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Elina
23 May, 2024
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We all need breaks. Sometimes there could be an emergency, or it could be a casual leave requirement or a loss. These breaks have different reasons. As humans, we need the space to have fun, grieve, and relax. If you’re an employee looking for a leave application for office format, we have plenty of examples. Let’s make it easier for you while you take a break to energise.
Writing a leave application is important for an official declaration of your unavailability. But there is more to that. This is why writing a formal leave application matters:
It helps you communicate your absence clearly to your employer.
It allows the company to manage its workload.
Writing a formal application shows respect for company policies.
We know that writing an official professional leave application can make us stressed and overwhelmed about where to start and what to add. Here are the quick 7 steps to write the perfect leave application:
Define the purpose of your leave clearly.
Address your letter the correct way, for example: “Dear (Receiver’s Name)or “To Whom It May Concern”.
Mention the dates of your leave and a brief explanation of your leave.
Express gratitude for your employer’s understanding. (Thank you, Regards)
Close the letter with a professional sign-off, such as “Yours sincerely.”
Write your full official name and job title in the application.
Mention your email address or phone number for easy accessibility.
Now, let’s look at the different types of Leave Applications and each of their formats through examples:
Casual leave means taking a short-term leave due to a family event, personal reason, unforeseen circumstances, or any non-emergency situations etc.
Example 1:
Subject: Casual Leave Request
Dear (Receiver’s Name),
I am writing to request a casual leave from [start date] to [end date] due to [brief explanation of reason]. I have arranged for [colleague’s name] to handle my responsibilities during my absence. I appreciate your understanding and look forward to your approval.
Yours sincerely,
[Your Name]
Example 2:
Subject: Casual Leave Request
Dear (Receiver’s Name),
I am writing to inform you that I require casual leave from [start date] to [end date]. This is due to [brief explanation of reason, such as personal matters, family engagements, etc.]. During my absence, I have arranged for [colleague’s name] to manage my responsibilities to ensure a smooth workflow.
If you have any questions or need further information, please do not hesitate to contact me at [your contact information]. I appreciate your understanding and look forward to your approval.
Thank you for your consideration.
Yours sincerely,
[Your Name]
Sick leaves are taken when you are physically or mentally ill or due to other medical emergencies or check-ups. It is a leave that employees can avail themselves of to prioritise their overall health. Although, taking excessive sick leave can result in disciplinary actions by the employer.
Example:
Subject: Sick Leave Application
Dear (Receiver’s Name),
I am unwell and need to take sick leave from [start date} to {end date} due to {explain briefly}. I am visiting my doctor for medical advice and will provide a medical certificate if required by the company. I have communicated with [colleague’s name], who will manage my tasks during my absence. I appreciate your understanding and look forward to your approval.
Yours sincerely,
[Your Name]
Vacation leave is taken when you are going on trips or you have planned holidays for rest or relaxation or personal travelling plans. A vacation leave is written to the employer to take some time off from the daily work.
Example:
Subject: Vacation Leave Request
Dear (Receiver’s Name),
I am planning a holiday (with or without my family) and would like to request a vacation leave from [start date] to [end date]. During this time, [colleague’s name] will be responsible for my tasks, and I will ensure all pending work is completed before I leave. I will be reachable via email or phone if required (Provide an accessible phone number or email during which they can reach you when you are away).
Thank you for your consideration
Yours sincerely,
[Your Name]
Maternity leave is for expectant mothers, usually around the birth of a child. A woman can avail of this type of leave for a period before and after childbirth. This type of leave plays a key role in empowering working women.
Example:
Subject: Maternity Leave Application
Dear (Receiver’s Name),
I am approaching my due date and would like to request maternity leave from [start date] to [end date]. I have discussed my leave plan with [colleague’s name], who will cover my responsibilities. If needed, I will be available via email or phone during this period.
Thank you for your support, and I look forward to your approval.
Yours sincerely,
[Your Name]
Paternity leave is for the new fathers to support their family around the birth or adoption of a child. The new father can avail of this leave from a few weeks to months as provided by his employer. This is the phase that allows fathers to use the time to bond with their child.
Example:
Subject: Paternity Leave Application
Dear (Receiver’s Name),
My partner is expecting our child, and I would like to request paternity leave from [start date] to [end date]. I have made arrangements with [colleague’s name] to cover my duties during my absence. I appreciate your support and understanding during this time.
Thank you for considering my request, and I look forward to your approval.
Yours sincerely,
[Your Name]
Bereavement leave, also known as compassionate leave is used when an employee needs time off to mourn the death of a close family member. Employers facilitate this type of leave to enable employees to deal with the state of grief caused due to the loss. It is a short-term leave ranging from a few days to weeks.
Example:
Subject: Bereavement Leave Application
Dear (Receiver’s Name),
I am writing to inform you of the recent passing of [relationship to deceased], and I would like to request bereavement leave from [start date] to [end date]. I have communicated with [colleague’s name] about my duties, and they will manage my tasks during my absence. I appreciate your understanding during this difficult time.
Thank you for your support, and I look forward to your approval.
Yours sincerely,
[Your Name]
Personal leave is for various personal reasons that don’t fit into the other categories. In personal leave, you take time off from work for your private reasons. It is a paid or unpaid leave that employees can take to attend personal emergencies.
Example:
Subject: Personal Leave Request
Dear (Receiver’s Name),
I would like to request personal leave from [start date] to [end date] due to [brief explanation of reason]. I have arranged for [colleague’s name] to manage my work during my absence, and I will ensure all pending tasks are completed before my leave. I appreciate your understanding and look forward to your approval.
Yours sincerely,
[Your Name]
Emergency leave is for unexpected situations that require immediate attention, such as accidents or sudden family issues.
Example:
Subject: Emergency Leave Request
Dear (Receiver’s Name),
I need to request emergency leave from [start date] to [end date] due to [brief explanation of emergency]. I have informed [colleague’s name] about my responsibilities, and they have agreed to manage my tasks during this period. I appreciate your understanding and look forward to your approval.
Yours sincerely,
[Your Name]
Study leave is for employees who need time off to pursue education or professional development. Employees can take study leave to prepare for exams or attend training that enhances their skills related to their jobs.
Example:
Subject: Study Leave Application
Dear (Receiver’s Name),
I am pursuing [course or certification], and my exams are scheduled from [start date] to [end date]. I would like to request study leave for this period. I have arranged for [colleague’s name] to cover my duties, and I will ensure all my tasks are completed beforehand. I really appreciate your understanding and I look forward to your approval.
Yours sincerely,
[Your Name]
Writing a leave application for the office is an essential skill that takes time to learn. However, using these leave applications for office format, you can easily email the employer and send it by filling in a few basic details. Writing the correct leave application is important as it reflects your professionalism and allows you to communicate your needs effectively. Following these proper formats and using a professional tone can ensure a smooth process and a positive response to your request. Use these examples and formats as your guide to creating your leave application, and personalise it to what fits your specific situation. All the best.
There are 7 quick steps.
Define purpose, address your letter correctly, clearly mention the reason, and express gratitude for your employer’s understanding. Close the letter with a professional sign-off, such as “Yours sincerely, write your full official name and job title in the application, and lastly, mention your available email.
Here is a brief example,
Dear Shwets,
I hope you are doing well. The purpose of my leave application is to state that I will be taking a medical leave from 02 April 2024 to 06 April 2024, due to medical reasons. I have asked Ankit to help with other tasks which might need my assistance. Please feel free to contact me on my personal email while I’m away in case of urgency or emergency.
Thank you for your consideration,
Palllavi.
