like reassigning your tasks to a colleague.
Try to submit your leave of absence request well in advance, allowing enough time for your employer to review and approve your request. This will demonstrate your professionalism and consideration for your team.
Part 2 Steps to Write a Leave of Absence Request
Subject line and formal greeting.
Start your leave of absence request with a clear and concise subject line. Include relevant information, such as your name and the dates of your intended leave. For example: “John Doe’s Leave of Absence Request – June 1-15, 2025.” As a friendly way to start your message, address your email or letter to your supervisor or manager using their appropriate title, such as “Dear Mr. Smith” or “Dear Dr. Johnson.”
Explaining Your Reason for Leave
In the opening paragraph, state the purpose of your leave in a clear and simple manner. Explain the reason for your absence, whether it’s a personal matter, family emergency, or medical concern. Be genuine with your reason to help your supervisor better understand your situation.
Providing the Time Frame
Clearly state the exact dates of your requested leave in the second paragraph. Include the start and end dates of your absence. This shows consideration for your employer’s planning and helps them to manage workload adjustments. For example: “I will be absent from work starting on June 1 and plan to return on June 15.”
Plan of Action During Your Absence
Demonstrate your responsibility by outlining a plan of action for your workload during your leave. This may include delegating tasks to colleagues, completing certain projects before your absence, or being available for limited communication if required. For instance: “Before my leave, I will complete all of my current projects and assign any ongoing tasks to my colleague, Jane Smith. If needed, I will be reachable via email for any urgent matters.”
Closing Your Letter
In the closing paragraph, express your gratitude for your employer’s understanding and support. Offer to discuss your request further in a meeting or call if needed. Example: “Thank you for considering my request. I appreciate your understanding and support during this time. Please let me know if you need any additional information or if you would like to discuss my request further.”
Review Before Sending
Before hitting send, give your email or letter a thorough read. Check for any spelling or grammar errors, ensure all important details are included, and that your message is clear and concise. This will help you present a polished and professional leave of absence request.
Part 3 What to Include in a Leave of Absence Request
When writing a leave of absence request, make sure to include the following elements:
- Your name and contact information: Begin by mentioning your full name, position, and department. It’s also good to provide your contact information such as email and phone number in case your manager needs to reach you.
- Leave type and reason: Clearly state the type of leave you’re requesting and provide a brief explanation for the reason behind your request. Be specific but maintain your privacy, especially when dealing with sensitive matters.
- Start and end dates: Include the exact dates you plan to be away from work. Providing this information helps your manager know how long they should expect you to be gone and allows them to plan accordingly.
- Work coverage plan: Explain how you’ve arranged for your work to be covered during your absence. If you’ve talked with a coworker who has agreed to handle your tasks, mention their name and workload distribution.
- Additional documentation (if applicable): In some cases, you may be required to provide medical or legal documentation to support your leave request. Attach any necessary documents as per your company’s policy.
Part 4 Examples of Leave of Absence Requests
In this section, you’ll find some practical examples and templates to help you write a leave of absence request with ease.
Example for Personal Reasons
Dear [Supervisor’s Name],
I hope this email finds you well. I am writing to request a leave of absence for personal reasons, specifically from [start date] to [end date]. I understand that this time away may require adjustments within the team, and I assure you that I will do my best to minimize any potential disruption.
Before my leave begins, I intend to delegate my tasks to [colleague’s name or team] and provide them with any necessary guidance. If any urgent situations arise during my absence, please feel free to contact me via [phone/email], and I will promptly respond.
Thank you for your understanding and assistance in accommodating my request.
Best regards, [Your Name]
Example for Maternity Leave
I am excited to share that I am expecting a baby, with the due date being around [due date]. With this, I kindly request maternity leave, which I would like to start on [start date] and return on [expected return date]. This should provide ample time for me to prepare, give birth, and bond with my newborn.
During my leave, I will ensure a smooth transition of my responsibilities to [colleague’s name or team], keeping you updated on my progress. If any questions or concerns arise during my absence, I will be available via [phone/email].
Thank you in advance for your consideration and support during this exciting time in my life.
Templates for Leave of Absence Request
Below are a few templates to help you write a leave of absence request for different situations. They will serve as a starting point for your own letters, ensuring you cover all necessary details in a professional manner.
