application letter for vacation job

How to Write Leave Application Letter for Office: Format and Examples

If you are planning to be absent from your job for a certain period of time, the first important step is to submit a leave application. Leaves can be taken due to emergencies, illness, loss, fun, and sometimes for relaxation. In this article, we'll discuss the essentials of writing a good office leave application. Let's get started! 

What is a Leave Application Letter?

Leave application letter is a formal request to the employer by an employee to take permission about your absence from work for a certain period of time. The employer should be informed in advance before taking leave, which allows them to manage the workload during the employee's absence. 

This letter spells out the duration of the leave, the reason for the leave, and the work plan during your leave. It can be submitted via email or in printed form, but this can vary depending on your employer's guidelines for requesting leave or the company’s communication policy. 

Importance of Leave Application 

Here are a few reasons why writing a leave application letter is important: 

• Professionalism : Writing a leave application shows your professionalism and respect for workplace rules. Also, it depicts your seriousness towards your job. 
• Documentation : A leave application is a written record of your request for time off from work. It ensures that everything is clear and documented. 
• Transparency : A leave application maintains open communication between you and your employer about your absence and the reasons behind it. 
• Planning : By submitting a leave application in advance, you can help your employer plan your workload accordingly. This minimizes disruption to workflow and ensures continuity. 

When Do You Write a Leave Application?

Employees write a leave application when they need to request time off from work for various reasons, such as:

• Personal Reasons : This type of leave is for private reasons, such as attending family functions, weddings, or personal matters.
• Medical Reasons : You may request a medical leave if you are feeling physically or mentally ill or have medical appointments.
• Vacation : This type of leave can be taken if you want a break for fun, travel, or plan to go on holiday. 
• Emergency : If something urgent happens in your family, like an accident or illness, you may request an emergency leave application. 
• Maternity/Paternity : Maternity or paternity leave applications are used when you need time to take care of a newborn.
• Bereavement : This leave is when your close family member passes away, and you need time off to grieve and attend their funeral.

What to Include in a Leave Application

Below are the key elements of a leave application letter:

• Date of the application. 
• Recipient Information ( name and address)
• A clear and concise subject line. 
• Duration and reason for leave. 
• Work plan in your absence 
• Your details( name, job title & contact information) 
• Your signature 

How to Write a Leave Application for Office?

Follow these steps to write a professional leave application:

Check the Company Leave Policy

Before you start writing your leave application, make sure to review your company’s leave policy. It includes the types of leave available, the notice period you need to give, and any particular format to be followed. This will help you understand the procedure, specific requirements, and the number of leaves you can take. Knowing the policy will ensure that your application meets all requirements, which can increase your chances of approval. 

Address the Letter to the Right Person

Based on your company policy, write your leave application to the appropriate person, such as immediate supervisor, manager, or the HR department. Before writing the letter, make sure you know to whom to submit your leave in a company.

When addressing the letter, use a professional greeting such as “Dear [Recipient’s Name].” This shows respect and sets a formal tone for your letter.

State Your Request Clearly

Start your letter with a clear and concise statement of your request for leave. For example, “I am writing to request a leave of absence from [start date] to [end date].” This makes your intention clear to the recipient. 

Body of the Letter

In the body of your letter, provide a brief and clear explanation of the following details:

• Dates of Leave: Include the start and end dates of your planned leave.
• Reason for Leave : Briefly explain why you need the leave. Be honest and transparent with employers about the reasons for your leave. Avoid getting into detail. 
• Arrangements for Responsibilities: Mention any arrangements you have made to manage your responsibilities in your absence. This includes delegating tasks to colleagues, training coworkers on ongoing projects, and handling upcoming deadlines remotely. 

Express Gratitude

Close the letter by thanking the recipient for their understanding and support. This shows your politeness and appreciation for the employer's consideration of your request. For example, “Thank you for considering my request. I appreciate your understanding and support.”

Sign Off Professionally

End your application with a courteous closing statement. Use phrases like “Sincerely” or “Best regards,” followed by your name, job title, department, and contact information. This makes it easy for the recipient to reach you if they need more information.

Office Leave Application Format and Examples 

Leave application letter format: .

[Today’s Date]

[Recipient's Name]

[Recipient's Job Title]

[Company Name]

[Company Address]

[City, State, Zip Code]

Subject: Leave Application for [ Reason of leave] 

Dear [Recipient's Name],

[Body of the Letter: It includes the reason for your leave, duration of leave, and explanation of work arrangements in your absence]

[Thank You Note]

[Your Name]

[Your Job Title and Contact Details]

Examples of Leave Application Letters: 

Example 1: Personal leave application 

Subject: Leave application for personal reasons 

Dear [Manager's Name],

I am writing to request personal leave from [start date] to [end date] due to [brief explanation of reason]. I have to visit my hometown for some personal reasons and will be back to work by[ expected return date]. I have arranged for [colleague’s name] to handle my responsibilities during my absence and ensure that they have all the important information about my projects. 

Thank you for considering my request.

Example 2: Medical leave application 

Subject: Medical Leave Application

This is to inform you that I need a leave from [start date] to [end date] as I am not feeling well. I have been diagnosed with [briefly explain], and my doctor has advised me to take some time off to recover. I have informed [colleague’s name] about my duties, and they will manage my duties in my absence. I will make sure to finish ongoing tasks before my leave.

Thank you for understanding my situation. I appreciate your support and hope for your approval. 

Regards 

Example 3: Vacation leave application 

Subject: Vacation Leave Request 

I would like to request vacation leave from [start date] to [end date] as I plan to travel with my family. Before I go, I will ensure all pending tasks are completed and inform my team to take over my responsibilitie during this time. If any urgent work comes up, you can reach me by email or phone. 

Thank you for considering my request. 

Example 4: Emergency leave application 

Subject: Emergency Leave Request

I would like to inform you that I need to take emergency leave from [start date] to [end date] due to [brief explanation of emergency]. I have completed all the assigned tasks and asked the [colleague’s name] to handle my responsibilities during my absence.

Thank you for understanding my situation. I appreciate your consideration and look forward to your approval. 

Yours Sincerely,

Tips to Write an Effective Leave Application

Here are some tips for writing an effective leave application: 

• Keep the application short and avoid including unnecessary details.
• Mention how your work will be managed in your absence. This shows your commitment to your work and team.
• Be humble, respectful, and professional while writing your application.
• It is advisable to provide details on how you can be reached during your absence if needed. 
• Before submitting your leave application, check for spelling mistakes and grammatical errors. 

Conclusion 

With this perfect blog post, writing a leave application has become easy. I hope you now have a better understanding of what to include in a leave application to maintain a high level of professionalism in your workplace. By following these examples and format, you can write your own office leave application letter.

Frequently Asked Questions 

How do I start a leave application?

Begin your leave application with the date at the top right on the right side of the document. 

What should I include in my leave application?

A good leave application should include dates of leave, reason for leave, work plan during absence, and contact information.

Can I send my leave application via email?

Yes, you can send your leave application via email using a clear subject line and a professional format.

How far in advance should the leave application be submitted?

You should submit your leave application at least two weeks in advance to allow for proper planning of workflow during your absence. 

Swati Sinha

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

It’s a hectic Tuesday morning, work deadlines looming, and your phone rings. It’s the school nurse, your son has thrown up twice and he complains that he has a tummy ache, and you know you have to be there for him. 

The questions start flooding in, 

• Will  HR understand?
• Can you even take leave on such short notice?

The truth is, at some point during your employment, you may need to request a leave of absence. This could be for a variety of reasons ranging from personal or family health problems, the birth and/or adoption of a child, to rest from excessive job stress. It could also be the loss of a loved one, the pursuit of a hobby, or a desire to travel. A leave of absence in your case is not a luxury, but a necessity.

What is a Leave Application Letter? 

A leave application letter is a letter written to apply for a leave of absence from the office for a certain period.

The concept of a leave application centers around a formal way of asking for a break/leave of absence from work for a specified period.

A person writes leave application letter they’re unable to perform their duties for a stipulated period of time.

Types of Leave Applications 

Sick leave  .

Sick leave is basically a leave of absence due to an illness. Sick leave is granted under a number of scenarios; for personal physical or mental illness, the care of a sick child, spouse, parent, or parent of a spouse, regular health checks, and/or to address the physical, psychological, and legal effects of domestic abuse. 

At the moment, there are no federal legal requirements for paid sick leave. For companies subject to the Family and Medical Leave Act (FMLA), the Act does require unpaid sick leave. The U.S. government ensures that federal employees get 13 paid sick days a year.

