How To Write An Office Leave Application

How To Write An Office Leave Application

How To Write An Office Leave Application

Submitting a leave application is essential if you plan to be absent from your job for a certain period. You can write a leave application in different styles and formats. A good leave application should include specific details like the duration, the reason for leave, and the work plan during your leave. In this article, we will discuss how to write an effective office leave application in letter and email formats and provide you with some samples for different situations.

Why Should You Submit An Office Leave Application?

Most companies require you to submit a leave application before you take any planned leave. You may also have to submit a leave application when you report to work after taking any unplanned leave. A leave application formally requests your employer to approve your absence from work due to the reason stated in the application. You may be liable for disciplinary action for leave taken without your supervisor’s approval.

Even if submitting a leave application is not mandatory in your company, it is always better to submit one as a matter of professional courtesy. Intimating your absence formally goes a long way in keeping you in the good books of your employer.

What To Include In A Leave Application

An office leave application should include the following details:

  • Date of the application
  • Name and address of your manager to whom you are writing the letter
  • Subject or purpose of writing the letter
  • Salutation in the form of the recipient’s Name or title
  • Duration of leave, preferably in the form of from and to dates
  • The specific reason for leave
  • Work plan during the period of your leave
  • Your Name, job title, and contact information
  • Your signature

How To Write A Leave Application For Office

Your leave application for office should sound polite and professional and include all the necessary details to help your manager approve your request. Use the following tips and steps to write a professional leave application:

  • Review your company’s leave policy.

 Review the rules of your company to ascertain your leave entitlement. Usually, you must complete a stipulated service period to be entitled to privilege or earned leaves. Moreover, you must take a minimum stipulated number of earned leaves at one stretch. On the other hand, casual leaves are offered for two or three days to meet any sudden unforeseen emergency. Based on your company rules, decide whether to club one type of leave with another. You may still be eligible for leave without pay if you have no leave balance.

  • Know the right person to authorize your leave.

 Find out whether you should address your leave application to your immediate supervisor or someone else. If you have any confusion, contact your HR manager.

  • Begin with the Date.

 This is the Date on which you are writing your leave application. Ensure this Date is not too far from when you submit your application.

  • Write the Name and address of the recipient.

 Include the complete Name, Designation, and official address of the person you are addressing your leave request to.

  • Include a subject line.

 Make the purpose of the letter clearly in the subject line. For example, it should clearly state that you are requesting leave. You may omit the subject in a printed or hand-written application, but make sure you do not miss it in an email.

  • Add a salutation. 

You may begin with ‘Dear Mr./Mrs.’ followed by the recipient’s last Name. For example, ‘Dear Mr. Agarwal.’ If you use ‘ji’ after the Name, you may use the first and middle names or just the last names, but you need not use ‘Mr./Mrs.’ For example, just say ‘Dear Agarwalji’ or ‘Dear Jay Kumarji’ instead of ‘Dear Mr. Agarwalji’ or ‘Dear Mr. Jay Kumarji.’

  • Make a formal request for leave.

Mention the duration and reason for leave in clear terms. Wherever possible, state the starting and ending dates for the requested leave period. Try to convince the recipient about the urgency of the leave.

  • State the work plan in your absence.

 Include the Name of the person who will look after your duties in your absence. If you plan to do some of your duties remotely, mention it in your leave request.

  • Use polite and professional language. 

Convey your concern and request for leave politely and professionally. Make sure you sound courteous and cooperative instead of demanding. Consider using words like request, kindly, grant, obliged, grateful, etc.

  • Keep it short.

While you should include all the essential details, keep the application short and precise. It will save your supervisor’s time, minimize the chances of confusion, and send a positive impression that you value others’ time.

  • Conclude your application. 

Close your leave application professionally with phrases such as ‘Warm Regards,’ ‘Yours Sincerely,’ etc., followed by your Name. Also, include your job title and contact information. Unless you send your leave request through email, you should also sign your leave application.

  • Proofread your leave application. 

Consider reading aloud your application to yourself. This can reveal any readability issues, typos, or grammatical errors. Double-check the leave dates and other information you have provided in the application. Make necessary corrections to make the application factually accurate and free from any error.

Once your leave application is ready, you should submit it well before the time. Again, give your manager as much advance notice as possible so that he or she gets enough time to plan the workflow in your absence.

Leave Application Format For Employee

The following is the basic format for a leave application:


[Name of the recipient]

[Designation, company name, and address of the recipient]

Subject: Request for [casual/sick/any other type of] leave

Dear Mr./Mrs. [recipient’s Last Name],

[Body of the letter: Request for leave. Include the duration of leave, reason for leave, and the work plan in your absence]

[Thank you note: Thank the recipient for considering your leave application]

Yours Sincerely,

[Your Signature]

[Your Name]

[Your job title and contact details]

Leave Request Format For Email

The following is a sample format for office leave requests through email:

[Email ID of the recipient]

Subject line: Request for [casual/sick/any other type of] leave

Dear Mr./Mrs. [recipient’s Last Name],

[Body of the letter: Request for leave. Include the duration of leave, reason for leave, and the work plan in your absence]

[Thank you note: Thank the recipient for considering your leave application]

Yours Sincerely,

[Your Name]

[Your job title and contact details]


What should an office leave application look like?

A formal and professional application for office leave should be formatted. Your name, title, department, the date you submitted the application, and the length of the leave you are requesting should all be included. It’s also important to say why you’re taking a leave of absence and when you plan to resume work.

In my leave application, how should I address my employer?

Use their proper title, such as “Dear Manager,” “Dear Director,” or “Dear HR Manager,” when addressing your employer with respect. Address them by name only, and refrain from using nicknames or informal language.

What should I say about my leave of absence in the application?

It is essential to be sincere and clear when stating the reason for your absence. Limit the amount of personal information you provide to the relevant facts. For instance, if you are taking a leave of absence for medical reasons, you can state that and, if necessary, provide a doctor’s certificate.

Is it necessary for me to provide the application with the dates of my leave?

Yes, the dates of your leave should be mentioned in the application. Include both the date you intend to begin your leave and the date you intend to resume work. Your employer can better plan for your absence and ensure that the workflow is not impacted by your absence thanks to this information.

Should I include my contact information in the application for leave?

Yes, it is essential to include your contact information in the application for leave. This incorporates your telephone number and email address with the goal that your boss can reach you if fundamental.

When should I submit my request for leave of absence?

Your leave application should be submitted as soon as possible. In a perfect world, you ought to present your application basically seven days before the date on which you intend to begin your leave. This gives your employer enough time to plan appropriately and, if necessary, find a replacement.