A leave application is a formal application made by an employee to his/her employer requesting for leave from work for a specified period of time by quoting the reason. A leave application comes in handy when an employee decides to go on a vacation with family/friends. It is equally important when the employee cannot attend work due to some of the other medical emergency. I any situation, a leave application is very important in the workplace.

A properly drafted leave application provides the employer with a clear understanding of the employees’ position. It not only keeps the employer informed but also helps him coordinate and manage the workplace in the absence of an employee. Writing a proper leave application also shows the professionalism of the employee.

Types of Leave in Company

The types of leaves that an employee may opt for is not entirely generic in nature. Leaves may be both paid and unpaid. Leaves may also be voluntary or mandatory. Leaves can also be differentiated by their time-span. The common types of leaves that an employee may apply for are listed as follows:

1. Sick Leave

This is when the employee applies for leave due to a medical emergency, a scheduled surgery, etc.

2. Personal Leave

This is when the employee applies for leave for personal purposes like going to a vacation, attending a ceremony or simply taking some time off work.

3. Maternity/Paternity Leave

This is when an employee applies for a leave for a long duration before childbirth.

4. Leave to Appear as a Witness

This is when an employee has a legal obligation and is required to appear before the court and hence applies for a leave for the same.

5. Adverse Weather

An employee living in an area struck by adverse weather conditions making commute impossible can apply for a leave in that situation.

How to Write Leave Application for Office?

Like stated above a proper leave application has to be well drafted. A well-drafted application has to follow a specific format. It should also contain all the necessary information that the employer should know. A properly formatted application also will also preserve the essence of professionalism that workplace demands. Below stated is the proper way of writing a leave application for office:

1. Date

This means the date when the application is being made.

2. Receiver’s Address

This should contain the name and position of the person the application is being addressed to.

3. Subject

Under this head, the gist of the main subject of the application has to be written. In other words, the employee should state what kind of a leave is he/she actually applying for.

4. Salutation

This means writing the proper address for the leave application.

For example-Sir/Madam.

5. Reason for Leave

This constitutes the body of the application and the employee should provide the specific reason for the leave.

For example- “I will attend a ceremony at (place) on (date)”, “I have to visit my mother due to her illness”

6. Number of Days for Leave

Here the employee should state the no. of days he/she is applying the leave for. He/She should also state the starting date and the ending date of the leave.

7. Work Plan During the Absence

The employee should state his/her part of the plan for coordinating his/her working during the absence. Things like person of delegation, the amount of work left, etc. should be mentioned.

For example- “I have delegated my work to (person)”, “Only (percentage) of work is left”

8. Contact Information During the Absence

The employee should also state his/her contact information during absence so that he/she can be reached in case of a professional need.

For example- “During this period, I will be available in (phone number/email-id)”

9. Signature

This means concluding the letter by stating the employee’s name and position.

Leave Application Samples

The following stated are some of the samples of work leave application that will provide a better understanding of how these should be drafted.

1. Casual Leave

Date

To,

The HR head,

(company name),

 

Subject: Casual leave application

 

Sir/Madam,

 

I am writing this application that I would be needing a leave for a week starting from tomorrow. I plan to attend a seminar on biotechnology taking place at (place) on (date).

I am extremely interested in the seminar and wish to attend the same. To do that I have to leave on (date). I would like my leave to e from (date) to (date) for ‘n’ number of days.

I have delegated my job to (person) during my absence. He/she understands the project and will complete the rest of it. I have also completed my works for the upcoming week to avoid inconvenience.

I will rejoin office on (date). I will be highly obliged if you kindly consider my leave application.

 

Yours sincerely,

(sender’s name)

2. Maternity Leave

Date

 

To,

The HR head,

(company name),

 

Subject: Maternity leave application

 

Sir/Madam,

 

I hope this letter finds you in good health. This application is regarding me applying for maternity leave. It shall be a 3-month long leave starting from (date) to (date). I will be joining immediately after that.

It is going to be a long term leave and hence I have delegated my responsibilities to (person) who has considered taking my position during this term. I have attached my medical certificate and other necessary details. During the time of my leave, I shall be available on (phone number/email-id).

I will be grateful if you KIndly grant my leave.

 

Sincerely,

(Sender’s name)

3. Sick-leave Application

Date

 

To,

The HR head,

(company name),

 

Subject: Sick leave application

 

Sir/Madam,

 

This is to inform you that I have been down with extreme fever and cold since last afternoon. On consultation with the doctor, I have come to know it is a viral infection and I should stay home-bound. I request for a one-week leave starting from (date) to (date).

I have attached my prescription herewith for necessitating the grant of this application.

Due to the suddenness, I could not delegate my responsibilities to a co-worker.

Hence feel free to call me on (phone number) in case of any questions regarding my project.

I am grateful for attending to the matter.

 

Sincerely,

(Sender’s name)

4. One Day Leave

Date

 

To,

The HR head,

(company name),

 

Subject: One-day leave application

 

Sir/Madam,

 

This is to inform you that I have to take leave on (date) for a day. Due to some unavoidable family need, I would not be able to work on that specific day.

Due avoid inconvenience, I am attaching a chalked-out plan of work for the day of my absence. This will help anybody as substitution easier to work. I shall also be available on (phone/email-id) any time of the working hours to answer anything.

I apologise for the inconvenience. And I will be highly obliged if you grant my leave.

 

Sincerely,

(Sender’s name)

Leave applications in totality are important both to the employer and employee. The employer should provide ample leaves for providing a healthy work-life balance to its employees. The employees, on the other hand, should work diligently and take well-informed leaves so as not to hamper the convenience at the workplace.