Part 5 Leave of Absence Request Template
Dear [Recipient’s Name],
I am writing to request a leave of absence from [start date] to [end date] due to [reason for leave]. I have reviewed our company’s leave policy and believe that I qualify for this time off.
During my absence, I have arranged for [colleague’s name] to handle my responsibilities, ensuring a smooth transition in my absence.
Please find the attached documentation relating to my request [if applicable]. I understand that this request is subject to approval and would appreciate your prompt response so I can finalize any necessary arrangements.
Thank you for considering my request, and please do not hesitate to contact me if you need any additional information or clarification.
[Your Name] [Your contact information]
Part 6 Personal Reasons Leave of Absence Templates
Personal reasons leave template 1.
Subject: [Your Name] – Leave of Absence Request
I am writing to request a personal leave of absence from work for [duration, e.g., two weeks] starting from [start date] and ending on [end date]. My leave is due to [briefly explain your personal reason, e.g., a family matter or other personal matter that requires your attention].
During my absence, I have planned for [colleague’s name or your suggestion] to cover my workload and ensure a smooth transition. I will also be available via email for urgent matters.
Please let me know if you require additional information to consider my leave request. I kindly request your approval for my leave, and I will be happy to discuss any concerns or adjustments if necessary.
[Your Name]
Personal Reasons Leave Template 2
Subject: [Your Name] – Leave of Absence Request for Personal Reasons
I hope you are doing well. I would like to request a [length of leave] leave of absence starting from [start date] due to personal reasons. I understand this might cause some inconvenience, but I assure you I will do my best to ensure a smooth handover of my current tasks and responsibilities.
During my absence, I propose [colleague’s name] as a suitable replacement, but I am open to any other arrangements you suggest.
I appreciate your understanding and consideration of my request. Please let me know of any paperwork or further details required.
Sincerely, [Your Name]
Personal Reasons Leave Template 3
Subject: [Your Name] – Leave of Absence Request (Start Date – End Date)
Dear [Manager’s Name],
I hope this message finds you well. I would like to request a leave of absence from my position as [Your Position] in the [Your Department] department. I am requesting this leave for personal reasons and plan to be away from [Start Date] to [End Date].
During my absence, I have spoken with [Coworker’s Name], who has agreed to cover my responsibilities. We’ll work together before I leave to ensure a smooth transition and minimize any disruptions to the team.
Please let me know if there are any additional steps needed or if you require further information. I look forward to your understanding and approval of my leave request. Thank you.
[Your Name] [Your Email Address] [Your Phone Number]
Part 7 Maternity Leave of Absence Template
Subject: [Your Name] – Maternity Leave of Absence Request
I am excited to inform you that I am expecting a baby, and the due date is [due date]. I would like to request maternity leave of absence as per company policy, starting from [start date] until [end date].
Before my leave, I will coordinate with my team and [colleague’s name] who can cover my responsibilities while I am away. Please let me know if you require any further information or arrangements to ensure a smooth transition.
Thank you for your support, and I look forward to celebrating the birth of my child with you all upon my return.
Part 8 What to Avoid in Your Leave of Absence Request
When writing a leave of absence request, there are certain things you should avoid to ensure your request doesn’t come across as unprofessional or lack clarity.
1. Sharing Too Much Information: You may feel the need to share every detail of your personal life or reasons for the leave. However, this may not be necessary. Share only what is relevant to your leave request and maintain a professional tone. A simple explanation like “medical reasons” or “family emergency” will suffice.
2. Ignoring Timing: Be mindful of the timing of your request. If your company experiences busy seasons or has significant projects in progress, it may not be the ideal time to request a leave. It’s important to be considerate of your company’s needs while also taking care of your own.
3. Making Demands: A leave of absence request is not a demand, but rather a polite inquiry. Approach your request with a collaborative and understanding mindset. Frame your request as a courteous question—not as an entitlement or expectation.
4. Being Vague: Your request must include specific information about the duration of your leave and the start and end dates. Being vague can make it difficult for your employer to make decisions and cause confusion.
5. Skipping the Proofreading: Ensure your request is well-written, free of grammatical errors, and typo-free. Your leave request represents you and your seriousness about the matter. A poorly edited request might cast doubt on your professionalism and commitment to your job.
