Letter & Resume Tips

Format for Leave Application | Dos & Don’ts — Receptix6 min read

December 28, 2019 4 min read
leave application format


Format for Leave Application | Dos & Don’ts — Receptix6 min read

Read­ing Time: 4 min­utes

There are instances when you have an emer­gency and need to excuse your­self from your work­place. In such cas­es, you need to put a request for leave from your work. Writ­ing a leave appli­ca­tion has some rules that need to be fol­lowed before it can be sent offi­cial­ly, there­fore a for­mat for leave appli­ca­tion needs to be fol­lowed while you are ask­ing for a leave. Leave appli­ca­tion is an inte­gral part of any for­mal job or study.  Some­times you may need to apply for sick leave. Here, as well, you need to write a sick leave appli­ca­tion let­ter. Hence, you will have to fol­low a cer­tain leave appli­ca­tion format.

It is always impor­tant that you draft your leave request for­mal­ly, and make your leave appli­ca­tion in office easy to under­stand for your man­ag­er and your HR.

A leave let­ter is the short­est kind of let­ter, but it is an offi­cial one. There­fore, there are a lot of details that you need to keep in mind before send­ing in your leave appli­ca­tion. Here are a few sug­ges­tions and sam­ples that will help you know how to write a leave appli­ca­tion so that there are no chances of miscommunication. 

Before we go into the details of a leave appli­ca­tion for­mat, let us look at a few sam­ples for the same.

Here Are A Few Leave Application Samples:

Sample #1


22/145, Kalyan­ji Nagar, Bangalore,


Con­tact: +91 987xxxxxxx

E‑mail: [email protected]

Date: DD/MM/YY

Sub­ject: Request for Leave

Dear Manya,

I would like to inform you that I have been diag­nosed with typhoid and the doc­tor has advised me com­plete bed rest for 2 weeks. The rea­son that I am writ­ing this let­ter is to inform you that I would require leaves from the 15th of July until the 30th of July for the same reason.

As a result, I am here­by attach­ing a med­ical report giv­en and approved by my doc­tor in order to con­firm that I would need some time off from the office, to com­plete­ly recov­er with­out risk­ing any­one’s health, nei­ther mine nor the health of my co-workers.

Please let me know if any fur­ther reports are required or need­ed, or if some kind of ver­i­fi­ca­tion from my doc­tor is want­ed. You can reach me at any time, in terms of work that needs to be done.

If my health con­di­tion will require any addi­tion­al time off, I will let you know of it as soon as possible.

Please feel free to con­tact me on my num­ber +91 987xxxxxxx should you have any ques­tions or clar­i­fi­ca­tions regard­ing my sick leave request, or as stat­ed ear­li­er, regard­ing work.

Thank you for your prompt atten­tion to this matter.

Yours respect­ful­ly,



Sample #2


E‑128, Jawa­har Quar­ters, Delhi


Con­tact: +91 765xxxxxxx

E‑mail: [email protected]

Date: DD/MM/YY

Sub­ject: Request for Leave

Dear Sne­ha,

I am writ­ing this let­ter to offi­cial­ly noti­fy you in advance about my annu­al leaves of fif­teen days accord­ing to the com­pa­ny pol­i­cy. Since I have worked with­out tak­ing any leave for the past sev­en months, I would like to yield all of the leaves that I am enti­tled to, w.e.f. 01st of August 2018 to 15th of August 2018.

The rea­son that I want these leaves urgent­ly is that my father is under­go­ing bypass surgery dur­ing that time peri­od, and I wish to be with him dur­ing the oper­a­tion and also post the oper­a­tion so that I can take care of him. The doc­tor has advised him com­plete rest for one-month post-surgery, hence for the first fif­teen days, I wish to be with him.

In con­clu­sion, I assure you that I shall com­plete as much work as pos­si­ble before leav­ing. In case a prob­lem aris­es, I assure you that our team mem­ber Mike will be han­dling the issue and promis­es to fin­ish the giv­en task before the deadline.

I will resume work from the 16th of August 2018. How­ev­er, if any urgent work aris­es, you can con­tact me on 765xxxxxxx or mail on the com­pa­ny email address. I will get back to you at the ear­li­est possible.

Thank­ing You

Yours sin­cere­ly,


Requesting For Leaves

To ask for leave, the first thing that the employ­ee should do is obtain per­mis­sion. The per­mis­sion is to be tak­en from the report­ing manager/Human Resource (HR) of the respec­tive organization.

Before writ­ing an offi­cial leave appli­ca­tion in the office, you should send an e‑mail to your super­vi­sor and arrange for a meet­ing where­in you can state the rea­son for the absence from the office.

A Formal Format

The leave appli­ca­tion that you have to send to your direct super­vi­sor or your com­pa­ny’s HR should always be draft­ed in a for­mal for­mat so that you can make the employ­er aware of your absence offi­cial­ly, which means that leave appli­ca­tion for­mat is always a for­mal one. 

Contents Of A Leave Application

  •  Your com­plete name, address, con­tact infor­ma­tion and employ­ee code.
  • The rea­son for your absence from work.
  • Offi­cial doc­u­ments, if required and asked for, in sup­port of your rea­son for absence.
  • The actions and plans that you have planned, to ensure smooth func­tion­ing of work even in your absence.
  • Dates of your depar­ture for the leaves.
  • Dates of return­ing back to work premises.
  • A polite request to your report­ing manager/HR to help you through the process of apply­ing for the leave.

 Writing A Leave Application

  • An employ­ee’s leave appli­ca­tion should be draft­ed in a for­mal way, mak­ing the leave appli­ca­tion for­mat a for­mal one, where­in the rea­son for the leave is described in a very con­cise manner.
  • The lan­guage of the let­ter should always be a polite and con­vinc­ing language.
  • Assure your report­ing man­ag­er that you will be back in the office after the end of the per­mit­ted leave duration.
  • State to the man­ag­er that you will make up for all the lost work time.
  • Thank the man­ag­er for spar­ing their time for read­ing your leave appli­ca­tion and for approv­ing your leave.

What To Avoid In The Application

  • Avoid gram­mar mis­takes and punc­tu­a­tion errors while writ­ing the appli­ca­tion for leave.
  • Do not write your appli­ca­tion in a casu­al tone.
  • Avoid using com­plex terms and keep the appli­ca­tion as sim­ple as possible.
  • The leave appli­ca­tion for­mat should be easy to under­stand and to the point.

Step By Step Drafting Of Leave Application

  • It is advis­able to take ver­bal per­mis­sion from the report­ing man­ag­er and then sub­mit the offi­cial leave application.
  • Keep your tone polite and thank­ful all through the letter.
  • Write the con­tents of the leave appli­ca­tion in a for­mal tone.
  • Accord­ing­ly, your lan­guage, for the most part, should con­sist of words such that it shows that you are request­ing leave.
  • Always check for gram­mat­i­cal errors, spellings mis­takes as well as typ­ing errors before send­ing in your leave appli­ca­tion, since the leave appli­ca­tion for­mat is sup­posed to be an offi­cial email.
  • In a typ­i­cal leave appli­ca­tion for­mat, you should always include a thank-you note before end­ing your application.

Sumedha is a Post Graduate in English. She has the penchant for creating a variety of content that is attention grabbing.