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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.
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.
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:
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.
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.
Sincerely,
[Your name and designation]
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.
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.
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}
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.
Regards
{Signature}
Name
Here is a leave letter for office samples for those who want maternity leave.
Subject: Application for Maternity Leave
Dear {Recipient’s Name},
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.
Yours Sincerely,
{Your Name}
Here is a sample of an annual leave mail in the office for your reference.
Subject: Annual Leave Application
Dear {Recipient’s Name},
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}
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]
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}
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.
Yours Sincerely,
{Your Name}
Here is how you can write a leave letter for an emergency.
Sub: Emergency Leave Letter
Dear {Recipient’s Name},
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.
Sincerely,
{Your Name}
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.
Sincerely,
[Your Name]
I have attached a sample leave application for the office template for your reference. You can also download it instantly.
I have also curated some tips that you can use while drafting an application for medical leave in the office or for other reasons.
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.
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.