Study Leave 

Study leave is basically a leave of absence from work granted in order to allow a person time to study or carry out research. In the case of a school pupil, it allows them to study at home, usually in order to prepare for examinations.

According to the labor laws in the US, Study Leave with or without pay is a matter for arrangement entirely between the employer and the employee. By law, the maximum length of study leave granted in the same employer’s service is two years. 

Sabbatical 

By definition, a Sabbatical leave is a period in which a person does not report to his regular job but who remains employed with that company. Also commonly referred to as ‘career break’ or ‘adult gap year’, It is a period away from work, agreed with your employer.

The truth is, there are no laws that cover taking a career break or sabbatical; as such employees have no statutory right to take leave. A sabbatical will in most cases be an authorized, unpaid leave of absence.

Maternity/Paternity Leave

Maternity leave is basically a period of absence from work that is granted to a mother before and after the birth of her child. The US government doesn’t guarantee for paid maternity leave, employers may, however, provide paid leave if they choose. If you have worked at a company for at least a year, you are entitled by federal law to take up to 12 weeks of unpaid maternity leave.

Paternity leave is a period of time that the father of a new baby is allowed away from work. Usually, a company provides up to eight weeks of paid paternity leave. When a man takes time off because his partner is having a baby, adopting a child or having a baby through a surrogacy arrangement he might be eligible for: 1 or 2 weeks’ paid paternity leave, paternity pay and/or shared parental leave and pay.

Vacation/Holiday Request Letter 

Vacation leave is ideally available to all eligible employees for the purpose of rest, relaxation, and to attend to personal affairs. It is strikingly similar to annual leave which is paid time off work granted by employers to employees. Although not stipulated by law, many employers nonetheless offer paid vacation, typically around 10 workdays, to attract employees.

Emergency Leave Application 

Emergency leave is necessary to cater to unforeseen circumstances such as the death of a loved one/family member. A funeral leave, which is leave of absence with pay, must not exceed three days and can be granted for absence from work. You qualify for an emergency leave if; there is a verified death, a life-threatening condition due to an accident, illness, or major surgery, or to visit a terminally ill person in the immediate family.

How to write a leave application

Here are 8 quick steps to aid you in writing your leave application..

• Check your organization’s leave policies:  Review the leave policy in your organization to find out what is required to request a leave application and the mode of request that will give you a better chance of getting your leave approved.
• Address the letter to the appropriate person:  Simple yet key-address the request to the right channel. You would have gotten this detail from your employee policy guide or handbook, so you know who has the authority to approve your application.
• Use a professional salutation:  Use a formal tone and adopt formal salutations. For instance Dear instead of hello.
• State your reasons for writing:  Share your intentions from the first paragraph so the reader knows why you are reaching out and can assess any information you present in the body of your request.
• Specify the start and end date of your leave:  Don’t be vague, specify the date your leave is expected to commence and the end date. If you are not sure of an end date. Put a tentative end date and let them know that it is subject to change.
• Share details of how your tasks would be handled in your absence:  share the deliverables you would handle before you leave and the plans you have made to ensure that your work does not suffer in your absence, by either delegation or sharing a contact list of who holds what while you are away. Where applicable you can offer to show up in cases of emergencies.
• Express Appreciation:  Express your gratitude to the recipient for taking the time to review your request and in anticipation of their consideration and kind understanding.
• Provide A Way To Reach You:  Always provide a number or emails through which you can be contacted while away.

5 Top Leave Letter Format

Sick leave letter format.

The Manager,

(Insert company name)

Subject: Leave Application due (Insert illness)

Dear Sir/ma’am,

Respectfully, it is to inform you that I am suffering from (Xyz’s illness). I am an employee of your firm for the past (x years). I recently have been diagnosed with a (insert illness). Due to this sudden illness, it would not be possible for me to make an appearance at the office for a month.

This critical condition has deteriorated my health a lot. I cannot eat properly and have a really bad body rash. It is impossible for me to concentrate on anything. I can attest to have been a dedicated employee and did not take any additional leave from work ever.

The employee regularity record would serve as evidence of this claim. After I fully recuperate, I will be able to return and continue to serve your company with the same level of diligence and attention to detail. I hope you take my plea into consideration and allow me a leave of absence for a month. I will always be grateful for your generosity.

Yours Truly,

(Insert name),

(Insert date)

Study Leave Letter Sample

The Manager (Authority name),

Institute Name…

Institute Address…

Sub: Leave Application for Further Study

Dear Sir/Ma’am,

The Higher Education Commission, (Country name) has recently offered a free six-month study program (Another country name) for the candidates fulfilling the criteria. For government and private servants, it is a prerequisite to get approval from the relevant authority.

Sir/Ma’am, I fulfill the criteria of this study program. For me, this is a once-in-a-lifetime chance to accomplish my dream of studying abroad.

I am committed to continuing my services to the department after receiving higher education in (Country name). If you approve my leave request for my study program, I will be indebted to you.

Thanking you in anticipation.

Yours faithfully,

Job Designation…

Contact no…

Sabbatical Leave Letter Sample

Dear [Recipient Name],

My name is [insert name] and I have been working in the ICT department for the past decade. I have recently found myself stuck in a loop, doing the same things over and over again. My learning process stopped and I haven’t improved for a while now.

Feeling the need for self-development, I would like to request for an extended leave, sabbatical, in order to continue my studies and earn another degree.

I am glad to be employed at [business name] and I am dedicated to it. After receiving my degree, I intend to return to work at [business name] since I will have gained more experience, knowledge, motivation, and commitment by then.

I do think that this is a good step for the organization and for me. In late September, I intend to enroll. The program will take no longer than nine months, so I should be back by May. I have briefed the head of the department and he assured me that coverage is available and that workflow will not be affected much.

I kindly ask you to consider my request and I am hopeful that will approve it. Attached to this letter are the program acceptance letter and other related documents for your reference.

Thank you very much.

Best Regards

(Insert name)

Maternity Leave Application Letter

Subject: Application for Maternity Leave

Dear Mr./Mrs. {Recipient’s Name},

I write to inform you of my intention to take the allotted {Number of weeks} of maternity leave available to me. I hope to start my maternity leave on {Starting date} and return to the office by {Tentative joining date}, barring any unforeseen issues regarding my pregnancy and delivery arise.

If my plans change for any reason, I will let you know as soon as possible. A letter from my doctor confirming the relevant details have been attached to this letter.

Please do well to contact me if you need any additional information.

Yours Sincerely,

{Your Name}

Annual Vacation Request Letter

Subject: Annual Leave Application

Dear Mr./Ms. {Recipient’s Name},

I write to inform you that I will be traveling with my family for a period of one month, between {start date} and {end date}. Due to the fact that my entire quota of annual leave sanctioned by the company is pending, I request you to adjust my leaves accordingly.

Following my earlier discussion with my team lead, I have requested my colleague, Mr./ Ms. {enter name} to take over my project while I am on leave. I have already handed over all material regarding the project to him/ her, and expect there to be no exigencies in my absence.

Due to the nature of my travel plans, I may not be available to take phone calls. I request you to address any urgent work-related matters to my email address {enter email ID}.

I will be grateful for a positive reply to my leave request.

Thanks and regards,

How Employers & HRs Can Receive Leave Application Requests

With online forms, Formplus provides a flexible way to store your received data in the cloud storage of choice. You also have the option to opt-out of storing your data on our servers

With unlimited file uploads , users can submit online forms without any restriction to the size or number of files that can be uploaded, Formplus is a great tool to manage employee data. 

Form analytics and reports also give you an insight into an overview of the data submitted to your form.

 Top Leave Application Template for HR and Employers

• Maternity Leave Application Form 

This online maternity leave application form is for a pregnant employee intending to apply for maternity leave as the delivery period nears. This request will help you plan ahead and help solve challenges that may arrive as a result of an employee leave which might be up to 6 months, depending on the labor laws in your country. 

• Paternity Leave Application 

Form Formplus’ online paternity leave application form allows your employees to apply for paternity leave when expecting a baby. That is if the labor laws grant prospective Fathers paternity leave when expecting a child with their partners.

• Sick Leave Form

This sickness notification form template allows your employees to formally notify you of their illness and unavailability to work. With this form, you can track all sick notifications from employees.

• Travel Request Form 

With the online travel request form template, you can let your prospective customers, employees or ward request for a travel package for business trips, holidays, honeymoons, pilgrimage, etc. This travel request template is perfect for travel agencies, employers and tour consultants.

FAQs on Writing a Leave Application.

Q: What should I include in a leave application? 

