application letter for an annual leave

Take the Break You Deserve with These 7 Annual Leave Application Letter Examples

• Post author: Meet
• Post published: April 8, 2023
• Post category: Leave Request

Taking a break from work is essential for employees to recharge and maintain their productivity levels. Whether it’s for personal or medical reasons, an annual leave application letter is a formal way to request time off from work. However, not everyone is comfortable writing one. That’s why we’ve put together a list of seven sample annual leave application letters for employees that can help guide you in writing your own. From short and sweet to detailed and formal, these samples cover a range of scenarios that might require taking leave. So, whether you’re a new employee or a seasoned professional, read on to find the right sample letter for your needs.

Basic types of annual leave letters Samples

Dear [Manager’s Name],

I am writing to request annual leave for [number of days] days, starting from [start date] and ending on [end date]. I have completed all my current projects and tasks, and have made arrangements for my work to be covered in my absence.

I understand the importance of ensuring that my absence does not disrupt the operations of the company, and I have made arrangements with my colleagues to ensure that my work is covered. I will also be available via email or phone during my absence in case of any urgent matters.

Thank you for your consideration, and I look forward to returning to work after my leave.

[Your Name]

I would like to request annual leave for [number of days] days, starting from [start date] and ending on [end date]. I have not taken any annual leave this year, and I would like to take this opportunity to spend time with my family and recharge.

I have made arrangements for my work to be covered during my absence, and I have discussed my leave request with my colleagues to ensure that my absence does not cause any disruptions to the company’s operations.

Thank you for considering my request, and I look forward to returning to work after my leave.

I am writing to request annual leave for [number of days] days, starting from [start date] and ending on [end date]. I have been working hard over the past few months and I feel that it is time for me to take a break and recharge.

I have made arrangements for my work to be covered during my absence, and I have discussed my leave request with my colleagues to ensure that my absence does not cause any disruptions to the company’s operations. I will also be available via email or phone during my absence in case of any urgent matters.

Understanding the Different Types of Annual Leave Available to Employees

Here are seven types of annual leave that employees should consider taking advantage of. From Travel/Family Vacation and Volunteer Work to Health and Wellness and Rest and Relaxation, each type of leave offers unique benefits that can help employees destress, recharge, and pursue personal interests. So whether it’s celebrating a personal milestone, immersing in a different culture, or furthering education, there’s a type of leave for every need.

• Travel / Family Vacation : This type of leave is taken for leisure purposes, usually to travel or spend time with family members who live far away.
• Volunteer Work : Some employees may choose to take time off to participate in volunteer work or charitable activities.
• Health and Wellness : This type of leave is taken to attend to personal health or wellness needs, such as a retreat or a wellness program.
• Personal Milestone : An employee may take leave to celebrate a personal milestone such as a birthday, wedding anniversary, or other significant event.
• Cultural Immersion : An employee may take leave to immerse themselves in a different culture, such as by traveling to a foreign country or participating in a cultural exchange program.
• Educational Pursuits : Some employees may take leave to further their education or attend training courses to improve their skills.
• Rest and Relaxation : This type of leave is taken purely for relaxation purposes, such as to recharge or destress. This could include activities like taking a spa day, reading a book, or simply lounging on a beach.

7 Sample Annual Leave Application Letters for Employees

Employee requesting leave for Travel / Family Vacation:

Dear [Manager’s Name],

I am writing to request annual leave for [number of days] days, starting from [start date] and ending on [end date]. This leave is for a family vacation to [destination name], which has been planned for quite some time.

I have made arrangements for my work to be covered during my absence, and I have discussed my leave request with my colleagues to ensure that my absence does not cause any disruptions to the company’s operations. This vacation will provide a much-needed break for me and my family, and it will allow me to return to work with renewed energy and focus.

Employee requesting leave for Volunteer Work:

I am writing to request annual leave for [number of days] days, starting from [start date] and ending on [end date]. This leave is for volunteer work with [organization name], where I will be participating in [mention the nature and purpose of the volunteer work, such as community service or disaster relief efforts].

I have made arrangements for my work to be covered during my absence, and I have discussed my leave request with my colleagues to ensure that my absence does not cause any disruptions to the company’s operations. I believe that this volunteer work is an important way for me to contribute to society and fulfill my personal values, and it will ultimately benefit our team and the company as well.

Employee requesting leave for Health and Wellness:

I am writing to request annual leave for [number of days] days, starting from [start date] and ending on [end date]. This leave is for health and wellness purposes, as I will be undergoing [mention the nature and purpose of your health-related activities, such as a medical procedure or a wellness retreat].

I have made arrangements for my work to be covered during my absence, and I have discussed my leave request with my colleagues to ensure that my absence does not cause any disruptions to the company’s operations. This time away will help me prioritize my physical and mental health, which will ultimately benefit both me and the company.

Employee requesting leave for Personal Milestone:

I am writing to request annual leave for [number of days] days, starting from [start date] and ending on [end date]. This leave is for a personal milestone, as I will be celebrating [mention the nature and purpose of your milestone, such as a wedding or a graduation].

I have made arrangements for my work to be covered during my absence, and I have discussed my leave request with my colleagues to ensure that my absence does not cause any disruptions to the company’s operations. This is a special occasion that I want to fully enjoy and share with my loved ones, and it will allow me to return to work with renewed happiness and motivation.

Employee requesting leave for Cultural Immersion:

I am writing to request annual leave for [number of days] days, starting from [start date] and ending on [end date]. This leave is for a cultural immersion trip to [destination name], where I will be exploring the local culture, trying new cuisines, visiting historical landmarks, and interacting with locals to gain a deeper understanding of their way of life.

I have made arrangements for my work to be covered during my absence, and I have discussed my leave request with my colleagues to ensure that my absence does not cause any disruptions to the company’s operations. This trip will allow me to broaden my horizons, learn new perspectives, and bring back fresh ideas that could benefit our team and the company.

Employee requesting leave for Educational Pursuits:

I am writing to request annual leave for [number of days] days, starting from [start date] and ending on [end date]. This leave is for educational pursuits, as I will be attending [mention the name and nature of the educational program or course, such as a training workshop or a conference].

I have made arrangements for my work to be covered during my absence, and I have discussed my leave request with my colleagues to ensure that my absence does not cause any disruptions to the company’s operations. This program will help me develop new skills and knowledge that will benefit our team and the company, and it will also provide me with valuable networking opportunities.

Employee requesting leave for Rest and Relaxation:

I am writing to request annual leave for [number of days] days, starting from [start date] and ending on [end date]. This leave is for rest and relaxation purposes, as I will be taking a break from work to recharge and rejuvenate.

I have made arrangements for my work to be covered during my absence, and I have discussed my leave request with my colleagues to ensure that my absence does not cause any disruptions to the company’s operations. This time off will allow me to prioritize my physical and mental health, which will ultimately benefit both me and the company.

Some Basic FAQs for Taking Annual Leave 

Q: How many days of annual leave are employees entitled to?

A: The number of annual leave days employees are entitled to depends on their employer’s policies, the country they work in, and their length of service. In some countries, the law mandates a minimum number of annual leave days, while in others, it is left to the discretion of the employer. It’s important for employees to familiarize themselves with their company’s policies and relevant laws.

Q: Can an employee take annual leave during their probation period?

A: This depends on the company’s policies. Some companies allow employees to take annual leave during their probation period, while others may require employees to complete their probation period before being eligible for annual leave. Employees should refer to their employment contract or company policy handbook for guidance.

Q: How far in advance should an employee request annual leave?

A: The amount of notice an employee should give before requesting annual leave depends on the company’s policies. Some companies require employees to give a specific amount of notice, while others may be more flexible. It’s best for employees to check with their employer’s policies and plan accordingly.

Q: Can an employer refuse an employee’s annual leave request?

A: In some cases, an employer may refuse an employee’s annual leave request if it conflicts with business needs or if the requested leave period has already been allocated to another employee. However, employers should have clear policies and guidelines for annual leave requests and communicate them to employees.

Q: What happens if an employee does not take all their annual leave days?