Frequently Asked Questions
What are some common reasons to request a leave of absence from work.
Some common reasons for requesting a leave of absence from work include personal reasons, medical reasons (for you or a family member), education or professional development, and vacation. You may also request a leave for parental reasons, such as maternity or paternity leave.
How do I start my leave of absence request letter?
To start your leave of absence request letter, begin with a professional and respectful salutation, addressing the recipient by name (e.g., “Dear Mr. Smith” or “Dear Ms. Brown”). Then, in the opening paragraph, clearly state your intention to request a leave of absence, specifying the reason for your request and the desired start and end dates.
What should be included in the body of a leave of absence request?
In the body of your leave of absence request, provide any relevant details to support your request and address the potential impact of your absence on your work and team. You may want to include information about the reason for your leave, such as medical documentation or confirmation of a family event. Also, mention any arrangements you have made to cover your work responsibilities during your absence or suggest possible solutions to minimize the impact on your team.
Are there any important tips for writing a leave request for vacation?
When requesting a leave for vacation, make sure to submit your request with ample notice, considering your workplace’s leave policy and any peak periods that may require your presence at work. Provide the specific dates of your planned vacation, offer assistance in making arrangements to delegate your work during your absence, and be flexible about adjusting your plans if necessary to accommodate your team’s needs. Keep your request concise and professional, while expressing your enthusiasm for the time off.
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- How to Write a Leave Application Letter [+5 Letter Samples]
It’s a hectic Tuesday morning, work deadlines looming, and your phone rings. It’s the school nurse, your son has thrown up twice and he complains that he has a tummy ache, and you know you have to be there for him.
The questions start flooding in,
- Will HR understand?
- Can you even take leave on such short notice?
The truth is, at some point during your employment, you may need to request a leave of absence. This could be for a variety of reasons ranging from personal or family health problems, the birth and/or adoption of a child, to rest from excessive job stress. It could also be the loss of a loved one, the pursuit of a hobby, or a desire to travel. A leave of absence in your case is not a luxury, but a necessity.
What is a Leave Application Letter?
A leave application letter is a letter written to apply for a leave of absence from the office for a certain period.
The concept of a leave application centers around a formal way of asking for a break/leave of absence from work for a specified period.
A person writes leave application letter they’re unable to perform their duties for a stipulated period of time.
Types of Leave Applications
Sick leave .
Sick leave is basically a leave of absence due to an illness. Sick leave is granted under a number of scenarios; for personal physical or mental illness, the care of a sick child, spouse, parent, or parent of a spouse, regular health checks, and/or to address the physical, psychological, and legal effects of domestic abuse.
At the moment, there are no federal legal requirements for paid sick leave. For companies subject to the Family and Medical Leave Act (FMLA), the Act does require unpaid sick leave. The U.S. government ensures that federal employees get 13 paid sick days a year.
Study Leave
Study leave is basically a leave of absence from work granted in order to allow a person time to study or carry out research. In the case of a school pupil, it allows them to study at home, usually in order to prepare for examinations.
According to the labor laws in the US, Study Leave with or without pay is a matter for arrangement entirely between the employer and the employee. By law, the maximum length of study leave granted in the same employer’s service is two years.
Sabbatical
By definition, a Sabbatical leave is a period in which a person does not report to his regular job but who remains employed with that company. Also commonly referred to as ‘career break’ or ‘adult gap year’, It is a period away from work, agreed with your employer.
The truth is, there are no laws that cover taking a career break or sabbatical; as such employees have no statutory right to take leave. A sabbatical will in most cases be an authorized, unpaid leave of absence.
Maternity/Paternity Leave
Maternity leave is basically a period of absence from work that is granted to a mother before and after the birth of her child. The US government doesn’t guarantee for paid maternity leave, employers may, however, provide paid leave if they choose. If you have worked at a company for at least a year, you are entitled by federal law to take up to 12 weeks of unpaid maternity leave.
Paternity leave is a period of time that the father of a new baby is allowed away from work. Usually, a company provides up to eight weeks of paid paternity leave. When a man takes time off because his partner is having a baby, adopting a child or having a baby through a surrogacy arrangement he might be eligible for: 1 or 2 weeks’ paid paternity leave, paternity pay and/or shared parental leave and pay.