Your leave application should have your name/personal details, a clear subject line, the receiver’s information, a formal salutation, the reason for the leave and the duration, your contact information, and your plans on how your responsibilities would be handled in your absence.

Q: How long should a leave application be? 

A leave application should be at most one page long. Your application should be paunchy and straight to the point.

Q: Can I apply for leave via email?

Yes, you can apply for your leave via email.

Q: How far in advance should I submit my leave application?

A minimum of two weeks’ notice is ideal, so you can give your employer time to make plans to manage your absence.

Q: How should I address my leave application if it’s for an emergency?

Communicate the emergency, apologize for the short notice, and provide the time you expect to be away.

Q: Do I need to provide a reason for my leave? 

Only if it is an emergency or unplanned. To be on the safe side, check the leave policy of your organization.

Q: What should I do if my leave application is denied? 

If this happens politely ask for clarity and check for possible alternatives in terms of dates or adjustment of the duration.

On the whole, a leave application letter should contain a valid reason for your leave application, which should convince the employer and make him grant you leave. 

If you are having a reasonable enough claim for leave application then your request will not be declined without any justification, particularly, when it is due to some personal reasons, could be an illness, urgent piece of work or for visiting sick parents, etc

Most importantly, the leave application should not sound friendly or casual; rather it must be formal and professionally-written.

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• How To Write A Leave Application For Office (Samples)

Featured in:

Asking for permission to stay away from the office is always difficult, even when you are entitled to it. There is always that nagging thought at the back of your mind – What if they say no? The thought is justified.

Sometimes the company just can’t afford to let you go, especially if your reason for requesting leave is not that pertinent.

Sometimes, however, your leave application gets rejected, not because of the reason behind the request, but rather because of how you make the request.

For instance, if you craft a leave application in impolite language where you literally demand to be allowed to stay away from work, you probably won’t get your request approved.

Furthermore, there is a certain format you have to follow when writing your leave application. Remember leave applications are supposed to be formal documents. The leave application is the official way to request leave.

Of course, you could of course ask your manager for leave verbally, but even if they agree, you might still have to write a formal leave application letter.

This is why crafting an effective leave application is a skill everyone working in the corporate world should learn.

If you don’t know where to start or the do’s and don’ts of leave application writing, read on for a complete breakdown of everything you need to know.

DETAILS TO INCLUDE IN YOUR LEAVE APPLICATION FOR OFFICE

In a leave application for office, you need to explain to HR or the manager why you are taking a leave of absence: what situation exactly is prompting this action?

Below are some of the important details you should always remember to include when writing your leave application:

• Your complete name, address, contact information and employee code: These are details that identify who you are.
• Salutation: This is a greeting addressed to the recipient of the leave application.
• The subject of the application: This is where you specify the type of leave you are requesting for. For instance, you could write “Request for maternity leave .” This makes it clear even before the recipient reads the letter exactly what you are applying for.
• Why you are taking leave: In the letter itself, providing the reason for your desire to take leave. It could be for health reasons, to study, to go on vacation, to take care of an emergency that has emerged, maternity, adoption of a child, and so on.
• Number of days you’ll be away: It is very important that you remember to specify the number of days you intend to be away from the work place. This will allow the company to plan accordingly for your absence. Include the date you’ll go on leave and the date you’ll return to the workplace.
• Work plan in your absence: It goes without saying that work will continue in the organization even in your absence. While you may be entitled to take leave, it is always good when you show initiative and thoughtfulness by ensuring your responsibilities and duties will be handled in your absence. For instance, you can discuss this with your supervisor or with your colleagues and ensure your most urgent duties are distributed to colleagues. You can also train a replacement (an intern perhaps). Another solution would be creating a document that contains detailed information of your daily work. You can also indicate that you will be available in case of any emergency during your absence.
• Contact Information: Provide accurate contact information to ensure you are reachable during your leave. Sometimes emergencies come up and you are the only one who can solve the problem. For instance, if you are the only one who knows where a certain key document is located, they might need to reach you for assistance.
• Official documents: You should be ready to provide any documents, if necessary or if asked for, that support or corroborate your need to take a leave of absence. For instance, if you are taking sick leave, a letter from the doctor may be necessary.

THINGS TO REMEMBER WHEN WRITING A LEAVE APPLICATION

Below are some things to keep in mind when writing a leave application;

• Use a formal format: Ensure you draft the leave application in a formal format. This is because the leave application is an official letter, making your employer officially aware of your absence. You may have already informally discussed your leave-taking with the manager or supervisor, but it is the application letter that makes the matter official, which is why it needs to be written in a formal format. As for the contents of the application, we have already covered that above.
• Be concise: Don’t beat around the bush. Instead, get to the point straight away. Furthermore, don’t get too carried away explaining your reasons for taking leave – especially to the point of giving away too many personal details. Identify the most important details that need to be in the application and express them in a matter of a few paragraphs.
• Polite language: Use courteous language in the application. No matter how entitled you feel to being granted the leave request, don’t display that entitlement in the application letter. Use language that is polite, tactful, and convincing. This is especially important when you are taking a sabbatical – what some people call “ adult gap year ”. It is very easy for you application for a sabbatical to be rejected. You must therefore use tactful language to try and convince HR that this is something that a) you need, and b) might be beneficial to the company.
• Make it clear that you are coming back: Employees have sometimes been known to go on leave and not come back, perhaps due to being poached by other companies or quitting their jobs. To allay such fears, provide assurance to HR or your reporting manager that you will come back to the office and your duties as soon as your permitted leave duration ends.
• Show conscientiousness: Show conscientiousness about your duties and responsibilitie s at the workplace. That means you should demonstrate that your duties and responsibilities are important to you. If you simply write an application letter and talk about going to leave, but you don’t say anything about the work you will be leaving undone, it might give the impression that you don’t really care about your job.

Show conscientiousness by planning for how your duties and responsibilities will be taken care off in your absence. You can organize this with your supervisor or your close colleagues.

This is to ensure that there is smooth workflow even in your absence. It could also mean stating that when you come back from leave, you are going to make up for all the lost time.

• Express your thanks: At the end of the application letter, be sure to include one sentence where you thank the manager for taking the time to read through your application and (hopefully) for approving your request.
• Verbal permission: It is also advisable to get verbal permission from your reporting manager prior to writing your leave application. The application letter then becomes a way of making official what has already been approved.

THE DON’TS OF WRITING A LEAVE APPLICATION

The following are some of the things you should avoid when drafting your leave application letter:

• Ensure that there are no grammatical errors in your letter. Once you have typed it, read it at least two or three times to correct any grammar mistakes and punctuation errors.
• Don’t write in a casual tone.
• Don’t use complex terms or purple prose to show off. Ensure your application is as simple to understand as possible, something that can be read and understood quickly without having to consult the dictionary.
• Don’t use an informal format or make your leave application too long.

TYPES OF LEAVE YOU CAN APPLY FOR

1. sick leave.

This is when you take a leave of absence on account of an illness. Sick leave scenarios include physical illness, mental illness, health checkup, taking care of a sick loved one or dependent, or when you need to take time out to cope with or overcome the physical, psychological, and legal repercussion/effects of domestic abuse.

At the moment, there are no existing federal legal requirements for paid sick leave . Companies that are subject to the Family and Medical Leave Act (FMLA) are, however, expected to provide unpaid leave of up to 12 weeks for certain medical situations.

When crafting an application for sick leave, ensure you give relevant details (not too detailed, however) to prove credibility.

2. Study Leave

This is leave you take solely for the purpose of studying or carrying out research. Study leave, with or without pay , is not a legal requirement/obligation. Whether you get it and if you get paid is up to your employer. Keep this in mind when you are applying for study leave – remember that you are not entitled to either the leave or the pay. Choose your wording carefully.

3. Sabbatical

A sabbatical leave is the kind where you (for a given period) stop reporting to work for an extended period of time but you are still an employee of that company. Another name for it is “adult gap year” or “career break”. It’s highly likely to be an unpaid leave of absence.

There are no laws that cover you if you want to take a career break. This may be the most delicate application to write.

When writing the application for a sabbatical leave, figure out how to show that doing this will make you better at your job when you come back. Don’t display any entitlement, lest you either a) get denied, or b) lose your job in the process.

4. Vacation/Holiday Leave

Vacation leave is a period when you take time off from work to rest, relax, or attend to your own personal affairs. It is quite similar to annual leave (paid time off work). While vacation leave is not covered by law, there are many employers who offer paid vacation, usually as a means to attract employees.