A: This depends on the company’s policies. Some companies may allow employees to carry over unused annual leave days to the following year, while others may require employees to use all their annual leave days within the year. Employees should refer to their company’s policies to avoid losing their annual leave entitlement.

Q: Can an employee be paid in lieu of taking annual leave?

A: This also depends on the company’s policies and applicable laws. Some countries and companies allow employees to be paid in lieu of taking annual leave, while others require employees to take their full entitlement of annual leave. Employees should refer to their company’s policies and relevant laws for guidance.

These are just some common questions and answers about taking annual leave. Employees should always check their company’s policies and relevant laws to ensure they are fully informed of their rights and entitlements.

In conclusion, taking annual leave is an essential part of maintaining a healthy work-life balance. Whether it’s to travel and spend time with family, engage in volunteer work, attend to personal milestones, or pursue education and cultural immersion, there are many types of leave that employees can take advantage of. Additionally, requesting time off through a well-written and professional annual leave application letter can help ensure that the process runs smoothly and without any misunderstandings. By utilizing the sample annual leave application letters provided, employees can communicate their leave requests with confidence and clarity. It’s important for employers to encourage their employees to take time off and for employees to prioritize their well-being and take advantage of the various types of leave available to them.

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Annual Leave Email/Letter for Office: How to write and Template

Starting an annual leave request is a significant part of harmonious professional life. Taking every year, besides regular breaks, is essential for overall health. It allows employees to rest, reduces stress, and promotes better balance in work-life. It is vacation, personal obligations, or time with the family annual leave has a critical function.

In this article, we will cover the importance of annual leave, discuss what a notice letter or email for an annual leave should contain, understand how to write effective requests and share some useful tips on smooth application. So, let’s travel through the yearly leave world with faith!

Why Annual Leave is Important?

Annual leave request is a mechanism through which employees refresh, promote well-being and increase output upon resumption. Also, leaving for a time off work is essential in ensuring a productive healthy life. It gives chance to people to rest, rejuvenate and communicate with their loved ones.

The annual leave meaning goes further the paid time off work to grasp its significance of concentrating on one’s personal wellbeing. In Saudi Arabia, as in most other places, annual leave is a symbol of both balance and enjoyment.

• Through annual leave, mental health is maintained because there is relief from stress and therefore burnout.
• Additionally, it improves the post-work place return satisfaction and overall job performance.

To this end, taking annual leave in Saudi Arabia is encouraged and it helps in propagating a culture which respects the mental and physical well-being of employees. So, it coincides with the idea that a satisfied and relaxed workforce will lead to positive results in their official obligations.

To conclude, the significance of annual leave is crucial. Indeed, it is one of the vital elements of an organized work setting that ensures employee satisfaction and general efficiency.

What is annual leave notice letter/email

Annual leave which is a time that employees value helps people relax, de-stress and attend to private duties. A formal absent letter or email is the standard way of preparing for a long holiday.

• Annual leave request is the official process of asking for permission to take time off.
• What is annual leave? It is a dedicated time off for workers, unlike other forms of leave.

Writing annual leave email or letter requires a straightforward approach. First, use a formal tone to address the recipient with an indication of what your communication aims at doing. State the period desired and commencement as well as termination dates. Additionally, make a short reason for the leave, being transparent.

The most important is to convince the employer that all obligations will be properly handled during the absence. Where there is a standard form for such requests, make sure that the same attached or is referenced. The communication should conclude politely, and thanks for the request consideration should be noted.

Basically, the said notice is a formal application for an extended period off from work. Moreover, it allows employees to report and ask for time off allowing organizations to maintain a clear, organized workflow in the workplace.

Keep in mind that as you are writing your annual leave email or letter, make it clear, transparent and formal. Also, this guarantees easy workflow for the employee and the employer promoting a good workplace atmosphere.

How to write an annual leave letter/email

Creating a convincing annual leave request will ensure that your absence is effectively managed. Here is a concise guide:

• Introduction : Start off with a beautiful greeting, for instance; “Dear [Mr./Mrs.] [Recipient]”. Clearly name your position and department.
• Clear Purpose : Specifically, declare the goal of your letter: an annual leave request. State the beginning of the leave and its end date.
• Reasoning :  Please provide a short rationale for your annual leave request while respecting the proper communication which shows professionality. However, ensure the rationale supports company policies and is appropriate for open conversation.
• Task Coverage : Present a draft of the outline on plans for task coverage during your absence. Report team members or your colleagues who will take up these responsibilities.
• Contact Information : Provide contact information for emergencies. So, be sure that you inform of your availability throughout the leave.
• Polite Closing : The last sentence should be a polite closing phrase such as “Best regards” or “Sincerely”. Express gratitude for the consideration of your annual leave request.
• Signature : Sign off using your full names professionally. Also, state your job title if necessary for better understanding.
• Formatting : To have a clear and precise format. So, use space and font to make it look more professional.
• Proofreading : Check the letter/email for mistakes. Ensure that the details and dates of all important matters as well as names are correct.

In summation an annual vacation request letter should be crafted with a high level of accuracy. So, following these steps ensures a proper writing of the letter which increases chances for an approval request.

Tips to keep in mind before submitting an annual leave application

Indeed, smooth annual leave request requires a careful preparation. Consider these essential tips:

• Plan Ahead: Plan your leave in advance enough to allow for appropriate planning and processing.
• Check Policies: Become familiar with the corporate policies to write a successful annual leave request letter.
• Communicate Early: Inform your team and supervisor early fostering bonds of understanding and collaboration.
• Reason Clarity: Make it clear the need for leave, thereby encouraging honesty and easy approval.
• Work Handover: Design and carry out a detailed handover of work activities to cover your absence.
• Follow Procedure: Follow the process of company for which it can be an email or formal letter.
• Consider Team Impact: Be careful of the dynamic in a group and too much pressure on colleagues.
• Professional Tone: In general, have a formal attitude in your request annual leave email or letter for better effect.

To wrap up, your annual leave application success relies on the attention to detail and effective communication. Therefore, following these tips promotes smooth and acceptable leave request.

When it comes to requesting time off, consider Pittant, a leading HR and Payroll software in Saudi Arabia . It brings innovation to simplify processes, enhance employee experiences, and ensure secure data access. Easy to learn and equipped with strong security measures, Pittant stands as a helpful companion in managing leave applications.

Annual leave request email template

A good annual leave request email is important when one wants to apply for a leave as it will help them in communication.

Subject: Annual Leave Application

Dear Mr./Ms. [Recipient’s Name],

I trust this email finds you well. I am writing to submit my annual leave request for the period [start date] to [end date].

In the period I plan to [reason for leave], and assure you of a full accountability of my responsibilities handed over my colleague [colleague]’s name.

If necessary, you can contact me using [contact details]. Your knowledge and consent of this request is much appreciated.

I appreciate your immediate response to this issue.

Best regards,

[Your Name]

In general, this template is a structure to a balanced and polite annual leave application. Adapt it to your unique circumstances while keeping a seriously thankful tone throughout.

Annual Leave Request Letter Template

Writing a precise and structured holiday letter is essential for prompt approval of vacation. Let’s explore a helpful template:

Dear [Supervisor’s Name],

I am writing to formally submit my annual leave request. As an [Your Job] in the [Your Department], I wish to have authorization for [X] leave days starting on from [Start Date] to [closing date].

In my absence, I have delegated to [Colleague’s Name] the duties that had fallen upon me. This guarantee flows smoothly as the project ceases workflow. I assure you of proper control while in my absence.

I have calculated my leave balance used to date and this corresponds with the annual credit remainder available. Also, I am sure that this will not affect our operations in the team.

Thank you for considering my request. I am convinced this would not affect the team negatively, and also promise a smooth ground before during as well after my leave.

If any other information is needed, please approach me on [Your Contact Details]

[Your Full Name]

[and Your department]

Remember to personalize the template with your specific details, maintaining professionalism and clarity throughout.

Annual Leave Request Email Example

Subject: Annual Leave Request

Dear Mr. Johnson,

I hope you’re doing well. Please authorize my annual leave from June 1st to the 21st of June. The reason for this holiday is spending more time with my family; I need a basic break and Rest to gain strength.

