Leave request is one of the most important applications given to the employer by an employee. The intention of the application is to be given a break from your place of job for an itemised term or span. Providing a brief but straight to the point leave application will influence the acceptance of the leave applied. A better approach to writing a leave letter or application is by maintaining maximum professionalism. Here are some other tips for writing an efficient leave application or email.
Proofread your leave application - grammatical errors, spelling mistakes etc will lose the professional touch of your application.
Keep it short and simple - no one reads long emails and lengthy letters. Always keep your leave application short and straight to the point.
Use formal tone - the language should be strictly formal with the greatest professionalism.
Clearly mention the reason for leave, period required and emergency contact information.
Be respectful and kind
Although there is no specific structure for leave requests, here are some of the points you should include in your leave application.
Salutation - addressing the recipient
Subject - Context of the leave application
Reason for your leave - Exact reason explained vaguely
Period(Number of days) of your leave
Contact information - Incase of workplace emergencies
Casual leave
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Subject - Casual leave application (Date)
Dear Mr/Ms (Name of the manager), I wish to inform you that I have to attend my younger daughter’s School PTA meeting tomorrow (26/8/2020). As the meeting will run from11.00 AM to 3.00 PM, I will not be able to attend the office for the mentioned date. I have completed my reports and have shared it with you via email. For any other work related emergencies, I'll be available on phone or via hangouts. I kindly request you to grant me a day’s leave for the same.
Sincerely, Name |
Maternity leave
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Subject: Application for Maternity Leave
Dear Mr./Mrs. {Recipient’s Name}, Kindly consider this as my request for allotting (Number of weeks) of maternity leave available to me. I plan on taking my leave from (date) to (date), excluding any unplanned emergencies regarding the delivery and pregnancy. If any of my plans change according to the medical reason, I will let you know as soon as possible. I have attached the medical letter confirming the delivery date along with this email. Kindly let me know if anything else is required from my end. Feel free to contact me if you need any further clarification.
Yours Sincerely, {Your Name} |
Sick leave
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Subject: Sick leave (Date)
Sir/Ma’am, I am down with food poisoning because of which I will not be able to come to the office today. My doctor has asked to take rest for at least (no: of days) and recover properly before resuming employment. I have requested (colleague's name) to check on my clients on a periodical basis to not disrupt the work flow. I can also respond to emails, if any emergencies arise. Kindly consider my health condition and grant me leave for (no:of days) from (Date ) to (Date). Please let me know if I need to submit any medical proof.
Thankfully, Name |
Leave application due to death of a relative or a friend
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Subject: Leave Application (Personal Emergency)
Dear Name, I write this letter to inform you that my Grandfather passed away yesterday night and I had to be there with my family. Because of this unforeseen incident I was not able to come to the office today. The funeral takes place tomorrow (Date) and I kindly request you to grant me leave for two days on (Date and Date). I apologize for the inconvenience caused by my absence. I ensure to complete all my pending works as soon as I reach office on (date).
Thanks and regards, Name |
Leave application for family vacation
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Subject: Leave application - Family vacation
Sir/Ma'am, I would like to take a vacation during the winter from (Date) to (Date) with my wife and children. I humbly request for the approval of (no: of days) for my planned vacation. I have assigned my colleague (Name) for the emergencies with new clients and retaining customers. For any other work emergencies, I will be available on phone and email. Thank you for your consideration. Looking forward to the approval.
Sincerely, Name |
Half day leave
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Subject - Half day leave request
Sir/Ma’am, As I have taken an appointment with my dentist on (date) at (time), I won't be able to attend the office for the mentioned time. I humbly request you to grant me a half day leave for the same as the appointment is crucial regarding my recent dental implant surgery. I’ll be available on phone and email for work related emergencies. I assure to complete all my pending work for the day on the next day (Date) I come to office. Looking forward to the approval.
Thankfully, Name |
Leave application for marriage
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Subject - Application for Wedding
Dear <Name of the recipient>, I am writing this letter to officially inform you that my marriage is on <Enter wedding date>. In order to make some arrangements for my wedding, I would like to utilize my leaves for the duration: <Enter date when leave starts> to <Enter Date when leave ends>. I have already informed my <supervisor / manager /superior/team leader> about the same and completed any pending tasks. I hope you understand my situation, and grant me leave for the aforementioned dates. Thanking you, |
Paternity leave application
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Subject - Application for Paternity Leave Dear <Name of the recipient>, This request is in relation to my application for paternity leave as my wife’s due date is just around the corner. It gives me immense joy to let you know that my wife and I are expecting our child towards the end of <Enter expected month of delivery>. For this reason and to take care of my family’s needs over a couple weeks, I request you to grant me, as per company policy, <Enter number of days> days of paid paternity leave, between <Enter date when leave starts> and <Enter Date when leave ends>. As I will be absent for a prolonged period of time, I have already informed my <supervisor / manager /superior/team leader> and begun the process of completing my tasks and delegating my responsibilities to <Enter name of the person who will handle the taste> from our team. Any details about my work, client interactions, and reports will be communicated to him/her via email by the end of <Enter date when the person will receive details via email>. I hope you understand my situation, and grant me leave for the aforementioned dates. Thanking you, |