The approach you take when writing your vacation leave application should be informed by your company’s guidelines or regulations concerning vacation leave.

5. Maternity/Paternity Leave

Maternity leave is a period during which a mother, before and after her child’s birth, is allowed to take time off from work. The US laws do not guarantee any national statutory paid parental leave for new mothers and fathers.

That said, there are some employees who are entitled to 12 weeks of unpaid leave annually for birth, adoption, or medical leave under the Family and Medical Leave Act (FMLA). Unfortunately, not all companies are covered by the FMLA (they have to have at least 50 employees).

6. Emergency Leave Application

This is when you need to take leave to deal with unforeseen circumstances that have emerged, such as the death of a loved one. Other scenarios include an accident, a major surgery, to visit a terminally ill family member, and so on.

LEAVE APPLICATION SAMPLES

Now that we have covered the different kinds of leave, let us look at samples of how to write applications for some of the different leave types.

1.  Study Leave Application Letter Sample

Manager’s Name Institute’s Name Date

Sub: Leave Application for Further Study

Dear Sir/Madam

I am writing this to request for a six-month study leave, to start on [date]. During the leave period, I will be at [name of educational institution] pursuing a [name of program or course]. The program starts on [date].

After I have completed my period of study, I believe I will bring greater value to the organization. Should my leave application be granted, I intend to resume my duties at the office on [date]. I will be greatly indebted to the company for giving me this opportunity to further my studies.

I am also thankful for the opportunity to serve this company.

Yours faithfully, Name Job Designation Contact Number

2. Sick Leave Application Letter Sample

The Manager Company Name Date

Subject: Leave Application Due To The Flu

Dear Sir/Ma’am

This is to inform you that I am currently suffering from the flu. After visiting the doctor on Wednesday, I was diagnosed with the flu and bed rest was prescribed.

My fever is consistently at over 100 degrees, my muscles ache, I have chills and sweats, and I cough throughout the day. I also have frequent headaches, nasal congestion, and sore throat. I am afraid that not only does my illness make it impossible for me to discharge my duties, but it also poses a risk to the rest of my colleagues who might also contract the flu if I continue coming to work.

For that reason, I am applying for a ten-day leave to ensure I am completely well when I return to the office. Attached to this application is a letter from my doctor. I hope you take my application into consideration.

3. Annual Leave Application Letter Sample

Manager’s Name Company Name Date

Subject: Annual Leave Application

Dear Mr. /Ms. [Recipient’s Name]

I am writing this to let you know that I will be taking my company-sanctioned annual leave for a period of one month, starting on [start date] and ending on [end date]. Throughout the year, I have not gone for leave, and would like to at this time utilize my full annual leave allowance.

Having had this discussion with my supervisor already, my responsibilities and duties have been distributed to colleagues in my department. I can therefore take this leave with a clear conscience that work will continue smoothly in my absence.

During the leave, I intend to travel, and due to the nature of said travel plans, it will be difficult to reach me on phone. I therefore urge that in case of any urgent work-related matters that require my attention, do write to me via email: [enter email address].

I will be grateful for a positive response to this application.

Thank you and regards,

4. Sabbatical Leave Application Letter Sample

Dear [Recipient Name],

My name is [name] and I have been working in the IT department for the last three years. Of late, however, I have felt the desire to be more and do more in my work. I feel as if I am stuck repeating the same monotonous tasks daily. I would like to take a sabbatical leave to help me renew my motivation and at the same tme increase my skills, particularly in coding and graphic design. I believe this will be instrumental in helping me take on more responsibilities and more complex tasks when I come back.

It is due to this desire for self-development and for a renewal of my passion for my job that I am requesting an extended sabbatical leave of [period]. During this time, I will take a few online courses on coding and graphic design.

Committed as I am to this company, I believe that when I resume work, I will be in better shape to give my all to the job and truly be of high value to [company’s name].

It is with the earnest hope of approval that I write this application.

Best regards,

5. Maternity Leave Application Letter Sample

Subject : Application for Maternity Leave

Dear Sir/Madam,

This is to inform you that I intend to take the allotted [write down number of weeks/months] of maternity available to me, starting on [start date]. In the event that there are no pregnancy or delivery-related, unforeseen issues that crop up, I intend to resume my duties at the end of my maternity leave on [tentative joining date].

Should my plans change for any reason, be sure that I will inform you speedily. Attached to this application is a letter from my doctor with confirmation of the relevant details.

During this period, you can reach me at this number for any emergency: [contact number].

Yours Sincerely,

6. Vacation Leave Application Letter Sample

Subject : Leave Application for Family Vacation

I am writing this to request approval for a 12-day vacation leave, starting on [start date] and going on up to [end date]. My family and I have been planning a trip to Brazil.

Having known for a while that I intend to take vacation leave, I have in the last few weeks been staying extra hours at work to ensure that I finish my most urgent work projects. I have also communicated with my immediate supervisors and had my work duties and responsibilities distributed to my colleagues to ensure smooth continuity even in my absence.

Thank you, and I am looking forward to your response.

Yours sincerely,

7. Leave Application For Emergency

Subject : Funeral Leave

I write this email to inform you of a family emergency that has disrupted my life and made it impossible for me to come in to work. Last night my sister passed away, having been bedridden in the hospital for the last two weeks after a heart surgery. Arrangements of the funeral – as well as the grief – are going to keep me preoccupied for the next few days.

I am sorry for any inconvenience that will be caused by my absence and have called into the office to organize the distribution of my most urgent duties to colleagues. In any case, I will be back at the office on [date], during which I will complete the remaining tasks.

Thank you for your kind consideration.

WRAPPING UP

The biggest take-away from this is that leave application letters should be formal, polite, and follow a particular format. The what of your application is also very crucial, and this means giving the reason why you want to take leave.

The more urgent or pertinent your reason, the higher your likelihood of getting your application request granted.

Another important thing to remember is conscientiousness. The moment you say you want to go on leave, the management starts to wonder what will happen to the work you are supposed to be working on.

Though this might depend on the context and on the organization’s protocols, it is usually a good idea for you to make arrangements that ensure the disruption in workflow is as minimal as possible in your absence.

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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.

Letters , Request Letters

Vacation Leave Request Letter: Format & Samples

Preparing a vacation leave request letter is a crucial step for employees planning to take some time off work . This formal communication with your employer needs to be crafted with care to ensure all necessary details, like your address and departure date, are clearly mentioned. To guide you through this process, this article offers a comprehensive format and insightful sample letters. Whether you’re planning a holiday, attending to personal matters, or just needing a break, these templates will help you articulate your request effectively and professionally. Keep reading to learn how to make your leave request with confidence and clarity.

Vacation Leave Request Letter Templates

Letter Requesting for Vacation Leave

A Vacation leave request letter is a formal document an employee writes to their employer or HR manager to ask for time off from work. This letter should clearly state the dates of the intended leave, the reason for the leave, and how the employee plans to manage their work responsibilities during their absence. The provided template serves as a practical and adaptable guide for employees in any sector, offering clear instructions and placeholders for personal and professional details. With sample data included, it simplifies the process of crafting a polished and effective leave request, ensuring all necessary information is communicated efficiently and professionally.

Vacation Leave Request Letter for Traveling Abroad

A Vacation Leave Request Letter for Traveling Abroad is a formal document an employee submits to their employer or supervisor to seek approval for time off from work for international travel. This letter should provide essential details about the trip, including the duration of the leave and the reasons for the travel, while ensuring that work responsibilities are covered in their absence. The template provided in the previous response serves as a detailed guide for employees in crafting their request. It includes all necessary components such as the employee's and manager's information, a clear statement of the leave period, the purpose of the trip, and arrangements made for work coverage. This pre-formatted structure simplifies the process, ensuring that users include all pertinent information and present their request in a professional and organized manner.

Request Letter for Vacation Leave for Travel Abroad

A Request letter for Vacation leave for travel abroad is a formal document where an employee asks for time off from work to travel overseas. The provided sample letter is detailed and easy to customize, offering a clear structure with sample data for users to replace with their own information. It covers all essential elements, ensuring a smooth request process, and includes strategies for managing work in the employee's absence. This letter aims to simplify the leave request process for both the employee and their supervisor.

A Letter Requesting for Vacation Leave is a formal document written by an employee to their supervisor or manager, requesting a specific period of time off from work for vacation. The purpose of this letter is to inform the employer in advance about the employee's absence, allowing for adequate planning and coverage during that period. The template provided in the previous response is designed to facilitate this process by offering a clear and structured format. It includes all necessary elements such as personal details, dates of the proposed leave, the reason for the leave, and plans for work coverage. By filling in the specific details within the brackets, users can easily adapt this letter to suit their individual circumstances, ensuring a professional and effective communication with their employer.