In this period, I have liaised with Sarah and she will manage the aspects of my daily routine that are in need of her attention.

All pending work needs have been addressed and I have written a document describing current projects. This guarantees a seamless transfer which results in minimal disturbances to our work pattern.

I double-checked to make sure that my annual leave request is consistent with the balance of remaining allowances. Also, for any important issues taking place while I am away, you may contact me via my personal email [John Smith’s Email].

I value your comprehension and swift attention to my appeal.

Annual leave request letter Example

Dear Mr. Davis,

I trust this message finds you well. I’m writing to formally request my annual leave.

I plan to take a break from June 1st to June 15th to recharge. To ensure a smooth transition during my absence, I’ve coordinated with Mr. Andrew, who will manage my responsibilities.

I’ve organized my workload to complete pending tasks, aligning with my available annual leave balance and company policies.

In case of any urgent matters, feel free to reach me at [Emily’s Phone]. I appreciate your understanding and swift consideration of my request.

Emily Johnson

Sales Associate

Sales Department

15 May 2024

In conclusion, learning how to write good annual leave request is essential for a smooth process. Thus, as you develop your request ensure that you are clear and specify the dates of your leave and whether an alternative arrangement was made for your duties.

Writing a structured annual leave request helps to prevent disruptions in the normal work routine. Indeed, it undoubtedly speaks for professionalism and respect towards your team members.

Furthermore, knowing your company’s rules and what leave you have left over is important. So, this assures that your request for annual leave complements the set rules.

In addition, provide solutions for the time you will be away throughout. Either in recommending a fellow to take on your tasks or stating what you intend to finish before your annual departure, proactive communication reinforces your leave request.

Finally, thank them for giving your request a consideration. A pleasant and thankful tone helps to sway the decision-making process. Therefore, the best-made annual leave request proves your responsible attitude towards keeping workflow in balance while you are away.

Need more details about annual leave request? Reach out to Pittant . email us at [email protected] for assistance. Connect with our representatives for any inquiries!

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• How to Write a Leave Application Letter [+5 Letter Samples]

The need to write a leave application letter could arise for a number of reasons . So your son is ill and you need to stay home to take care of him. Would management even let you go? How do you get this drafted? It’s not like anybody is allowed to just travel right? 

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 or 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 time 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.

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. I would be able to come back after my complete recovery and serve your firm again with the same vigilant and attentive inclination. I hope you take my plea into consideration and allow me a leave of absence for a month. I shall remain indebted to you for this kindness.

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. I believe it is a once in a lifetime opportunity for me to fulfill my dream of studying abroad.

I am committed to continuing my services to the department after receiving higher education in (Country name). I shall be indebted to you for approving my leave application for the study program.

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 committed to [company name] and I am happy to work here. I am planning to resume my work at [company name] once I earn my degree, by then, I will be more knowledgeable, motivated, experienced, and more committed.

I do believe that this move is beneficial for both me and the organization. I plan to enroll in late September. 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.

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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Annual Leave Application Letter

Dear [Manager's Name],

I am writing to request [number of days] days of annual leave starting from [start date] to [end date]. I have completed my work assignments and made arrangements for my colleagues to cover my responsibilities during my absence.

I have been working diligently for the past [number of months/years] and feel that it is time for me to take a break to recharge and rejuvenate. I believe that taking this annual leave will enable me to come back to work refreshed and with renewed vigor, which will enable me to be more productive and efficient.

I have attached a leave request form with this letter, which outlines the dates of my requested leave and the reasons for my absence. Please let me know if there is any additional information that you require.

Thank you for considering my request. I look forward to hearing from you soon.

[Your Name]

Your favourite senior outside college

Home » Job Tips » Career Advice » Leave Application for Office

How to Write Leave Applications for the Office? [with Format & Samples]

Taking some days off work is undeniably important because everyone needs to take leaves at several uncontrollable times. In fact, research shows that employees who make use of their annual leave tend to be 40% more productive. This is because they’re less prone to irritability, depression, forgetfulness, and fatigue than those who don’t take any time off. It just goes to show you that sometimes it pays off in terms of productivity when you give yourself some rest. In this blog, we’ll help you get your well-deserved time off work by showing you how to write a leave application for office that cannot be rejected.

Table of Contents

How to Write Leave Application for Office?

To ensure your leave application for office is written professionally and includes all the key information, follow these guides on how to write a leave application for office. Additionally, to learn how to communicate professionally in a corporate office, you can pursue a business communication skills course . 

1. Understand Your Organization’s Policy on Leave

It is important to review your company’s leave policy and rules carefully before planning a vacation or any other activity that requires taking time off. Understand your entitlement to various types of leaves offered by the company, including earned and casual leaves. Also, understand their eligibility criteria.

2. Add the Subject (Purpose) of the Application

This is where you state why you are submitting an application for leave. You should specify what type of leave it is, such as a vacation or sick day request.

Also Read: Application For Sick Leave

3. Include Salutation and Receiver’s Name

Here, include who the letter is addressed to, which could be your boss or a specific individual in the Human Resources team.

4. Mention Reason for Taking Leave

Explain in detail why you require this time off from work including events like medical appointments/treatment that require absence from the workplace etc. This way, your superior understands fully without leaving any doubt the reasons you’re requesting this time off.

5. Specify the Number of Leaves Needed

Employees should indicate the dates that they will need to be away from work. This includes both the start and end date of their leave period.

6. Include a Work Plan During the Absence

Employees can create a plan for their absence, outlining tasks to be completed before they leave. They should also provide detailed instructions on how to execute daily duties in case of emergency when not present at work and offer training and knowledge transfer to any substitutes during the period away from duty.

7. Add Contact Information

Employees must supply their up-to-date contact details in order to be reachable by co-workers during any emergency situation. To ensure minimal disruption or loss of productivity due to said absences, employees should remain available via phone/email if needed.

8. Use Polite and Professional Language

Express your request for leave in a respectful and professional way. Be sure to keep an appropriate tone throughout the conversation, using phrases such as “Please,” “Thank you” and other polite words that demonstrate respectfulness.

Ask politely rather than demanding support, being mindful of how decisions might affect both parties involved. Show appreciation if granted permission by expressing gratitude with statements like “I am very grateful” or “I would be most obliged”.

9. Conclude Professionally

End your leave application with a polite closing phrase such as ‘Warm Regards’, or ‘Yours Sincerely’, followed by your name. If you are sending a hard copy of the leave request make sure to sign it at its end for added authenticity.

10. Proofread Your Leave Application

Review your leave letter for any mistakes. It might be helpful to read it aloud as this can help pick out typos, grammar issues, and anything else that doesn’t sound quite right. Additionally, check that the dates you have specified in the document are correct and make sure all of the information is accurate before submitting it. Make adjustments where needed so that there are no errors in your application.

Also Read: Half Day Leave Application

Sample Leave Application Format for Office

This is a sample format of a simple leave application for the office that works for different types of leave applications.

1. Sample for Annual Leave Application

Everyone deserves a break to recharge and rejuvenate. Use this sample annual leave application letter for office to request time off from work, to get your well-deserved vacation or personal time.

2. Sample Maternity Leave Application

If you’re going to have a baby soon, it is necessary for you to take some time off work. Here is a sample maternity leave application to inform your boss about your absence.

3. Emergency Leave Application Sample

Emergencies are usually unpredictable. An unexpected circumstance can arise at any time, requiring immediate time off from work. Here’s a sample emergency leave application for office to notify your employer about your urgent absence.

4. Sample Leave Application for Office for Personal Reason

If you wish to take a leave of absence from the office due to a personal reason you do not want to disclose, you can write an application in the following format.

5. Sample Medical Leave Application for Office

If you are suffering from an illness or sustained any injuries and are unable to work for some time, you can submit a medical leave application. Here is a format for the same:

6. Sample Three-Day Leave Application for Office

Here is how you can write a three-day leave application to attend a wedding:

You can check out more marriage leave application samples to write an application for different scenarios. 

