Leave Application Letter – Format & Sample Download
A leave application letter is written to take a break or to take the permission from the authority for the absence from duty for a stipulated time period.
Also it may be the leave application for not able to attend the class for a school or college going student.
Further, you need to follow the formal way to apply for the leave officially. It will help your authority to keep the track of your leave. Also your official work or the project you are involved will not be affected.
You should have strong and clear reasons behind your leave application also to get the leave approval from the concerned authority.
Sometimes, you need to attach the relevant documents to support your leave request. For example, it may be the doctor’s prescription to take bed rest or any scheduled surgery by your doctor or any emergency proof.
However, you will find that there are digital forms to fill in for the leave application purpose in many fields. But writing a leave application letter is always preferable even for some of the Government’s department.
Here, you can get the step-by-step guidelines how to write a leave application letter.
Also you can download the worked out samples of leave application letters which are very helpful especially for Class-X & Class-XII CBSE students.
Table of Contents
- Why should you write a leave application letter?
- Tips to write a leave application letter
- Format to write a leave application letter
- Worked out examples and Free Downloads
- Conclusion
Why should you write a leave application letter?
There are lot of reasons to write a leave application letter to take a leave from the duty or your regular activities.
Therefore, below are the most common reasons to write a leave application letter:
- your personal or family health problems
- any emergency arises due to the medical needs
- appointment with your doctor
- new child birth or child adoption process
- school admission of your kid
- to attend the hearing in the court
- for the purpose of your annual vacation
- leave for higher study
- for the purpose of your marriage
- maternity/pregnancy reason
There are lot more reasons to write a leave application letter. However, if you know the format and the writing tips, you can write any type of leave application letter for your different purposes.
Tips to write a leave application letter
You can follow certain tips to write a good leave application letter. Hence, follow the below tips to write a leave application letter in a proper way:
- Strictly follow the prescribed format of a formal letter to write a leave application letter.
- Clearly mention the reasons behind writing the leave application letter.
- Also write in a polite way and use only formal words.
- Include your name and contact detail clearly.
- Avoid any grammatical or punctuation error.
- Write in a precise and specific way. Moreover, focus directly to the strong reasons why the leave is very important and you need it.
- Explain briefly to your authority how your leave will not affect the work or project you are handling. Also mention the name of your colleague who will take the responsibility of your work in your absence.
- Mention the specific date and duration of your leave since they must know how many days you will remain absent from your duty.
- Also attach the supporting and relevant documents for the reference & review by the concerned authority.
- Choose the subject line carefully so that it can reflect the purpose.
Format to write a leave application letter
Leave application letter is basically a formal letter. Hence, it should follow the prescribed format of a formal letter.
Let’s check below the format of a leave application letter:
Sender’s address:
The address and the contact details of the sender are written first on the top left corner. You can also include email and phone no. of the sender.
Date:
Leave one line below the sender’s address and put the date of writing the letter.
Receiver’s address:
Leave one line below the date and write down the recipient’s address details.
Subject line:
Leave one line below the recipient’s address and write down the subject line.
The subject line must be short and clear to mention the purpose of writing the leave application letter. It must be written in one line only.
Accordingly, here are some of the typical subject lines for your reference:
“Leave application for marriage”,
“Maternity leave application”,
“Leave application for higher study”.
Salutation
Start with “Dear Sir/Madam” or “Respected Sir/Madam”.
Use a comma (,) after the salutation.
Body of the letter
This can be sub-divided into three parts:
Part-1: Your introduction and the duration of leave you want.
Part-2: Write down the strong reasons precisely why you need the leave. Also mention your work recovery plan and assure the authority how your leave will not have impact on the project you are handling.
Part-3: Draw a conclusion by thanking them for their consideration.
Typical conclusion that you can use is like:
“Thank you for your time and consideration. I will be grateful to you for providing the approval on my leave request.”
Complimentary Closing
A complimentary closing is a polite way to convey your regards to the recipient.