Vacation Request Letter Format

[Your Name]

[Your Address]

[City, State, Zip Code]

[Supervisor’s Name]

[Their Title]

[Company Name]

[Company Address]

Subject: Vacation Leave Request for Two Weeks

Dear [Supervisor’s Name],

I hope this letter finds you well. I am writing to formally request a two-week vacation leave, starting from [start date] and ending on [end date]. I plan to resume work on [date of return to work].

The purpose of this leave is [briefly state the reason for your vacation – personal, travel, family matters, etc.]. I believe this break will allow me to return to work with renewed energy and focus.

To ensure a smooth transition during my absence, I have [completed all outstanding projects / taken steps to delegate my current projects]. Specifically, I have arranged for [colleague’s name] to oversee [project/task name], and I am confident that they will handle it competently. For ongoing tasks, I have prepared detailed instructions and will brief [colleague’s name] before my leave commences.

I have also ensured that all urgent emails and client queries will be directed to [alternative contact person or system in place] during my absence.

I understand the importance of planning and am therefore submitting this request well in advance. I am committed to ensuring that my absence does not disrupt our team’s workflow or project timelines.

Thank you for considering my request. I am available for any discussion or clarification needed regarding my leave plan. For any urgent matters during my vacation, I can be reached at [your telephone number].

I appreciate your understanding and support in this matter.

[Full Name]

How to write a request letter for vacation leave

Crafting a vacation leave request letter involves more than simply asking for time off. It’s a professional document that should be written with care and foresight, respecting workplace protocols and ensuring the smooth functioning of your team in your absence. This guide will help you write a letter that is clear, respectful, and likely to be received positively.

1. Structuring Your Letter

• Header : Start with your contact information, the date, and your employer’s contact information.
• Salutation : Address your supervisor or HR manager formally, using “Dear [Name]” or “Dear [Title].”

2. Writing the Body of Your Letter

First Paragraph: Introduction and Basic Details

• Purpose : Clearly state that the letter is a request for vacation leave.
• Dates : Specify the start and end dates of your vacation. This helps your employer plan for your absence.
• Reason for Leave : A brief mention of the reason for your leave (personal, travel, etc.) can add a personal touch, though it’s not always mandatory.

Second Paragraph: Work Management Plan

• Delegation of Duties : Detail who will cover your responsibilities and any arrangements you’ve made for ongoing projects. This shows initiative and responsibility.
• Communicating with Team : Mention if you’ve already discussed this with your team or the designated colleagues. This demonstrates teamwork and thorough planning.

Third Paragraph: Conclusion and Availability

• Gratitude : Express your thanks for the consideration of your request.
• Contact Information : Provide your contact number, suggesting your availability for any urgent issues, while also respecting your time off.

3. Closing Your Letter

• Formal Closure : End with a formal sign-off like “Sincerely” or “Best regards,” followed by your signature (if sending a hard copy) and printed name.

4. Proofreading and Sending

• Review : Proofread your letter for any errors and ensure it maintains a professional tone.
• Sending Your Letter : Depending on your company’s culture, you can send this letter as an email or a printed copy.

A well written vacation leave request letter not only demonstrates your professionalism but also shows respect for your employer and colleagues. By clearly communicating your plans and ensuring your responsibilities are covered, you help maintain a positive work environment, even in your absence.

Key Points to Remember When Requesting Vacation Leave

Writing a vacation leave request letter is a formal and important task. It’s not just about asking for time off; it’s about ensuring your request is well-received, aligns with company policies, and maintains professionalism. Here are some key considerations and best practices to help you compose a compelling and successful vacation leave request letter.

1. Timing of the Request

• Advance Notice : Submit your letter several weeks before your planned vacation to allow enough time for your employer to make necessary arrangements.

2. Letter Content and Structure

• Conciseness and Clarity : Keep the letter short, precise, and ensure it contains all important information like specific dates and contact info.
• Formal Tone : Use a formal and respectful tone throughout your letter to reflect professionalism.

3. Company Policy Awareness

• Vacation Policy Research : Understand your company’s vacation policies to ensure your request aligns with company guidelines.
• Form Filling and Filing : Complete any required forms as per your company’s procedures for formal documentation.

4. Reason for Vacation

• Clear Justification : State the reason for your vacation clearly and accurately. This helps in the approval process.

5. Supervisor’s Approval

• Include Approval Documentation : If already approved by your supervisor, enclose their letter of approval and mention their authorization in your letter.
• Internal Approval Process : Acknowledge the importance of following the chain of command for approvals in your organization.

Tip! Follow up if you don’t receive a response within a reasonable time frame to ensure your request is considered.

It’s advisable to submit your request several weeks before your planned vacation. This provides ample time for your employer to process the request and make necessary arrangements.

While it’s not uncommon to request leave during busy periods, it’s essential to plan ahead and ensure your responsibilities are covered. Discuss your plans with your supervisor to assess the feasibility and make necessary arrangements.

In your letter, you can mention your availability for urgent matters and provide a contact number. Additionally, ensure you have a colleague or team member who can assist in case of emergencies.

In many workplaces, sending the request via email is acceptable, but it’s essential to confirm with your company’s policy. If email is allowed, maintain a professional tone and use the subject line to indicate the purpose of the email.

In the context of workplace communication, a well-crafted vacation leave request letter serves as a testament to professionalism and consideration. By adhering to the timing, structure, and formalities outlined in this guide, you not only express your need for time off but also show respect for your colleagues and employer. Remember, a clear and concise letter that complies with company policies is more likely to be approved. So, as you consider your leave, ensure your request reflects your commitment to both your work and the principles of effective communication.

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How to Craft the Perfect Vacation Leave Email – Templates / Formats

• Post author: Meet
• Post published: April 16, 2023
• Post category: Leave Request

Taking a vacation is a necessary part of maintaining a healthy work-life balance. Whether you’re planning to go on a road trip, visit family or take a relaxing beach holiday, you’ll need to request time off from work. In this blog post, we will guide you through the process of writing a vacation leave application and provide four different styles of sample leave emails.

Table of Contents

Before you start writing your leave application, it’s important to check your company’s policies regarding vacation leave. You’ll want to know how much notice is required, how much time you can take off, and any other specific rules or requirements. Once you have that information, you can begin crafting your request.

Here are the key elements to include in your vacation leave application:

Start with a clear subject line Your subject line should be clear and concise. Use a subject line that accurately reflects the purpose of your email, such as “Request for Vacation Leave.”

Address your manager or HR department Start your email with a professional greeting, such as “Dear [Manager’s Name]” or “To Whom It May Concern.”

State the purpose of your email In the first paragraph, state that you are requesting vacation leave and provide the dates you plan to be away from work.

Provide a brief explanation In the second paragraph, briefly explain the reason for your vacation. This can be as simple as stating that you need some time off to rest and recharge, or you may want to provide more details if you’re going on a family vacation or attending a special event.

Offer to complete any necessary tasks In the third paragraph, offer to complete any tasks or projects that need to be done before you leave. This shows that you’re committed to completing your work and helps ensure a smooth transition while you’re away.

Express gratitude and include your contact details Close your email by thanking your manager or HR department for considering your request, and provide your contact details in case they need to reach you while you’re away.

Now that you know the key elements to include in your vacation leave application, let’s take a look at four different styles of sample leave emails:

Formal style: Subject: Request for Vacation Leave

Dear [Manager’s Name], I am writing to request vacation leave from [start date] to [end date]. During this time, I plan to [brief explanation of the purpose of your vacation]. I understand that my absence may create an additional workload for my colleagues. Therefore, I will ensure that all my current work is completed before I go on vacation. If there are any urgent tasks that require my attention, I will be available via email. Thank you for considering my request. Please let me know if you require any further information or if there are any specific procedures I need to follow. Sincerely, [Your Name] [Your Contact Details]

Casual style: Subject: Taking Some Time Off

Hey [Manager’s Name], I hope you’re doing well! I’m writing to request some vacation time from [start date] to [end date]. I really need a break and plan to [brief explanation of the purpose of your vacation]. Before I leave, I’ll make sure to wrap up any projects and tasks that need to be completed. If there’s anything else you need me to do, just let me know. Thanks for your understanding! I’ll be checking my email occasionally, so feel free to contact me if anything comes up. Best regards, [Your Name] [Your Contact Details]

Direct style: Subject: Vacation Request

Hi [Manager’s Name], I need to take some time off from work from [start date] to [end date]. I plan to [brief explanation of the purpose of your vacation]. Before I go, I’ll tasks that are currently assigned to me. If there’s anything else you need me to do, please let me know as soon as possible. Thanks for your consideration. Regards, [Your Name] [Your Contact Details]

Grateful style: Subject: Request for Time Off

Dear [Manager’s Name], I would like to request vacation leave from [start date] to [end date]. During this time, I plan to [brief explanation of the purpose of your vacation]. I want to thank you in advance for considering my request. I understand that my absence may create some extra work for my colleagues, and I want to assure you that I will complete all necessary tasks before I leave. If there are any additional tasks that you need me to take care of, please don’t hesitate to let me know. Thank you again for your understanding and support. Best regards, [Your Name] [Your Contact Details]

Requesting vacation leave can be a simple process if you know what to include in your email. Remember to check your company’s policies first, and then follow the steps outlined above to write a clear and professional request. Use one of the sample emails provided as a template to customize your own vacation leave application. Happy vacation planning!