When you need time away from work, it is essential to submit a well-crafted leave application for office. Make sure your request follows all guidelines given by the company and includes vital information such as why you are requesting time off, etc. Employ polite language in your letter and make certain that everything has been checked twice so there are no mistakes present.

Are you ready to write a professional leave application now? Share with us in the comments below some other scenarios where you can use the above-mentioned leave application samples. Read more on leave applications, get to know what is privilege leave to check if you have it as part of your benefits package.

If you are taking a leave due to an illness, injury, medical condition, medical emergency in a family, or childbirth, you should provide a medical certificate with your leave application.

You can address the leave application email to your manager by writing, “Hi [Manager’s Name], I am writing to request leave from [date] to [date] due to [reason]. I have completed most of my current tasks and have coordinated with [Colleague’s Name] for pending tasks. In case of an urgent matter that requires my attention, you can contact me at [email address]. Thank you for your understanding.

If you plan on taking a leave of absence, submit an application well in advance, four or five days before the decided date. If it is due to an emergency, try to inform your manager or supervisor as early as possible.

To draft a leave application for personal reasons write, “Dear [Manager’s Name], I am writing to request a leave of absence due to personal reasons. Please grant me a leave from [date] to [date]. Thank you for your understanding.

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Harshita is an English Literature graduate from the University of Delhi with 3 years of experience in Content Writing and Editing. Dedicated to her craft, she loves creating magic with words. She is a big fan of hoarding cute planners and journals and can be seen watching FRIENDS (almost EVERYTIME) in her spare time. Her meticulous attention to detail makes her stand out from the crowd. A typo epidemic is her worst nightmare!

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Leave Application Letter Sample | How To Write A Leave Application Letter | Leave Application For Office | Sick Leave | Maternity Leave | casual Leave, Etc.

Looking for a sample leave application format? 

We got you. In this article, you’ll find some detailed instructions on writing a leave application letter, school leave application, sick leave application, and other leave application formats. 

A leave application letter is a formal way of asking for a leave of absence from work, school, or office for a specific period of time. 

You may be a student or a working professional, Taking a leave of absence without your supervisor’s permission is not allowed. 

There are several rules and regulations that we all need to follow. If you need a break for personal reasons or need to attend to important work, you may have to apply for a leave. 

Writing a leave letter is simple. By the end of this article, you’ll be able to write a professional leave application letter by yourself. 

You must submit a handwritten leave application or send an email to your supervisor if you need a leave of absence.

If you do not want to leave to be rejected, You must keep the following things in your mind before writing a leave application letter. 

• Your leave application letter should be precisely dated. 
• It should be brief and to the point
• The reason for the absence should be genuine and clearly explained.
• The duration of the leave must be justifiable

How to write a leave letter?

A leave letter should be properly formatted and addressed to the right person. 

Here is a list of essential parts of a leave letter. 

• Date: a leave application letter must be properly dated for the records
• Recipient details : your leave letter must be addressed to the right person and department. Do not forget to mention the correct details of your supervisor or HR manager. For example name, designation, department, etc.
• Subject: the subject line of your leave letter is an essential part. Write a brief one-liner in your subject line starting with “leave application…”
• Salutation: a letter or an email must start with a proper salutation. For example “Dear sir, Dear Madam, Dear Raman, Dear Mr. Sharma (First Name or Last Name, if you know the recipient) 
• Letter body: The body of your application letter must contain a maximum of three paragraphs. It should be concise, to the point and polite. 

The body of your leave letter should not be too lengthy.  

The body must contain your own details like name, employee ID, department, etc. 

It must contain the reason for your leave request, duration, and details of the person who would be taking care of your work in your absence. 

Also, you must express gratitude towards your supervisor for taking the time to read the application and granting you the leave.

Finally, the closing lines should inform the supervisor of your availability in case of urgency and your contact details. 

Types of leave application

• A nnual leave letter : Annual leave applications are written to request to utilize pending leaves by the employees. People use annual leave to plan a long vacation, tour, etc.
• Maternity leave letter : You might have to write a maternity leave application in case you are expecting a child. Speak to your HR manager before applying for maternity leave. Every company has a certain number of days reserved for a paid and unpaid maternity leave. 
• Paternity leaves letter : every father wants to spend a few days tendering his newborn. Speak to your HR manager to find out the number of days allowed for paternity leave. Plan your leaves accordingly. 
• Casual leave letter : At times, we have to take care of our personal things. In such situations, you have to write a casual leave application. Speak to your HR manager to find out the number of days allowed for casual leave. You can plan your leaves accordingly. 
• Sick leave letter : we write a sick leave in case we are not feeling well. These leaves are uncertain and mostly unapproved in advance. 
• Emergency leave letter : These certain times when things go south and we need emergency leave. These leaves are unapproved in advance and must be written accordingly. 
• Vacation leave letter: not every vacation is planned. But if there is one, we need to write a vacation leave application. We need to apply well in advance for such leaves. 
• Half-day leave letter: we write a half-day leave application when we have to take care of something personal that came up during the working hours. 

Annual Leave Letter Format – leave application to boss #1

Dear (Recipient’s Name)

Designation, Department

Sub: annual leave application letter

I’m writing this letter to request a 10-day annual leave starting from 10th Oct to 20th Oct 2020. I would like to utilize my annual leave quota of 21 days for these leaves. I am planning to go on a short vacation with my family. 

In my absence, my colleague, Mr. Gupta will be taking care of the operations. In case there is an urgent need, please feel free to reach me on XXXXXXXX or email me at [email protected]

Please consider my leave request. Thank you for your time. 

Yours sincerely

(Your Name)

Leave application sample #2

Date: 

Mr. Morningstar

HR Manager,

HCL, Mumbai

Mr. Peter Parker,

Assistant Manager,

Sub: Leave application for personal reason

I humbly request you to grant me a 5 day leave starting 15th oct to 20th oct. I have recently purchased a small piece of property and I need a few days to complete the legal work. 

Meanwhile, Mr. Superman will be sharing project information on my behalf.

Should you need any further information, please feel free to reach me on xxxxxxx or email me on [email protected]

I request you to consider this leave request and provide me a 5 day personal leave. 

Yours sincerely,

Maternity leave application letter format #3

Mr. Tony Stark,

HR Manager, Stark Corporation

Subject: Maternity leave application

I, Adriana working as a customer support executive in the customer service department, would like to apply for maternity leave starting from 10th sept 2020 till 1st march 2021. 

As I am entering the ninth month of my pregnancy, my doctor has advised  me to have a complete bed rest. My due date is XXX. and after that i’ll have to stay at home to take care of my baby for a few months. Kindly approve my maternity leave for the period of start date – end date. 

As I will be away for a period of 6 months, I request you to arrange a replacement for my position. In case of any urgency, please feel free to reach me on XXXXX or email me on [email protected]  

Also, I have enclosed my medical certificates and a letter of recommendation from our family doctor for your records. 

Thank you for your consideration and I request you to grant me a maternity leave for the period mentioned above. 

Yours Sincerely

Paternity leave application letter #4

Subject: Paternity leave application letter

Dear Mr. Rao,

I would like to apply for a paternity leave starting from Date to date. I wish to inform you that my wife, (Name) is nearing her due date i.e. 15th of march. Therefore, I wish to utilise my paternity leave as per the paternity leave policy. 

As I will be unavailable for the period of 30 days  starting from 10th march, I have assigned my duties to Mr. shah. I will be avilable on xxxxxxx and xxxxx for this period. 

Thank you for your kind consideration. 

Medical leave application letter for office employee #5

Martin Luther King,

HOD, Project Managment Team

Google Corporation

Sub: Medical leave application letter

Dear Mr. king,

This is to bring to your notice that, I have met with an accident on 10th or november. I have a small fracture on my left leg and I’m scheduled to undergo a minor leg surgery on 13th or november. The doctor has advised me a complete bed rest for a period of 1 month. I will be mostly available after my 15th of december to resume work. 

I have enclosed all the necessary documents including a letter of recommendation from my doctor. 