Vacation/Holiday Request Letter
Vacation leave is ideally available to all eligible employees for the purpose of rest, relaxation, and to attend to personal affairs. It is strikingly similar to annual leave which is paid time off work granted by employers to employees. Although not stipulated by law, many employers nonetheless offer paid vacation, typically around 10 workdays, to attract employees.
Emergency Leave Application
Emergency leave is necessary to cater to unforeseen circumstances such as the death of a loved one/family member. A funeral leave, which is leave of absence with pay, must not exceed three days and can be granted for absence from work. You qualify for an emergency leave if; there is a verified death, a life-threatening condition due to an accident, illness, or major surgery, or to visit a terminally ill person in the immediate family.
How to write a leave application
Here are 8 quick steps to aid you in writing your leave application..
- Check your organization’s leave policies: Review the leave policy in your organization to find out what is required to request a leave application and the mode of request that will give you a better chance of getting your leave approved.
- Address the letter to the appropriate person: Simple yet key-address the request to the right channel. You would have gotten this detail from your employee policy guide or handbook, so you know who has the authority to approve your application.
- Use a professional salutation: Use a formal tone and adopt formal salutations. For instance Dear instead of hello.
- State your reasons for writing: Share your intentions from the first paragraph so the reader knows why you are reaching out and can assess any information you present in the body of your request.
- Specify the start and end date of your leave: Don’t be vague, specify the date your leave is expected to commence and the end date. If you are not sure of an end date. Put a tentative end date and let them know that it is subject to change.
- Share details of how your tasks would be handled in your absence: share the deliverables you would handle before you leave and the plans you have made to ensure that your work does not suffer in your absence, by either delegation or sharing a contact list of who holds what while you are away. Where applicable you can offer to show up in cases of emergencies.
- Express Appreciation: Express your gratitude to the recipient for taking the time to review your request and in anticipation of their consideration and kind understanding.
- Provide A Way To Reach You: Always provide a number or emails through which you can be contacted while away.
5 Top Leave Letter Format
Sick leave letter format.
The Manager,
(Insert company name)
Subject: Leave Application due (Insert illness)
Dear Sir/ma’am,
Respectfully, it is to inform you that I am suffering from (Xyz’s illness). I am an employee of your firm for the past (x years). I recently have been diagnosed with a (insert illness). Due to this sudden illness, it would not be possible for me to make an appearance at the office for a month.
This critical condition has deteriorated my health a lot. I cannot eat properly and have a really bad body rash. It is impossible for me to concentrate on anything. I can attest to have been a dedicated employee and did not take any additional leave from work ever.
The employee regularity record would serve as evidence of this claim. After I fully recuperate, I will be able to return and continue to serve your company with the same level of diligence and attention to detail. I hope you take my plea into consideration and allow me a leave of absence for a month. I will always be grateful for your generosity.
Yours Truly,
(Insert name),
(Insert date)
Study Leave Letter Sample
The Manager (Authority name),
Institute Name…
Institute Address…
Sub: Leave Application for Further Study
Dear Sir/Ma’am,
The Higher Education Commission, (Country name) has recently offered a free six-month study program (Another country name) for the candidates fulfilling the criteria. For government and private servants, it is a prerequisite to get approval from the relevant authority.
Sir/Ma’am, I fulfill the criteria of this study program. For me, this is a once-in-a-lifetime chance to accomplish my dream of studying abroad.
I am committed to continuing my services to the department after receiving higher education in (Country name). If you approve my leave request for my study program, I will be indebted to you.
Thanking you in anticipation.
Yours faithfully,
Job Designation…
Contact no…
Sabbatical Leave Letter Sample
Dear [Recipient Name],
My name is [insert name] and I have been working in the ICT department for the past decade. I have recently found myself stuck in a loop, doing the same things over and over again. My learning process stopped and I haven’t improved for a while now.
Feeling the need for self-development, I would like to request for an extended leave, sabbatical, in order to continue my studies and earn another degree.
I am glad to be employed at [business name] and I am dedicated to it. After receiving my degree, I intend to return to work at [business name] since I will have gained more experience, knowledge, motivation, and commitment by then.
I do think that this is a good step for the organization and for me. In late September, I intend to enroll. The program will take no longer than nine months, so I should be back by May. I have briefed the head of the department and he assured me that coverage is available and that workflow will not be affected much.