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7 Examples: How to Write a Perfect Leave of Absence Request

By Status.net Editorial Team on November 9, 2023 — 11 minutes to read

• Understanding the Basics of a Leave of Absence Request Part 1
• Steps to Write a Leave of Absence Request Part 2
• What to Include in a Leave of Absence Request Part 3
• Examples of Leave of Absence Requests Part 4
• Leave of Absence Request Template Part 5
• Personal Reasons Leave of Absence Templates Part 6
• Maternity Leave of Absence Template Part 7
• What to Avoid in Your Leave of Absence Request Part 8

Part 1 Understanding the Basics of a Leave of Absence Request

Before you start writing your leave of absence request, it’s important to understand the basics. A leave of absence request is a formal document that you submit to your employer, asking for time off from work for a specific reason. This can be for personal reasons, medical issues, or family matters. It’s important to know the policies and guidelines of your company to ensure your request is submitted appropriately.

• Check your company’s leave policy. Familiarize yourself with the types of leaves that are allowed, the maximum duration you can request, and any approvals or documentation required. This information is usually found in your company handbook or can be requested from Human Resources.
• When drafting your request, be clear about the reason for your leave. It’s important to be honest and straightforward, without going into too much personal detail. State the specific dates you plan to be away from work and any necessary arrangements, like reassigning your tasks to a colleague.

Try to submit your leave of absence request well in advance, allowing enough time for your employer to review and approve your request. This will demonstrate your professionalism and consideration for your team.

Part 2 Steps to Write a Leave of Absence Request

Subject line and formal greeting.

Start your leave of absence request with a clear and concise subject line. Include relevant information, such as your name and the dates of your intended leave. For example: “John Doe’s Leave of Absence Request – June 1-15, 2025.” As a friendly way to start your message, address your email or letter to your supervisor or manager using their appropriate title, such as “Dear Mr. Smith” or “Dear Dr. Johnson.”

Explaining Your Reason for Leave

In the opening paragraph, state the purpose of your leave in a clear and simple manner. Explain the reason for your absence, whether it’s a personal matter, family emergency, or medical concern. Be genuine with your reason to help your supervisor better understand your situation.

Providing the Time Frame

Clearly state the exact dates of your requested leave in the second paragraph. Include the start and end dates of your absence. This shows consideration for your employer’s planning and helps them to manage workload adjustments. For example: “I will be absent from work starting on June 1 and plan to return on June 15.”

Plan of Action During Your Absence

Demonstrate your responsibility by outlining a plan of action for your workload during your leave. This may include delegating tasks to colleagues, completing certain projects before your absence, or being available for limited communication if required. For instance: “Before my leave, I will complete all of my current projects and assign any ongoing tasks to my colleague, Jane Smith. If needed, I will be reachable via email for any urgent matters.”

Closing Your Letter

In the closing paragraph, express your gratitude for your employer’s understanding and support. Offer to discuss your request further in a meeting or call if needed. Example: “Thank you for considering my request. I appreciate your understanding and support during this time. Please let me know if you need any additional information or if you would like to discuss my request further.”

Review Before Sending

Before hitting send, give your email or letter a thorough read. Check for any spelling or grammar errors, ensure all important details are included, and that your message is clear and concise. This will help you present a polished and professional leave of absence request.

Part 3 What to Include in a Leave of Absence Request

When writing a leave of absence request, make sure to include the following elements:

• Your name and contact information: Begin by mentioning your full name, position, and department. It’s also good to provide your contact information such as email and phone number in case your manager needs to reach you.
• Leave type and reason: Clearly state the type of leave you’re requesting and provide a brief explanation for the reason behind your request. Be specific but maintain your privacy, especially when dealing with sensitive matters.
• Start and end dates: Include the exact dates you plan to be away from work. Providing this information helps your manager know how long they should expect you to be gone and allows them to plan accordingly.
• Work coverage plan: Explain how you’ve arranged for your work to be covered during your absence. If you’ve talked with a coworker who has agreed to handle your tasks, mention their name and workload distribution.
• Additional documentation (if applicable): In some cases, you may be required to provide medical or legal documentation to support your leave request. Attach any necessary documents as per your company’s policy.

Part 4 Examples of Leave of Absence Requests

In this section, you’ll find some practical examples and templates to help you write a leave of absence request with ease.

Example for Personal Reasons

Dear [Supervisor’s Name],

I hope this email finds you well. I am writing to request a leave of absence for personal reasons, specifically from [start date] to [end date]. I understand that this time away may require adjustments within the team, and I assure you that I will do my best to minimize any potential disruption.

Before my leave begins, I intend to delegate my tasks to [colleague’s name or team] and provide them with any necessary guidance. If any urgent situations arise during my absence, please feel free to contact me via [phone/email], and I will promptly respond.

Thank you for your understanding and assistance in accommodating my request.

Best regards, [Your Name]

Example for Maternity Leave

I am excited to share that I am expecting a baby, with the due date being around [due date]. With this, I kindly request maternity leave, which I would like to start on [start date] and return on [expected return date]. This should provide ample time for me to prepare, give birth, and bond with my newborn.

During my leave, I will ensure a smooth transition of my responsibilities to [colleague’s name or team], keeping you updated on my progress. If any questions or concerns arise during my absence, I will be available via [phone/email].

Thank you in advance for your consideration and support during this exciting time in my life.

Templates for Leave of Absence Request

Below are a few templates to help you write a leave of absence request for different situations. They will serve as a starting point for your own letters, ensuring you cover all necessary details in a professional manner.

Part 5 Leave of Absence Request Template

Dear [Recipient’s Name],

I am writing to request a leave of absence from [start date] to [end date] due to [reason for leave]. I have reviewed our company’s leave policy and believe that I qualify for this time off.

During my absence, I have arranged for [colleague’s name] to handle my responsibilities, ensuring a smooth transition in my absence.

Please find the attached documentation relating to my request [if applicable]. I understand that this request is subject to approval and would appreciate your prompt response so I can finalize any necessary arrangements.

Thank you for considering my request, and please do not hesitate to contact me if you need any additional information or clarification.

[Your Name] [Your contact information]

Part 6 Personal Reasons Leave of Absence Templates

Personal reasons leave template 1.

Subject: [Your Name] – Leave of Absence Request

I am writing to request a personal leave of absence from work for [duration, e.g., two weeks] starting from [start date] and ending on [end date]. My leave is due to [briefly explain your personal reason, e.g., a family matter or other personal matter that requires your attention].

During my absence, I have planned for [colleague’s name or your suggestion] to cover my workload and ensure a smooth transition. I will also be available via email for urgent matters.

Please let me know if you require additional information to consider my leave request. I kindly request your approval for my leave, and I will be happy to discuss any concerns or adjustments if necessary.

[Your Name]

Personal Reasons Leave Template 2

Subject: [Your Name] – Leave of Absence Request for Personal Reasons

I hope you are doing well. I would like to request a [length of leave] leave of absence starting from [start date] due to personal reasons. I understand this might cause some inconvenience, but I assure you I will do my best to ensure a smooth handover of my current tasks and responsibilities.

During my absence, I propose [colleague’s name] as a suitable replacement, but I am open to any other arrangements you suggest.

I appreciate your understanding and consideration of my request. Please let me know of any paperwork or further details required.

Sincerely, [Your Name]

Personal Reasons Leave Template 3

Subject: [Your Name] – Leave of Absence Request (Start Date – End Date)

Dear [Manager’s Name],

I hope this message finds you well. I would like to request a leave of absence from my position as [Your Position] in the [Your Department] department. I am requesting this leave for personal reasons and plan to be away from [Start Date] to [End Date].