I regret the inconvenice and I’d like to request you to consider this medical leave application.  

Thanking you,

Yours faithfully.

Jack Harper

Casual leave application format # 6

Subject: Casual leave application 

Dear Ms. Adriana

I, Jack Harper would like to request a five day casual leave starting from 10th march to 15th march. I have to urgently visit my hometown to attend a marriage of a close relative on 12th of march.

I’ll be leaving tonight at 10.30 PM. I will be to resume my work from 16th march. If you need any assistance I shall be available on xxxxxxx and xxxxxxx.  Besides, my team member mr. gupta will be taking care of my responsibilites in my absence. 

Yours Sincerely,

Sick leave application for office #7

Sick Leave Application Letter

Bhaskar reddy,

General Manager,

Montreal energy Ltd. 

(date). 

Mr. tom Hank,

Director Sales,

Montreal Energy Ltd.

Sub: Sick leave application

Dear Mr. Hank,

I am writing this letter to apply for sick leave following my illness. I am experiencing extreme pain in my left shoulder and chest from last few days. My doctor had advised me take a few tests and based on the reports i’m supposed to be admitted to a hospital. 

I have enclosed a medical certificate and a letter of recomendation from the doctor for your reference. I’m sure post my recovery i’ll be back with a renewed energy. 

Please let me know if you need any other documents. I am available fulltime on xxxxxxx. Please feel free to contact me in case of any emergency. 

Kindly consider the leave request on urgent basis. Thank you for your time.

Yours 

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Annual leave application is a common occurrence in any business or organisation. Whether planning a holiday, addressing personal matters, or simply needing some rest, it’s important to know how to craft an effective leave application letter to seek time off work professionally. 

This all-inclusive article will help you draft an ideal leave application letter, outlining its format, examples and essential tips.

Understanding Annual Leave

It is often known as vacation leave, a benefit employers provide that allows employees to take time off from work for personal, recreational, or family reasons. Writing an effective annual leave application is important when taking time off work.

Annual Leave Application Letter Format

Your annual leave application letter should be concise, clear, and professional. Here’s a format to follow:

1. Date and Contact Information

Start with the date at the top left corner of the letter. Below it, include your contact information: your full name, job title, employee ID (if applicable), and your department.

2. Employer’s Contact Information

Skip a line and then include the contact information of your employer or HR department, including the recipient’s name, company name, address, and contact number.

3. Salutation

Address your employer or HR representative by their name (e.g., “Dear Mr. Smith” or “Dear [HR Manager’s Name]”).

4. Subject Line (Optional)

Include a brief subject line that highlights the purpose of your letter, e.g., “Annual Leave Request.”

5. Opening Paragraph

Begin with a polite and concise opening statement. State the purpose of your letter: to request annual leave for a specified duration.

6. Main Body

In this section, provide essential details:

• The specific dates of your intended leave.
• Mention if you’ve made any prior arrangements to ensure workflow continuity during your absence.
• Highlight the reason for your leave, if necessary.

7. Closing Paragraph

Express your gratitude for considering your request and mention your willingness to discuss further details if required.

8. Complimentary Close

Use a professional closing, such as “Sincerely” or “Yours faithfully.”

9. Signature

Leave space for your handwritten signature above your typed name. If sending the application via email, a digital signature will suffice.

Tips for an Effective Annual Leave Application Letter

Crafting a persuasive annual leave application is crucial for work-life balance . This brief guide offers important information to help you write a convincing letter for your time off.

• Plan: Request leave well in advance, especially for peak vacation periods.
• Be Clear and Concise: Write it, indicate the expected dates for your absence, and specify why you are going on leave.
• Check Company Policies: Look at your company’s leave entitlement scheme to see how annual leave is granted.
• Provide Adequate Notice: Be sure to submit your application in good time to enable your employer to prepare for your absence.
• Offer Solutions: Suggest solutions or arrangements to ensure minimal disruption during your leave.
• Follow-Up: Once you have submitted your request, check in with your supervisor/HR department to verify that it has been received and processed.

Annual Leave Application Format and Samples

Discover practical and user-friendly annual leave application samples to assist you in crafting your leave request with professionalism and ease.

Sample 1: For Vacation Leave

A vacation annual leave application is a formal written request submitted by an employee to their employer, seeking permission to take time off from work specifically for a planned vacation. 

It serves as a means of communication and documentation between the employee and the employer to ensure that the leave is well-managed and approved according to company policies.

Annual Leave Application Format for Vacation Leave

Here is a sample example of annual leave application for vacation:

Sample 2: For Personal Reason

A personal reason annual leave application is a formal written request made by an employee to their employer, seeking permission to take time off from work for reasons unrelated to vacation or specific events like bereavement or medical leave. 

These personal reasons can vary widely, including attending to family matters, personal appointments, or handling urgent personal affairs. It allows employees to balance their work responsibilities with important personal obligations.

Annual Leave Application Format for Personal Reason

It’s important to have a correctly written request for an annual leave. Whether it is vacation or any other reason, you need to follow the right format and offer helpful information so that your request is considered professionally and timely. Try planning, communicating clearly, and offering solutions to help smooth this process.

FAQs on Annual Leave Application Letter

Q1. what is an annual leave application letter.

An annual leave Application Letter is a formal request for a worker who may want to take breaks from their job, probably due to holidays or any personal matter that requires his physical presence.

Q2. How Should I Format an Annual Leave Application Letter?

The sender’s address, the date, and the recipient’s details are necessary. Have a subject line; use a transparent opening paragraph; have tips in the main body; be grateful in the closing paragraph; close professionally and sign.

Q3. Is There a Specific Format for an Annual Leave Application Form?

The format may change, but an annual leave application form usually comprises personal details, leave beginning and end date, purpose of leave and supervisor’s consent.

Q4. How Do I Write an Effective Annual Leave Application Letter?

When writing a leave approval letter, specify the leave dates and reasons, give recommendations for ensuring smooth processes while you are away, and always adhere to company rules.

Q5. What’s the Importance of Using the Right Annual Leave Application Format?

Doing so converts a request into a clear, properly structured proposition that is easier to grasp for the employer and likely to result in the granting of leave as soon as possible.

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• School Education /

5 Steps to Write an Annual Leave Application Letter

• Updated on  
• Mar 19, 2024

Working professionals are required to submit an online email to their respective employees when considering taking any type of leave. To write an annual leave application letter, you need to highlight the cause of your leave, the dates on which you will not be available, and other necessary details. The duration of annual leave is long and they are also at the same time paid. Are you also planning to take an annual leave and are struggling to write an annual leave application letter? If the answer is yes, then this blog will surely help you! 

How to Write an Essay in English ?

Table of Contents

• 1 What is an Annual Leave Application Letter? 
• 2 Annual Leave Application Sample  
• 3 Format of the Annual Leave Application Letter
• 4 Things to Keep in Mind While Writing an Annual Application Letter 
• 5 FAQs 

What is an Annual Leave Application Letter? 

The leaves accrued by an employee over some time and used together for personal reasons like – travelling, attending a function, etc. is called annual leave. The annual leave is paid in nature and the employee reserves the right to use the leaves according to their will. However, before deciding to take annual leave it is generally advisable to go through the company’s policy and know the rules and regulations when it comes to annual leave. 

Annual Leave Application Sample  

Must Read: Application for sick leave – format, and sample 

Format of the Annual Leave Application Letter

To write a good application letter it is very important to know its format. Therefore, make sure while writing an annual leave application letter you follow the following format: 

Date – It is the first thing you need to write while writing an application. The date is always written on the top left corner and remember it has to be of the day you are going to send the application to the concerned person. 

Receiver’s address- After the date, you need to write the address of the receiver. This is also written on the left-hand side of the application without leaving any space between the margin. In addition to the address you also need to write the name of the company. 

Subject line – The subject line has to be very concise, not more than 5-6  words which should summarise in a few words what the application is about. Also, make sure that you capitalize each word in the subject line leaving the joining words like – and, the, etc.