I kindly ask you to consider my request and I am hopeful that will approve it. Attached to this letter are the program acceptance letter and other related documents for your reference.
Thank you very much.
Best Regards
(Insert name)
Maternity Leave Application Letter
Subject: Application for Maternity Leave
Dear Mr./Mrs. {Recipient’s Name},
I write to inform you of my intention to take the allotted {Number of weeks} of maternity leave available to me. I hope to start my maternity leave on {Starting date} and return to the office by {Tentative joining date}, barring any unforeseen issues regarding my pregnancy and delivery arise.
If my plans change for any reason, I will let you know as soon as possible. A letter from my doctor confirming the relevant details have been attached to this letter.
Please do well to contact me if you need any additional information.
Yours Sincerely,
{Your Name}
Annual Vacation Request Letter
Subject: Annual Leave Application
Dear Mr./Ms. {Recipient’s Name},
I write to inform you that I will be traveling with my family for a period of one month, between {start date} and {end date}. Due to the fact that my entire quota of annual leave sanctioned by the company is pending, I request you to adjust my leaves accordingly.
Following my earlier discussion with my team lead, I have requested my colleague, Mr./ Ms. {enter name} to take over my project while I am on leave. I have already handed over all material regarding the project to him/ her, and expect there to be no exigencies in my absence.
Due to the nature of my travel plans, I may not be available to take phone calls. I request you to address any urgent work-related matters to my email address {enter email ID}.
I will be grateful for a positive reply to my leave request.
Thanks and regards,
How Employers & HRs Can Receive Leave Application Requests
With online forms, Formplus provides a flexible way to store your received data in the cloud storage of choice. You also have the option to opt-out of storing your data on our servers
With unlimited file uploads , users can submit online forms without any restriction to the size or number of files that can be uploaded, Formplus is a great tool to manage employee data.
Form analytics and reports also give you an insight into an overview of the data submitted to your form.
Top Leave Application Template for HR and Employers
- Maternity Leave Application Form
This online maternity leave application form is for a pregnant employee intending to apply for maternity leave as the delivery period nears. This request will help you plan ahead and help solve challenges that may arrive as a result of an employee leave which might be up to 6 months, depending on the labor laws in your country.
- Paternity Leave Application
Form Formplus’ online paternity leave application form allows your employees to apply for paternity leave when expecting a baby. That is if the labor laws grant prospective Fathers paternity leave when expecting a child with their partners.
- Sick Leave Form
This sickness notification form template allows your employees to formally notify you of their illness and unavailability to work. With this form, you can track all sick notifications from employees.
- Travel Request Form
With the online travel request form template, you can let your prospective customers, employees or ward request for a travel package for business trips, holidays, honeymoons, pilgrimage, etc. This travel request template is perfect for travel agencies, employers and tour consultants.
FAQs on Writing a Leave Application.
Q: What should I include in a leave application?
Your leave application should have your name/personal details, a clear subject line, the receiver’s information, a formal salutation, the reason for the leave and the duration, your contact information, and your plans on how your responsibilities would be handled in your absence.
Q: How long should a leave application be?
A leave application should be at most one page long. Your application should be paunchy and straight to the point.
Q: Can I apply for leave via email?
Yes, you can apply for your leave via email.
Q: How far in advance should I submit my leave application?
A minimum of two weeks’ notice is ideal, so you can give your employer time to make plans to manage your absence.
Q: How should I address my leave application if it’s for an emergency?
Communicate the emergency, apologize for the short notice, and provide the time you expect to be away.
Q: Do I need to provide a reason for my leave?
Only if it is an emergency or unplanned. To be on the safe side, check the leave policy of your organization.
Q: What should I do if my leave application is denied?
If this happens politely ask for clarity and check for possible alternatives in terms of dates or adjustment of the duration.
On the whole, a leave application letter should contain a valid reason for your leave application, which should convince the employer and make him grant you leave.
If you are having a reasonable enough claim for leave application then your request will not be declined without any justification, particularly, when it is due to some personal reasons, could be an illness, urgent piece of work or for visiting sick parents, etc
Most importantly, the leave application should not sound friendly or casual; rather it must be formal and professionally-written.
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