During my absence, I have spoken with [Coworker’s Name], who has agreed to cover my responsibilities. We’ll work together before I leave to ensure a smooth transition and minimize any disruptions to the team.

Please let me know if there are any additional steps needed or if you require further information. I look forward to your understanding and approval of my leave request. Thank you.

[Your Name] [Your Email Address] [Your Phone Number]

Part 7 Maternity Leave of Absence Template

Subject: [Your Name] – Maternity Leave of Absence Request

I am excited to inform you that I am expecting a baby, and the due date is [due date]. I would like to request maternity leave of absence as per company policy, starting from [start date] until [end date].

Before my leave, I will coordinate with my team and [colleague’s name] who can cover my responsibilities while I am away. Please let me know if you require any further information or arrangements to ensure a smooth transition.

Thank you for your support, and I look forward to celebrating the birth of my child with you all upon my return.

Part 8 What to Avoid in Your Leave of Absence Request

When writing a leave of absence request, there are certain things you should avoid to ensure your request doesn’t come across as unprofessional or lack clarity.

1. Sharing Too Much Information: You may feel the need to share every detail of your personal life or reasons for the leave. However, this may not be necessary. Share only what is relevant to your leave request and maintain a professional tone. A simple explanation like “medical reasons” or “family emergency” will suffice.

2. Ignoring Timing: Be mindful of the timing of your request. If your company experiences busy seasons or has significant projects in progress, it may not be the ideal time to request a leave. It’s important to be considerate of your company’s needs while also taking care of your own.

3. Making Demands: A leave of absence request is not a demand, but rather a polite inquiry. Approach your request with a collaborative and understanding mindset. Frame your request as a courteous question—not as an entitlement or expectation.

4. Being Vague: Your request must include specific information about the duration of your leave and the start and end dates. Being vague can make it difficult for your employer to make decisions and cause confusion.

5. Skipping the Proofreading: Ensure your request is well-written, free of grammatical errors, and typo-free. Your leave request represents you and your seriousness about the matter. A poorly edited request might cast doubt on your professionalism and commitment to your job.

Frequently Asked Questions

What are some common reasons to request a leave of absence from work.

Some common reasons for requesting a leave of absence from work include personal reasons, medical reasons (for you or a family member), education or professional development, and vacation. You may also request a leave for parental reasons, such as maternity or paternity leave.

How do I start my leave of absence request letter?

To start your leave of absence request letter, begin with a professional and respectful salutation, addressing the recipient by name (e.g., “Dear Mr. Smith” or “Dear Ms. Brown”). Then, in the opening paragraph, clearly state your intention to request a leave of absence, specifying the reason for your request and the desired start and end dates.

What should be included in the body of a leave of absence request?

In the body of your leave of absence request, provide any relevant details to support your request and address the potential impact of your absence on your work and team. You may want to include information about the reason for your leave, such as medical documentation or confirmation of a family event. Also, mention any arrangements you have made to cover your work responsibilities during your absence or suggest possible solutions to minimize the impact on your team.

Are there any important tips for writing a leave request for vacation?

When requesting a leave for vacation, make sure to submit your request with ample notice, considering your workplace’s leave policy and any peak periods that may require your presence at work. Provide the specific dates of your planned vacation, offer assistance in making arrangements to delegate your work during your absence, and be flexible about adjusting your plans if necessary to accommodate your team’s needs. Keep your request concise and professional, while expressing your enthusiasm for the time off.

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Leave Application Email to Your Manager | 23 Examples

Leave request email to manager | Most professionals, at some point, will need to take time off from work. Regardless of the reason—be it for personal matters, health issues, or vacation—it is crucial to draft a proficient leave application email to your manager. This not only shows respect for the company’s procedures but also increases the likelihood of your leave being granted without hassle. Here’s how to go about it:

Leave Application Email to Your Manager | Tips

Understand Company Policy Before you draft your email, review your company’s leave policy. Make a note of how much leave you are entitled to, the notice period required, and if you need to provide any specific documentation.

Plan Ahead If possible, plan your absence at a time when it will cause the least disruption. Avoid peak business times and make sure you give enough notice, in line with company policies.

Keep it Professional Compose your email in a professional tone. Your email should reflect the same level of professionalism as any other business correspondence.

Be Clear and Concise Clarity is crucial. State the type of leave you are requesting and the exact dates of your departure and return. Keep it brief and to the point.

Provide a Reason While you don’t have to share all the details, providing a clear reason for your leave can prevent any unnecessary speculation and clarify the importance of your request.

Now, let’s put all of this into a structure. Here’s a basic template you could use:

Leave Application Email Templates

Subject: [Type of Leave] Leave Application from [Your Full Name] for [Dates]

Dear [Manager’s Name],

I am writing to formally request a [type of leave – personal, sick, vacation, etc.] leave. I would like to request leave from [start date] to [end date], totalling [number of days] days of absence.

[In this part of the email, briefly mention the reason for your leave. If the leave is for medical purposes, state this fact. If personal, you may decide how much information you feel is appropriate to disclose.]

I have ensured that my current projects and responsibilities are accounted for during my absence. [Name of a colleague] has kindly agreed to oversee my work during this period. This will ensure a smooth transition and prevent any disruption in workflow.

Should I need to be contacted for any reason, I am available via email, and [mention any other possible communication method if necessary; otherwise, omit].

I would appreciate your understanding and support regarding this matter, and I am hopeful my leave can be approved as requested. Please let me know if further information or a discussion is required.

Thank you for considering my application. I look forward to your response.

Best regards, [Your Full Name] [Your Contact Information]

Subject: Request for Annual Leave – [Your Name]

I hope this message finds you well. I am writing to formally request annual leave from [start date] to [end date]. This period of absence, totaling [number of days] days, is intended for [briefly state the purpose, e.g., “a family holiday”].

I have ensured that all my current projects are on schedule, and I am committed to completing all necessary tasks prior to my departure. To facilitate a smooth transition, I plan to:

Delegate ongoing tasks to [Colleague’s Name], who has agreed to oversee my responsibilities during my absence. Provide a detailed handover document that outlines the status of all projects, key contacts, and critical deadlines. Remain available to answer any queries in the week leading up to my leave. I believe this planned leave will not disrupt our team’s workflow, and I am dedicated to ensuring a seamless transition. Please let me know if there are any issues or further details you would like to discuss.

Thank you for considering my request. I look forward to your approval.

Warm regards,

[Your Full Name] [Your Job Title] [Your Contact Information]

Subject: Maternity Leave Request – [Your Name]

I am writing to request maternity leave as I am expecting the arrival of my child in the coming weeks. As per our company’s maternity leave policy, I am planning to commence leave beginning [start date] and anticipate returning on or around [end date].

To prepare for my time away from the office, I have arranged the following:

Completion of all major projects ahead of schedule. A comprehensive handover to [Colleague’s Name], who will cover my position during my absence. Scheduled meetings with key team members to ensure they have the necessary support in my absence. Please let me know if there are additional steps you would advise me to take to ensure everything runs smoothly during my maternity leave. Also, I am open to discussing flexible working hours upon my return to better manage work-life balance.

Thank you for your support and understanding.

Leave Application Emails With Details

Template 4: Personal Leave for Family Commitment

Subject: Personal Leave Request – [Your Full Name] – [Date]

I hope this message finds you well. I would like to request a day off on [specific date] due to personal family commitments. I have made sure that my current work assignments will not be affected and have delegated necessary tasks to [Colleague’s Name].Please let me know if there is any additional information you need or any work I should prioritize before my day off.Thank you for considering my request.Best regards,[Your Full Name]

Template 5: Medical Leave for Surgery

Subject: Medical Leave Request for Surgery – [Your Full Name]

I am writing to inform you that I need to take urgent medical leave. I am scheduled for a surgery on [date], and according to my doctor, I will need a rest period of [number] days post-surgery.I aim to return to the office on [date], subject to my doctor’s advice during recovery. I am attaching a medical note as per our leave policy. During my absence, [Colleague’s Name] has agreed to oversee my workload and will be the point of contact for any urgent matters.I appreciate your understanding and support.Best,[Your Full Name]

Template 6: Leave for Urgent Work at Home

Subject: Urgent Leave Request – [Your Full Name] – [Date]

I’m writing to request an emergency leave for [date], as an urgent situation has arisen at home that I need to attend to.I have ensured that all of my current projects are up to date, and I have briefed [Colleague’s Name] on the possibility of any urgent matters that may need attention in my absence.I apologize for the short notice and appreciate your understanding. Please let me know if I can provide any further information.Warm regards,[Your Full Name]