Salutation – The next thing is to greet the concerned person with the words – Respected, Dear, Hello, etc. which will depend on your rapport with your manager. Remember if your company asks you to address your manager by their first names then avoid using sir or madam. 

Introductory paragraph – The introductory paragraph should not be more than 3 lines. Make sure you mention details like your name and the position you are working at. Simply put, the introductory paragraph is all about telling basic details about yourself and the reason behind writing the application. 

The body – The middle paragraph or the body of the application should contain a few more specific details about your leave like the dates you will be taking a leave. Make sure you don’t write any unnecessary information. 

Concluding paragraph – The concluding paragraph of the application is all about humbly requesting your manager to grant you leave. Remember to always use a professional tone in order to avoid being rude. 

Sign off- After completing the application make sure you sign it off with words like – yours sincerely, yours faithfully, best or you can even use the word- cheers, following which you need to write your name and mobile number. Remember you should use informal words like cheers if you have a little informal bond with your manager. 

Things to Keep in Mind While Writing an Annual Application Letter 

In order to write an effective annual application letter one should always keep in mind the following things:

1) First go through the policy of your company in regard to annual leave and then write the application accordingly.

2) The tone of the application should be such that you are asking for the permission of the manager instead of telling them about the leave.

3) Make sure you also speak in person about your leave with your manager and confirm whether the leave has been approved.

4) Don’t forget to keep a copy of the application for future reference.

5) Remember that while writing the application you shouldn’t expect beforehand that your leave will be surely approved as your boss reserves the right to deny your request if the working of the team is going to get affected due to your absence. 

Must Read: Casual leave application – Format and Examples

Must Read: Leave application format for school, college, or office

Ans: A formal leave application is a letter written in a professional and formal tone to inform the concerned authorities about the leave one is planning to take.

Ans: To write an application for annual leave one should keep the following points in mind- a) Avoid any unnecessary information and keep the application short. b) Always write in a professional and humble tone to avoid being rude.  c) Do not write more than 3 paragraphs and each paragraph should not be more than. d) Remember you don’t need to share personal information if you are not comfortable just stick to the specificity of the details.

Ans: Refer to the format for writing a formal leave application. The two things that you should always keep in mind are that firstly the application should be concise and second, always maintain a professional tone.

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Prachi has 1.5 yrs of experience in Content & Copywriting. Her skills entail SEO, researching, brainstorming marketing campaigns, suggesting content ideas, graphic designing, Keyword research, understanding user intent etc. She thrives on a work culture that helps her unlearn redundant ways of thinking. Besides this, she always has her binoculars on looking for good books and music recommendations, cocktails and world history.

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Published In: Letters

Writing a Leave Application for Office (Samples & Examples)

A leave application is a professional way of requesting to be absent from work for a specific period. There are various ways of addressing your concerns to your supervisor. There are rules and features that should be included in the application when sending a formal leave application email.

Leave applications should be genuine, brief and should have enough details explaining why you are requesting for a leave. The reason why you are requesting for a leave will determine whether your leave request will be accepted or not.

What is a Leave Application for Office?

A leave application for office describes an employee’s situation of why they won’t be able to work at the office. The applications are usually made by employees when they want to be granted official leave to be absent from work.

Most organizations require that the employees before setting off for their leave if they have a problem to contact the HR to help them solve it either manually or by drafting it in an application.

For an employee to go for a leave, they must first contact their supervisor to make an appointment or meeting request so that they can be able to discuss their issues before being provided with a leave application for acceptance.

There are two different types of leave applications:

• E-mail format
• Letter Format

What to Include in a Leave Application (Letter Format)

• Recipient’s name and address: write the name and address of the person you are sending the letter to
• Subject line: write a great subject line and include any other details to make your letter easy to understand. You can use soothing like “Leave application…”
• Salutation: salute the recipient appropriately. Use their last name and title
• Body: in the body of your letter, state the reason why you would like to be granted leave, the duration of your unavailability, your point or mode of contact incase of any issues and whom you have delegated the work to
• Thank you note: thank the recipient for taking their time to consider your leave application
• Complimentary closing: use a formal closing to conclude your letter
• Your name: write your name in full and your job title
• Date: add the date of writing the letter i.e. current date

What to Include (E-mail format)

• Salutation: add the recipient’s name and title
• Body: state the reason why you would like to be granted leave, the person you have delegated your duties on, and for how long will you be unavailable.
• Complimentary closing: use only a standard closing
• Name: include your name and job title at the end

Key Areas to Cover

• Salutation: when writing make sure to properly salute the recipient by writing their name and title
• The subject of your application: to make it easy to the recipient to find your letter specify your reason for writing in the subject. You can also mention the type of leave that you are applying for.
• Reason for taking the leave: specify your reason for taking leave from work e.g. health, urgent work or family emergency. One can basically be granted leave for any situation that they are in as long as it is valid.
• Duration of the leave: make sure to include the specific dates that you would like to be allowed to not report to work. Make sure that you are as specific as possible when writing the dates
• Work plan during leave: whom will you be allocating all the duties and responsibilities and work load that you have?Make sure to specify this clearly, as employers wouldn’t like to have any pending work when you are on leave.
• Contact information: provide your contact information for urgent communications. You can also provide your alternative phone numbers so that in case you can’t be reached using your official number they can always use the alternative numbers.
•   Signature: ensure that you sign the leave application to show the recipient that you are indeed aware of the document.

Leave Application for Office Templates

If you are looking to draft the best leave application letter for office, then you are in the right place. Download our free and premium templates to help you find the right words to put into your leave application letter. After downloading, makes sure to include the right details and tailor the letter to suit your application.

Here are a few things that you should include in your leave for office application: The recipients address The subject of your application The reason behind your application for leave The requested leave duration Your emergency contact information Your signature

Start by sharing your issue with a co-worker or HR and get someone who can handle your workload during your absence. Mention the person to whom you will be delegating the work in your application. Mention when you will be back from your leave. Thank the recipient for taking their time to consider your leave application.

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12 Leave Letters For Work (With Examples)

When you need time away from work for any reason, you will need to provide your employer with a formal leave letter. A leave letter informs your employer of your absence from work and provides details of your expected return. Depending on your particular situation, you may need to write an annual leave letter, a maternity leave letter, a paternity leave letter, a sick leave letter, or a study leave letter. Whatever your reasons for needing time away from work, it is important to know how to write a leave letter that is professional, clear, and concise. In this article, we will provide you with templates and examples of different kinds of leave letters to help you get started.

Leave letter for being unwell

Dear [Name of manager],

I am writing to inform you that I am unwell and will need to take a day off from work. I am feeling very weak and have been experiencing mild fever and body ache. I am not in a position to come to work today, and I apologize for the inconvenience this may cause.

I am taking the necessary precautions as suggested by my doctor and will be back to work in full health as soon as possible.

[Optional] I have also requested my doctor to provide a sick note for the same, which I will submit to you as soon as I receive it.

Thank you for your understanding.

Sincerely, [Your Name]

Leave letter for a family event

I am writing to request a day off from work on [date]. I am planning to use this day to attend a family event that has been planned for some time. It is very important to me to take part in this event and I am confident that I am able to make up the hours missed by working additional hours over the next week.

I am aware of the workload that needs to be completed and I am confident that my absence will not negatively affect the progress of our projects.

[Optional] I am also aware that I must provide proof of the event, and so I am including a copy of the invitation.

Thank you for considering my request. I am looking forward to hearing from you.

Leave letter for a doctor’s appointment

I am writing to request a day off from work on [date]. I have scheduled a doctor’s appointment for a medical issue that I have been having for some time. It’s necessary that I now visit the doctor to have it looked at.

I am confident that I can make up the hours missed by working additional hours over the next week. I am also aware of the workload that needs to be completed and I am confident that my absence will not negatively affect the progress of our projects.

Letter Letter for attending a volunteer event

I am writing to request a day off from work on [date]. I am planning to use this day to take part in a [volunteer event]. I feel it is important to give back to the community and I believe that this event will be a great opportunity to do so.

Leave letter for a surgery

Dear [Name of Manager],

I am writing to inform you that I am requesting a leave of absence from work for the next two weeks. I am having surgery for a medical condition and need to take the necessary time to recover.