You can use “Yours sincerely” or “Yours faithfully”.
Further, use a comma (,) after the complimentary closing.
Sender’s name, signature and designation
Leave another couple of lines for the last step—your name with designation and signature. Type your full name here.
Worked out examples and Free Downloads
Example-1: Sick Leave Application
| 3/A, East Enclave,
New Town, Kolkata. Cell no.: (+91) 6290725477 E-mail: [email protected] July 20, 2020 Mr. Suhel Sharma, The Human Resource Department, XYZ Company Pvt. Ltd. 24/1, GC Avenue, Kolkata. Subject: Sick Leave Application Dear Sir, With deep regret, I would like to inform you that I have been diagnosed with severe viral infection last night and due to the sudden illness I will not be able to attend my office for five (5) days starting from today. Last night I visited the doctor’s chamber with coughing symptom and breathing problem. After the medical check-up, the doctor prescribed me some of the high dose medicines and also advised me to take bed rest for five days. I am attaching the copy of the doctor’s prescription with this letter for your reference. Please note that I will join my duty on July 25, 2020 and definitely will work hard to recover my pending activities with a great effort. Also please feel free to contact me on my above detail, if required. I will be grateful to you for providing the approval on my leave request. Thank you for your time and consideration. Yours sincerely,
Dipak Kumar Singh (Sr. Electrical Design Engineer) Power Division Employee ID: 07/4036 Enclosure (1): Copy of doctor’s prescription |
Example-2: Application for leave in school
| 241/A, Anjali Apartment,
New Town, Kolkata. Cell no.: (+91) 6290725477 July 20, 2020 The Principal, Loreto Convent School. 12/1, Rabindra Sarani, Kolkata. Subject: Application for leave in school Respected Sir, My son, Ayush Choudhury studies in your school in Class-I. Ayush has been diagnosed with chickenpox since last evening and so I request you to grant a leave for two weeks from 20th July to 03rd Aug, 2020. As advised by our family doctor, it will take two weeks time for the complete recovery. I have attached the medical certificate issued by the doctor for your reference. Also I will make sure that he will collect the home-works and class notes from his friends before he re-joins the school. Thank you for your time and consideration. Yours sincerely,
Dipak Kumar Choudhury (Father of Ayush Choudhury) Class-1; Section-B Roll No.: 12 Enclosure (1): Copy of medical certificate |
Example-3: Leave Application for Corona Lockdown
| 142/A, Eastern High Apartment,
New Town, Kolkata. Cell no.: (+91) 6290725477 E-mail: [email protected] July 20, 2020 Mr. Sitesh Barman, The Human Resource Department, XYZ Company Pvt. Ltd. 1/C, AJC Bose Road, Kolkata. Subject: Leave Application for Corona Lockdown Dear Sir, I, Snehasish Sharma, would like to inform you that I will not be able to attend my office for two weeks due to the complete lockdown in our locality for COVID-19 pandemic. Last week five persons have been diagnosed with corona positive in our area and due to this all the roads have been sealed by the police and no transport is available here. The local administration has announced a complete lockdown for two weeks to fight against the pandemic situation. I will join my duty on August 04, 2020 after completion of the lockdown period and assure you that I will work hard to recover my pending activities within this period. Also I am always reachable at my above contact details for any kind of remote support. I will be grateful to you if you provide the approval on my leave request. Thank you for your time and consideration. Yours sincerely,
Snehasish Sharma (Sr. Electrical Design Engineer) Power Division (HV Cell) Employee ID: 40011 |
Conclusion
Since the leave application letter is a formal letter, always maintain the prescribed format to write it.
Further, be specific and write the leave application letter precisely.
You should have enough and strong reason otherwise, there is a high chance to get rejected. In addition to this this can create a negative impact on your reputation as well for future.
Be genuine and don’t show any false statement because it will be kept as an official record.
Have you ever written a leave application letter in your student life or corporate job? Share your feedback and put your comments in the box below.
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