Casual Leave Application: Formats & 5 Samples You Can Use



14 June, 2024

Casual Leave Application: Formats & 5 Samples You Can Use

Imagine it’s a busy Wednesday morning at the office, and you’ve just received an urgent call from home. There is an urgent matter that needs immediate attention, and you need to rest for the remaining day. Your heart pounds as you try to figure out how best to report to your employer and make sure your responsibilities are covered. In such instances your knowledge of writing an effective casual leave can prove a win-win situation for you.

Suppose another scenario arises where you require a short recovery trip after several months of a tough grind at work. In such a case you must formalise a leave request as the date of your planned trip comes closer. Writing a well-structured holiday leave can seem daunting, but it’s important to keep working hard and ensure uninterrupted leave.

Or maybe you’re a teacher, feeling under the weather but worried about the students and your lesson plans. You know that going on a casual vacation will help you recover faster, but first, you need to communicate this clearly to your principal.

Whether you’re dealing with an emergency, planning a much-needed break, or dealing with personal matters, creating the perfect emergency vacation is essential. It’s not just about reporting to your boss; It’s about communicating your story clearly and respectfully, ensuring that your work and that of your colleagues is minimally disrupted.

In this blog, you’ll find useful tips, templates, and examples to help you write a casual leave application format designed for several situations. From a day off from office work to personal emergencies, these templates will be a reliable resource. You can manage such situations with the right approach, as already stated, by writing appropriate formal letters addressed to the HR and your reporting manager.

What is a Casual Leave Application?

Casual leave is basically a paid leave you can take in case of an unforeseen circumstance. Employees take casual leave typically after the completion of their probationary period.

Every company has its own policy for leaves. Indian companies usually offer a wide range of leaves, such as sick leaves, casual leaves, maternity, paternity, and many more. The kind of leave that employers in India provide their employees is called casual leave.

How to Write a Casual Leave Application Format?

Drafting an employee casual leave application can seem daunting, but by following a clear process you can ensure your request is professional and effective. Here is a detailed guide to help you through the process.

  1. Theme: Write about why are you taking casual leave

The headline is the first thing the recipient sees, so it’s crucial to be direct and specific. A clear problem line facilitates your supervisor or HR at once understanding the cause of your email. Applying this approach will leave no room for uncertainty and will guarantee that the administration reads your email.

Example: Subject: Request for a day’s leave

  1. Salutation: Address the Recipient Appropriately

Be mindful of addressing the recipient appropriately. You can start the application by addressing the concerned person you are writing to, like either the HR Manager or your reporting manager.

Example: “Dear (Manager Name),”

Suppose you don’t know the manager’s (recipient) name in that case you can write Dear Mr/Ms. This will make the salutation more clear and precise.

  1. Body: You should include the reason for casual leave as per your concerns

The body is basically where you provide important information about the casual leave.

Break it down into a few basic elements:

Introduction: State your request first.

Example: “I’m writing to (date) asking for a casual day off.”

Why you need to take time off: Clearly explain why you need time off.

Example: “Reason for your leave (explain briefly why you are leaving, such as a medical appointment, a personal emergency, or a family function).”

Do not forget to mention the number of leave days

Example: I will not be available from (date) to (date).

Also mention how the work will be managed in your absence.

Example: “I have finished my current work and have coordinated with (colleague’s name) to take any urgent matters during my absence.”

By filling out your information in this way, you can ensure that your request is reasonable.

  1. Closure: End the application with a polite signature and any follow-up information about your contacts

Always, be polite in your application by giving a thank you note and your contact information.


“Thank you for considering my request. Please feel free to contact me at (your phone number or email) if you need any further clarification.”

Your Name


Contact Information

Casual Leave Application Formats

Check out different casual leave application formats.

Format 1: Employee Casual Leave Application For Office

Subject: Casual Leave Application

Dear (Manager’s Name),

I’m writing for casual leave of absence from work from (date) to (date) because of some personal commitments. I have made sure that all of my tasks are completed. I have given (Colleague’s Name), who is knowledgeable about the ongoing projects. He is capable of handling any questions in my absence, and my duties for the day.

I kindly request your approval for the same.

Thank you,

Your Name_______


Contact Information_________

Format 2: One-Day Casual Leave Application for Office

Subject: One-Day Casual Leave Application

Dear (Manager’s Name),

I am writing to let you know that due to some personal work, I will not be able to attend the office on (Date). I have made sure that no tasks are left and if any urgency arises the tasks will be completed.

Please grant me leave for the mentioned date.


Your Name_______

Your Position______

Contact Information_________

Format 3: Casual Leave Application for Teachers

Subject: Casual Leave Application

Dear (Principal’s Name),

I am writing this to ask for a day off on (date) as I have personal matters that require my immediate attention. I have also arranged for (Substitute Teacher’s Name) to cover my lessons for the day. I have already given them a detailed explanation of the day’s curriculum and all the resources needed to provide a comfortable learning experience for our students.


We greatly appreciate your understanding in this regard.

Best regards,

Your Name________

(Your Subject) Teacher

Contact Information__________

Format 4: Casual Leave Application for Government Employees/ Application For Casual Leave in Govt Office

Subject: Application for Casual Leave

Dear (Recipient’s Name),

I am writing for casual leave from (date) to (date) because I have personal obligation that require my immediate attention. Realising the importance of my responsibilities, I arranged for (Colleague’s Name), who agreed to supervise my work for the day. I have explained my work to my colleague.

I request your permission to grant me casual leave.


Your Name_______



Contact Information___________

Format 5: Casual Leave Application for Urgent Work

Subject: Casual Leave for Urgent Work

Dear (Manager’s Name),

I will be needing a casual leave on (date) to attend an urgent personal work. I have coordinated with my team to ensure my absence does not create any problems with ongoing projects.

Thank you for your consideration.


Your Name_______

Your Position________

Contact Information____________


We hope that reading the above content will ensure that casual leave formats are important to maintain professional ethics so that your leaves are approved smoothly. Whether you want an informal vacation for work, or an emergency, or are looking for an easy vacation at a government agency, using the right format and sending important information will make the process easier. Try the above formats by including them in your leave applications.


Q1. How do I write a casual leave application?

You can begin by explaining your request for a leave in the subject line of your casual leave application. Write a respectful greeting, explain why you are taking a leave of absence and how long it will last, and end with your contact information. Make sure your application is professional and short.

Q2. What is the sample of the leave format?

A sample leave format includes the following:

Subject: Casual Leave Application request on (date)

Salutations: Dear (Name of Manager),

Body: Describe why you want to take leave, the leave duration and necessary arrangements made by you during your leave.

Concluding Remarks: Gratitude (name) (your designation), (contact details)

Q3. How do I write a simple leave application?

Write a brief application for a simple leave of absence. Indicate in detail the date(s) and reason(s) you require time off. Keep your tone professional and simple at all times.

For instance:

Subject: Request for Informal Leave

Dear [Name of Manager],

I’m writing to ask for a one-time leave of absence on (Date) for (Reason).

I’m grateful.


Q4. What is a personal reason for casual leave?

Family events, urgent medical appointments, pressing personal concerns, or any other obligations that are unrelated to your job and need your attention might all qualify as personal reasons for taking a casual leave application.

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