I am hoping to return to work by [date]. Thank you for your understanding, and I apologize for any inconvenience this may cause. Sincerely, [Your Name]

Leave letter for a family trip

Dear [Name of Manager], I am writing to inform you that I am requesting a leave of absence from work for the next two weeks. I am going on a family trip to [location] and need to attend. I will to return to work by [date].

Thank you for your understanding, and I apologize for any inconvenience this may cause.

Leave letter to complete a professional course

I am writing to inform you that I am requesting a leave of absence from work for the next two weeks. I am taking a course to further my professional development and need to attend the classes. I am hoping to return to work by [date].

Thank you for your understanding, and I apologize for any inconvenience this may cause. I am confident that the course will help me do better at my role once I’m back.

Leave letter for a vacation

I am writing to inform you that I am requesting a leave of absence from work for the next two weeks. I am taking a much needed vacation and need to take the time to relax and rejuvenate.

I will return to work by [date]. Thank you for your understanding, and I apologize for any inconvenience this may cause. Sincerely, [Your Name]

Leave letter for the death of a relative

I am writing to inform you that I am requesting a leave of absence from work for the next two weeks. I am attending a funeral for a relative and need to travel out of town to attend.

I am hoping to return to work by [date]. Thank you for your understanding, and I apologize for any inconvenience this may cause.

Leave letter for visiting a government office

I am writing to inform you that I will need to take a day off from work on [date] in order to visit a government office. The purpose of my visit is to [explain details of why you need to visit the government office]. I understand that this leave is short notice and apologize for any inconvenience.

I will try to be available on phone while I’m away.

Thank you for your understanding and support.

Leave letter for maternity leave

I am writing to inform you that I will be taking maternity leave from [start date] to [end date].

I have been with the company for [length of time] and I am excited to start this new chapter of my life as a mother. I am grateful to be able to take this time off to spend with my new baby and family. I am confident that I will be able to return to work on [end date] and I am committed to providing the same high quality of work that I always have.

My team will be in good hands while I am away and I will be available to answer any questions via email or telephone. I am looking forward to coming back to work and continuing to contribute to the success of the company.

Sincerely, [Your name]

Leave letter for paternity leave

I am writing to inform you of my intention to take paternity leave from [start date] to [end date].

I am expecting a child and am looking forward to welcoming my new addition to the family. I am grateful for the paternity leave policy that the company offers, and I am taking advantage of it to spend time with my family.

I am confident that all of my work will be completed before I leave, and I will remain available to answer any questions that may arise. I am happy to provide more information or provide assistance with any tasks that may be needed while I’m away.

Leave letter for the death of a pet

I am writing to inform you that I will be taking a few days of leave from work to grieve the death of my pet, [name of pet]. I was very attached to [name of pet], and I need some time to process and come to terms with her passing.

I hope you can understand the importance of this time for me and that you can grant me this leave.

Leave letter to take care of a sick family member

Dear [name of manager],

I am writing to inform you that I need to take a leave of absence from work in order to take care of my [relation]. My [relation] has recently been diagnosed with [illness], and I need to take some time away from work to provide them with care and support.

I understand that this may cause some disruption for the team, and I apologize for any inconvenience this may cause. I am hoping to return to work by [date].

However, this may be subject to change depending on the situation. I will keep you updated on any changes and provide any information that you may need. Thank you for your understanding.

Home » Letters » Request Letters » Request Letter for Annual Leave – Sample Letter to HR Regarding Annual Leave

Request Letter for Annual Leave – Sample Letter to HR Regarding Annual Leave

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• Sample Letter

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To, The Human Resource Manager, __________ (Company Name), __________ (Address)

Date:__/__/____ (Date)

Subject: Request for annual leave

Respected Sir/Madam,

With utmost respect, I would inform you that my name is __________ (Name) and I have been working in your company i.e. __________ (Company Name) for last __________ (Months/ Years). My employee ID is __________ (Employee ID) and I work as __________ (Designation) of ___________ (Department).

I am writing this letter to you in order to request you for issuance of annual leave beginning from __/__/____ (Date) till __/__/____ (Date) for _______ (Number of Days) days. Reason being ______________ (Personal Reason/ Health Issues/ Family Issues/ – etc) I will not be able to continue with my duties for the above-said days.

I request you to kindly look into the matter and sanction leave for the above-requested dates. I shall be highly served.

Thanking you, __________ (Signature) __________ (Name), __________ (Contact Number)

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• Print: Use the print dialog in the browser to complete printing.
• Draft a formal letter addressed to the HR manager, clearly stating the dates of your intended leave and the reason for your absence.
• Include your name, employee ID, position, requested leave dates, and a brief explanation for your absence.
• Yes, providing a reason helps HR understand the circumstances and process your request efficiently.
• It's advisable to submit your request well in advance, typically at least a few weeks before your intended leave dates, to allow for proper planning and approval.
• If your leave request is denied, discuss the reasons with your HR manager and explore alternative solutions, such as adjusting the dates or seeking approval for partial leave.

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Leave Application Letter for Office: Format, Samples, Templates

Home Blog others Leave Application Letter for Office: Format, Samples, Templates

A leave application is something everyone has been taught to write since school days. But what I have seen is that many individuals have several doubts swirling around when they actually sit down to write one. Being an employee of a private firm for many years, I have witnessed the same issue in the work scenario, too. Moreover, I feel that the leave application for office must be written in a convincing, engaging, yet formal manner.

For me, the application of leave in office acts as an official statement to let the manager know that I am planning to take a leave from work. Now, do you know the leave application format for office? If not, let me help you learn the process of drafting such a document. I also recommend taking the KnowledgeHut Professional training for further help with such workplace communication.

Why Should You Submit an Office Leave Application?

Submitting a leave application for office informs your manager or team lead about your absence from the workplace. Remaining off work without the knowledge of the management may reflect an unprofessional attitude on your side. I think it also creates a difficult situation for your respective team and may hamper the progress of some of your ongoing projects.

Hence, I think it’s a good idea to draft a leave application letter for the office beforehand. You can even send the application on the day when you won’t be able to attend the office because of a personal matter or other unavoidable circumstances.

Types of Leave Application

A leave application for office can be of various types depending on how they accommodate different situations. I have curated the common leave application types for your reference below:

• Maternity Leave Application:  A time off given to new mothers to care for their newborn or newly adopted child.
• Annual Leave Application:  A planned time off that can be accrued over a particular year.
• Sick Leave Application:  An application granted for medical appointments or health-related issues.
• Vacation Leave Application:  This time off is similar to the annual leave application and can be used for relaxation and travel purposes.
• Casual Leave Application:  A short or unplanned leave granted to employees for unforeseen or incidental reasons.
• Emergency Leave Application:  A compassionate or urgent time off granted to address sudden or unforeseen family and personal emergencies.
• Half-day Leave Application:  A type of   leave application for an office that grants the employee permission to be absent from work for half of the usual working hours in a day.

What to Include in an Office Leave Application Letter/Email?

Learning how to write a leave application begins with knowing the content that you must include in your letter or email. Therefore, what follows is my list of points that should definitely be included in your leave application for office.

• Salutation:  Such an approach will usually include the name of an addressee whose name is written in your notice of leave.
• Subject:  This section of the leave application should include the cause behind your request for leave and the date you filed for it.
• Reason for Leave: I advise that you put across the necessary details so that your application for a leave grant while transiting from office receives the attention it deserves.
• Work Plan: To assure peace of mind to customers, talk about your colleague who will look after all responsibilities when you are not there.
• Closing Sentence: Give thanks to the said individual.
• Name:  State your correct name.
• Designation:  Tell about your exact job function in the company.
• Date:  Cite the present date.

Leave Application Format for Employee

Let me show you a leave letter format for the office that will help you draft future applications with ease.

To: [Manager’s Name]

From: [Your Name]

Date: [Current Date]

Subject: Leave application for [your reason and date]

Dear [Manager’s Name],

I am writing to request a leave of absence for (number of days) from (start date) to (end-date). The reason for my leave is (your valid reason for leave).

