Leave Application - Formats, Samples, and Complete Guide

Introduction to Leave Application

A Leave Application is a formal request written by a student or an employee to inform the concerned authority about their absence. Writing a proper application for leave ensures professionalism, clarity, and approval. Different contexts require different leave applications such as sick leave applications, marriage leave applications, maternity leave applications, casual leave applications, or even a simple one-day leave application. The way a leave application format is structured determines how effective and professional it appears.

Why Leave Applications are Important?

Whether you are a student or a working professional, a written application for leave is important for multiple reasons:

• It serves as an official record of absence in schools, colleges, and offices.
• It maintains discipline and professionalism in the workplace or academic environment.
• It helps employers or teachers plan in advance by delegating tasks or adjusting classwork.
• It avoids misunderstandings or penalties for unapproved absences.
• It can be used as proof in HR, payroll, or compliance audits.

Basic Leave Application Format

A proper leave application letter should include the following elements:

1. Sender’s Information: Name, Class/Department, Roll number/Employee ID.
2. Date: Date of writing the leave application.
3. Recipient’s Information: To whom the application is addressed (Principal, Manager, HR, Teacher).
4. Subject: A short line explaining the purpose (e.g., “Application for Sick Leave”).
5. Salutation: “Respected Sir/Madam” or “Dear [Manager’s Name]”.
6. Body of Application: Clearly mention the reason, duration, and request for approval.
7. Closing: “Sincerely/Regards” followed by Name and Signature.

Types of Leave Applications with Samples

Sick Leave Application

A sick leave application is one of the most common leave requests. It is used when an employee or student is unwell and unable to attend duties. Below are some variations:

1. Sick Leave Application for Office

Subject: Sick Leave Application

Respected Sir/Madam,

I am suffering from high fever and cough, and I am unable to attend the office. Kindly grant me sick leave from [start date] to [end date]. I will resume work once I recover fully.

Thanking you,
[Your Name]
[Employee ID]
      

2. Sick Leave Application for School

Subject: Application for Sick Leave

Respected Principal,

I am [Student’s Name], studying in class [X]. I have been diagnosed with fever and my doctor has advised rest. Therefore, I kindly request 3 days leave from [start date] to [end date].

Thank you,
[Student/Parent’s Name]
      

3. Sick Leave Application for College

College students can address their professors or HOD with a formal request for sick leave. Always attach medical proof if required.

4. Half-Day Sick Leave Application (Office)

Subject: Request for Half-Day Sick Leave

Dear [Manager’s Name],

I am feeling unwell and request permission to leave after lunch today. Kindly grant me half-day sick leave.

Sincerely,
[Your Name]
      

Writing a sick leave application should always mention the medical reason, expected duration, and willingness to submit medical certificates if necessary.

Marriage Leave Application

A marriage leave application is written when an employee or student wants leave for their own wedding or to attend a relative’s marriage ceremony. This type of leave usually extends from 3 to 15 days, depending on company or school policy.

1. Own Marriage Leave Application (Office)

Subject: Request for Marriage Leave

Dear [HR/Manager],

I am pleased to inform you that my marriage is scheduled on [date]. I would like to request leave from [start date] to [end date] to complete wedding arrangements and attend ceremonies.

Kindly approve my leave request.

Thank you,
[Your Name]
      

2. Marriage Leave Application for Relative (School)

Subject: Application for Marriage Leave

Respected Principal,

I am [Student’s Name] of class [X]. I will be attending my cousin’s marriage ceremony on [date]. Therefore, I request leave for [X] days from [start date] to [end date].

Yours sincerely,
[Student’s Name]
      

Marriage leave applications should be submitted in advance for better approval chances, especially in offices where workload needs adjustment.

Maternity Leave Application

A maternity leave application is a formal request by expectant mothers. Companies generally allow 12 to 26 weeks of maternity leave depending on the labor laws.

Sample Maternity Leave Application

Subject: Request for Maternity Leave

Dear HR Manager,

I am expecting delivery around [date] and as per medical advice, I request maternity leave starting from [start date] to [end date]. I kindly request approval as per company policy. Please let me know if additional documentation is required.

Sincerely,
[Your Name]
[Employee ID]
      

Paternity Leave Application

A paternity leave application is written by fathers to support their spouse and newborn. Usually granted for 7–15 days in many organizations.

Subject: Application for Paternity Leave

Respected Sir/Madam,

I am delighted to inform you that my wife is expecting delivery on [date]. I request paternity leave from [start date] to [end date] to be with my family.

Kind regards,
[Your Name]
      

Casual Leave Application

A casual leave application is for short, non-medical reasons such as personal work, family functions, or urgent matters. These are generally short-term leaves lasting 1–3 days.

1. One Day Casual Leave (Office)

Subject: Casual Leave Request

Dear [Manager’s Name],

I have personal work on [date] and would like to apply for one day of casual leave. I will ensure pending tasks are completed in advance.

Regards,
[Your Name]
      

2. Half-Day Casual Leave (School)

Subject: Half-Day Leave Application

Respected Principal,

I kindly request half-day leave tomorrow as I have to attend a family function. Please excuse my absence.

Thank you,
[Student’s Name]
      

Medical Leave Application

A medical leave application is required when someone needs leave due to health issues requiring medical treatment, hospitalization, or surgery.

1. Medical Leave for Hospitalization

Subject: Application for Medical Leave

Dear HR,

I have been advised surgery on [date]. I request medical leave from [start date] to [end date]. I will attach medical documents for reference.

Thank you,
[Your Name]
      

2. Medical Leave for Doctor Appointment

Subject: Leave Application for Medical Appointment

Dear [Manager],

I have a doctor’s appointment on [date]. I request permission for one day of medical leave.

Sincerely,
[Your Name]
      

Always mention the reason, expected duration, and attach a medical certificate when applying for medical leave.

Emergency Leave Application

An emergency leave application is required when urgent, unforeseen events occur such as accidents, family deaths, or emergencies.

Subject: Urgent Leave Application

Respected Sir,

I regret to inform you that I have an urgent family emergency. Kindly grant me immediate leave from [date].

Sincerely,
[Your Name]
      

How to Write a Leave Application Effectively?

• Always use a polite and professional tone.
• Mention the exact reason clearly.
• Specify start and end dates of leave.
• Keep the format simple, short, and formal.
• Attach medical certificates or proof where necessary.
• Offer to delegate or complete pending tasks in offices.

Frequently Asked Questions (FAQs) on Leave Application