Template 7: Vacation Leave for Pre-Planned Trip

Subject: Vacation Leave Application – [Your Full Name] – [Date Range]

As we discussed earlier, I would like to formalize my request for vacation leave from [start date] to [end date]. All of my projects are on schedule, and I am ensuring a smooth handover of responsibilities to [Colleague’s Name] in my absence.I’ll make sure to address all outstanding tasks before my departure. I am confident that my team can handle my duties while I am away and I will be available by email for any immediate concerns.Thank you for considering my application for vacation leave. Sincerely,[Your Full Name]

Template 8: Leave Application for Mental Health Days

Subject: Leave Application for Well-being Days – [Your Full Name]

I am writing to request [number of days] days off work from [start date] to [end date] for reasons pertaining to my mental health and overall well-being. This time will help me to recharge and return to work with renewed focus and energy.I have outlined a plan to [Colleague’s Name], who will cover my responsibilities during my absence. Please let me know if there’s anything I need to complete or organize before my leave begins. Thank you for your understanding.Best wishes,[Your Full Name]

17 Templates | Short Leave Application Emails :

• I am writing to request your approval for a five-day leave beginning from [date] due to a family event. I have planned my work accordingly to ensure minimal disruption.
• Due to personal reasons, I need to request a leave of absence for [number] days starting from [date]. I have delegated my tasks to [colleague’s name] to handle in my absence.
• I will need to request for [number] days off starting from [date] to attend to an urgent family matter. I have taken steps to ensure my responsibilities are covered during this period.
• I am in need of a sick leave as I was diagnosed with [illness]. My doctor recommends a rest period of [number] days. I will ensure any important tasks will be handled by [colleague’s name].
• I would like to take my annual vacation leave from [start date] to [end date]. I have coordinated with [colleague’s name] to handle any urgent issues that might come up in my absence.
• I’m requesting [number] days off starting from [date] due to personal commitments that require my immediate attention. I have sorted out the tasks for this duration with [colleague’s name].
• Please consider this email as a formal request for [number] days of paternity leave as per our company policy. My wife is expected to give birth around [date]. In my absence, [college’s name] will look after my responsibilities.
• I need to request for a leave of absence on [date] to attend a crucial family event out of town. Rest assured, I have liaised with [colleague’s name] to cover my work for this day.
• Due to unforeseen personal issues, I’m in need of immediate leave for the next [number] days. I’ve arranged for [colleague’s name] to step in during my absence.
• I’m writing to request a medical leave of [number] weeks starting on [start date] due to a planned surgery. I’ve arranged with [colleague’s name] to handle my responsibilities during this period.
• I have an important personal matter to attend to and would like to request leave from [start date] to [end date]. I have made arrangements to cover my major responsibilities during this period.
• I would like to inform you that I will be taking my annual leave from [start date] to [end date]. I’ve arranged with my team to cover my tasks and responsibilities during my absence.
• I am due for a surgery on [date] and the suggested recovery time is [number] days. Therefore, I would like to apply for medical leave starting from [start date] to [end date]. I have allocated my responsibilities among team members during my absence.
• I am emailing to request leave for one day on [date] due to unforeseen personal circumstances. I will ensure my tasks for that day are either completed in advance or handed over to a team member.
• I am writing to request your approval for paternity leave, as my wife is due to give birth in the last week of this month. I will need to be off work from [start date] to [end date]. My tasks during this period will be managed by my teammates.
• Remember to replace [date] and [number] with specific dates and number of days, respectively. These are just samples, so please modify them according to your specific needs.
• I am writing to request leave from [start date] to [end date] for [reason for leave]. I commit to making the necessary arrangements to ensure all my tasks are covered during my absence. If anything urgent arises, please feel free to reach out to me by email. I appreciate your understanding and support in this matter.
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Leave Application Formats

A leave application is a document written by an employee, a student, or anyone seeking leave and is addressed to the employer, principal, or the person in charge. Sometimes, an individual may need to take time off work, school, etc., for various reasons, and to inform the relevant superior or in-charge about such intent, the individual would write a leave application. In this application, a formal request is made to the relevant party for granting absence to the individual for a certain time from work or school.

Leave applications can be written by people for personal or professional reasons. Some of the types of leave applications that are common are:

• Application for annual leave.
• Application for Sick Leave.
• Application for injury leave.
• Application for maternity.
• Application for paternity leave.
• Application for casual leave.
• Application for Illness or death of any relative leave.
• Application for a doctor’s appointment.
• Application for the dentist’s appointment.
• Application for vacation leave.
• Application for half-day leave.

The application formats for different types of leaves may vary from organization to organization and country to country. In addition, with time, the slight changes in the leave application formats also keep occuring. Even though the formats can differ, the general information that needs to be included or is included in the leave application remains the same, which is:

• Details of the addresser, such as name, contact information, secondary or emergency contact, etc.
• Details of the addressee.
• Subject or type of leave application.
• The reason behind the leave application.
• Duration of the leave with the dates mentioned.
• In the case of the employee’s leave application, details of the person who would handle the work in the employee’s absence.
• The number of allowed and remaining leaves, if applicable.
• Signature of the addresser for the verification.

As far as the leave application formats for the schools and students are concerned, they are usually the same. However, in the organizations, generally, templates are used for the leave applications. These templates can be designed by the organizations or they can simply use the templates that are available online or in the programs, such as Microsoft Word. The already-designed templates are easily downloadable, usable and customizable as per an organization’s requirements.

In addition, due to the advancements in technology, many organizations now have their attendance software developed through experts. Through this software, the employee can not only record his everyday attendance but request for the leave as well. The employee can also constantly review the number of paid leaves he is allowed to avail from the organization at any point in time.

There are numerous benefits of using the templates or the attendance software, which include:

• The employee can easily and quickly make the request without writing it every time from scratch.
• The information needed by the organization would not be missed, which is a possibility in case every employee writes their own version of the leave application.
• It would be easy for the employer to review a leave application if it is in a generalized format, as time will not be wasted to read each and every word of the application. He can simply review the important details.

The leave application, being a formal request made to the superior, needs to be professional and concise. The candidness or wordiness need to be avoided because, in the practical world, the boss does not want to spend a lot of time on a leave application.

The application for the leave submitted by an employee is kept in the record as a softcopy or in the employee file as a hardcopy, for any future reference.

One Day Leave Applications

Office Casual Leave Applications

Leave application letters for various reasons.

Teacher Leave Application Letters

Leave Application for Few Days Off

Leave Application Forms

Applications for a Month’s Leave

Application for casual leave from office.

All Formats

30+ Leave Letter Templates – PDF, DOC

Have you ever wondered how your childhood practice of writing leave letters comes to use in your after years? Probably, you might not be mature enough to realize that the formal letters haunt you through school, collegiate, and work life. Professionally leave Letters intimate your absence. A leave letter template paves the content for your leave, provided you have a valid reason with you. Whether you are an employee who wishes to go on a holiday/festival or even a college student who wishes to take a one-day leave to prepare for an exam, we have a variety of sample templates you can pick to use. You can write down your reason like going to a temple, and then give it to a principal/teacher to take stock of your absence. You may also check out our letter templates .

Free Leave Letter Template

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Simple leave letter format.

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When to Apply for an Unpaid Leave

Why do you need half day leaves.

• Your vision is getting blurred and you want to visit an ophthalmologist (eye specialist)
• You are suffering from a toothache and want to visit a dentist.
• You want to visit an ENT specialist for your throat swelling etc.
• You can use half-day leaves, even if your son or daughter are facing any of the above problems.

What Is Compassionate Leave / Bereavement Leave?

Things to keep in mind while creating a leave letter template.

• Your reason for leaving should be considered. Hence avoid giving lame excuses.
• Few organizations and firms don’t consider leave applications that are not on the company letterhead.
• Check with the office policies about the eligibility period while applying for maternity and paternity leaves.
• Are you regularly irregular? Then remember that no template will help you get frequent leaves forever.
• Remember that a single mistake can ruin the relationship or rapport between you and your manager. Hence, make sure that your leave letter outline is polite and will not create any big gaps in between.
• Don’t forget the mention of weekends in between, if any.
• Be apologetic, if you think that your leave causes any troubles within the organization.
• If you are working in a service industry, try to take leaves in the least busy time, unless it is inevitable. Well, it’s time to “leave”. We hope this article ‘leaves’ an impact on you. You can also see more templates like Leave Letters in word, pdf, google docs and apple pages in our official website template.net.

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