I have completed all the urgent tasks and delegated the remaining tasks to (your colleague’s name). I am confident that my absence will not have any negative impact on our team’s work.

I will be available by email or phone during my leave if needed. I will also make sure to check my work email regularly.

I appreciate your consideration.

[Your name and designation]

How to Write a Leave Application Letter for Office

Following the correct leave application format for employees is important for you to be granted leave from your workplace. That is why I have curated a step-by-step guide for you to learn how to draft a leave application for office.

1. Use the Company Letterhead:  Use an official letterhead for your leave application if your company has one. It will help add a professional touch to your leave application for office for personal reasons or any other reason. Include your company name, address, and contact information as given on the letterhead.

2. Include the Date:  Write the current date you submitted the leave application at the top left or right corner. I advise you to use the DD/MM/YYYY format.

3. Add Your Name, Designation, and Employee ID:  Mention your full name along with your position or designation in the company and employee ID, if applicable.

4. Address the Recipient:  Your leave application for office should be addressed directly to your HR department head or reporting manager as specified by company policy. Try to use formal titles like Sir or Ma’am.

5. Subject Line:  Include a subject line that briefly states your leave request.

6. Content:  I suggest you clarify the reason and time period for the leave in the paragraph. Along with that, make sure you clearly explain the reason for your absence. According to the company policy, you will need to give enough time for your planned leave to the concerned authority.

7. Polite and Formal Tone:  Maintain a formal and courteous communication style at all times throughout the leave application. Strictly avoid making unreasonable demands.

8. Express Gratitude:  Finally, end by thanking the approval authority for taking the time to review your leave application.

9. Signature:  Wrap up the leave application with your full name and signature.

10. Proofread:  Double-check the leave application for any grammatical, factual, or spelling errors before submission.

Sample Leave Applications For Office

A sample leave letter format for office can help you draft your future applications without making any errors. Let me walk you through some of these sample leave applications for the office.

1. Sample Leave Application for Office for Personal Reason

The following sample leave application will help you learn how to cite personal reasons for your absence.

Subject: Application for Personal Leave

Dear {Recipient’s Name},

I have an important personal matter to attend to due to which I will not be able to come to the office from {start date} to {end date}.

I have transferred all my tasks to {person’s name} and have asked them to call me for any help during my absence.

Kindly consider my leave application for approval and oblige.

Yours Sincerely,  {Your Name}

2. Sample Leave Application for Marriage

The leave application for marriage is different from other leave applications for office, as shown below.

Subject: Leave for Marriage Ceremony

Dear Sir/Ma’am,

I am pleased to announce that I will be getting married on {Date}. So, I request you to grant me leave from {Date} to {Date} for my marriage function.

I have already started to work towards completing my task before the date.

Looking forward to receiving a positive response from you soon.

{Signature}

3. Maternity Leave Application Sample

Here is a leave letter for office samples for those who want maternity leave.

Subject: Application for Maternity Leave

I am writing to inform you about my decision to take the allotted {Number of weeks} of maternity leave available to me. I plan to start my leave on {Starting date} and return to the office by {joining date}.

I will let you know as soon as possible if my plans change for any reason. I have attached the physician’s letter to confirm the relevant details.

4. Annual Leave Application

Here is a sample of an annual leave mail in the office   for your reference.

Subject: Annual Leave Application

I will be traveling with my family for one month between {start date} and {end date}.

As per my prior discussion with my team lead, I have requested my colleague {enter name} to take over my project while I am on leave.

I may not be available to take calls because of the nature of my travel plans. Please address any urgent work matters to my email address {email ID}.

I await a positive reply to my leave request.

Thank you and regards,  {Your Name}

5. Sick Leave Application

Here is a sample sick leave application for the office for your reference.

Subject: Sick Leave Request for One Day

Dear [Supervisor/Manager’s Name],

I regret to inform you that I will not be able to visit the office tomorrow, [date], due to my health condition. I have visited the doctor and therefore will have to take the day to relax and recover. Therefore, I would like to request one day of sick leave.

I will be available via email for all urgent work matters.

Wishing you and the team a productive day in my absence.

Kind regards,

[Your Name]

6. Vacation Leave Application

Here is a vacation leave letter example for office.

Subject: Vacation Leave Application

Dear Mr./Ms. {Recipient’s Name},

I am writing this application to request a leave of absence from {start date} to {end date}. My family and I are taking a vacation to Manali as this period marks the summer vacation for my children. I want to take part of my allotted paid leave in this regard.

In the meanwhile, my teammate, {enter name}, has been authorized to take up any pressing matters in terms of my job duties.

I look forward to your approval.

Sincerely,  {Your Name}

7. Casual Leave Application

Subject: Casual Leave Application

Dear Mr./Mrs. {Recipient’s Name},

I request a leave of {X days} from {start date} to {end date} since I have to attend to a medical emergency of a close relative. As the relative is situated in Uttrakhand, I must be away for {X days}.

I shall be reachable during the period mentioned in my email. My person in charge, {person’s name}, will be handling my tasks in my absence.

I will be thankful if you consider my application at the earliest.

8. Emergency Leave Application

Here is how you can write a leave letter for an emergency.

Sub: Emergency Leave Letter

I have to tend to a personal matter in my hometown because of which I will not be able to come to the office until {date}.

I have informed my colleagues about my leave and have briefed everyone on the project we are working on. You may contact me on (Your mobile number) if you need me with any urgent information.

Please grant me a leave for three days and oblige.

{Your Name}

9. Leave Application for Half-day Sample

Here is a sample leave application for the office for a half day.

Subject: Request for Half-Day Leave on [Date]

Dear [Supervisor Name],

This is to inform you that I am applying for a half-day leave on [Date], [Morning/Afternoon]. I need to [briefly state the reason for leave].

I have completed all urgent tasks and informed [colleague name] about my absence. They have agreed to cover the pending tasks for me.

I will be available via email or phone throughout the day for urgent matters.

Thank you for your understanding and consideration.

Leave Application for Office: Template

I have attached a sample   leave application for the office template for your reference. You can also download it instantly.

Tips for Writing Office Leave Application Letters

I have also curated some tips that you can use while drafting an application for medical leave in the office or for other reasons.

• Use a formal tone and professional format to write the leave application for the office.
• Provide all relevant details, including the purpose of your leave and the duration of absence.
• Send your leave application in time.
• Let the management know about your work status, too.
• Attach supporting documents if needed.
• Follow up with the manager or supervisor if they have not responded to your application yet.

Writing a leave application for the office will be an easy task for you once you have read this guide. I have included the formats for all application types, including a one-day leave application for the office, for your reference. Moreover, you must also follow all the tips and guidelines to ensure your application is in the correct format and tone.

You can learn more about such leave applications and how to draft them through free online courses from KnowledgeHut. These courses will enable you to learn more about effective communication in the workplace and enhance your skills for career advancement.

Frequently Asked Questions (FAQs)

You can apply for a casual leave application for the office if you want to attend a function. Make sure to follow the correct format and inform your manager about your planned absence. This will enable you to get approval instantly.

Several leave types are available for employees, including maternity, annual, half-day, casual, vacation, and sick leave. Familiarizing yourself with their respective formats is essential to ensure you submit the correct application.

Your application should encompass several required elements. The three simple ones are the subject line, the date, the reason for your leave, and the name of the person to whom you have transferred your work.

List down the factors that your manager can incorporate in canceling your absence request for the office. If your manager’s explanations are not convincing enough and you need a leave, you can discuss the matter with your HR department, which may be escalated to the seniors if required.

Yes, your leave remains cancelable even after it is approved. All you have to do is prepare a new document stating the new dates or your reasons for changing your leave. You may also want to bring the matter to your HR and proceed with the application without any problem.

Abhresh Sugandhi

Abhresh is specialized as a corporate trainer, He has a decade of experience in technical training blended with virtual webinars and instructor-led session created courses, tutorials, and articles for organizations. He is also the founder of Nikasio.com, which offers multiple services in technical training, project consulting, content development, etc.

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