Leave Application Letter – 9 Samples, Formatting Tips, and FAQs

When it comes to taking time off work, it’s always courteous to inform your employer in advance. And while verbal communication is always an option, it’s important to have a written record of your leave request for future reference. This is where a well-written leave application letter comes in handy.

In India, writing a leave application letter is an important aspect of the professional culture. A properly formatted leave application letter not only shows respect to your employer and their time, but it also ensures that any process that needs to happen in your absence goes smoothly.

But what makes a good leave application letter? How should it be formatted, and what are some dos and don’ts for writing one? In this article, we’ll provide you with a comprehensive guide on everything you need to know in order to write a professional leave application letter in India. Additionally, we’ll provide you with some sample leave application letters for different situations, to help you get started. So, whether it’s for a personal or medical reason, or for a wedding or religious occasion, this article will have you covered.

Leave Application Letter for Office

To
The Manager
[Company Name]
[Address]

Subject: Leave Application Letter for Office

Dear Sir/Madam,

I would like to request a leave of absence from [start date] to [end date] due to [reason for taking leave]. During my absence, my colleague [colleague name] will handle my responsibilities.

Thank you very much for your consideration. Please let me know if there is anything else I need to do to facilitate this request.

Sincerely,
[Your Name]

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Leave Application Letter for School

To
The Principal
[School Name]
[Address]

Subject: Leave Application Letter for School

Respected Sir/Madam,

I, [student name] studying in [grade/class] would like to request leave from [start date] to [end date] due to [reason for taking leave]. I will ensure that I catch up on the missed coursework as soon as I return to school.

Thank you for your consideration in this matter.

Yours sincerely,
[Your Name]

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Maternity Leave Application Letter

To
The HR Department
[Company Name]
[Address]

Subject: Maternity Leave Application Letter

Dear Sir/Madam,

I’m writing to inform you that I’m pregnant and will require time off for maternity leave. I plan to begin my leave on [start date] and return to work on [end date]. Please let me know if I need to provide any additional information or if there is anything else I need to do to facilitate this request.

Thank you very much for your understanding.

Sincerely,
[Your Name]

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Maternity Leave Application Letter for Office

To
The Manager
[Company Name]
[Address]

Subject: Maternity Leave Application Letter for Office

Dear Sir/Madam,

I’m writing to inform you that I’m pregnant and will require time off for maternity leave. I plan to begin my leave on [start date] and return to work on [end date]. During my absence, my colleague [colleague name] will handle my responsibilities.

Please let me know if I need to provide any additional information or if there is anything else I need to do to facilitate this request.

Thank you very much for your understanding.

Sincerely,
[Your Name]

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Leave Application Letter to Principal

To
The Principal
[School/College Name]
[Address]

Subject: Leave Application Letter to Principal

Respected Sir/Madam,

I humbly request a leave of [number of days] days from [start date] to [end date] for [reason for taking leave]. I will ensure that I catch up on the missed coursework as soon as I return to school.

Thank you for your understanding.

Yours sincerely,
[Your Name]

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Leave Application Letter for Going to Village for 1 Week

To
The Manager
[Company Name]
[Address]

Subject: Leave Application Letter for Going to Village for 1 Week

Dear Sir/Madam,

I am writing this letter to request a leave of absence from [start date] to [end date] because I need to visit my village. I will ensure that I complete all my work and responsibilities before I leave so that I don’t compromise on the productivity of the office.

Thank you very much.

Sincerely,
[Your Name]

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Leave Application Letter for Marriage

To
The Manager
[Company Name]
[Address]

Subject: Leave Application Letter for Marriage

Dear Sir/Madam,

I’m writing to request a leave of absence from [start date] to [end date] due to my marriage ceremony. During my absence, my colleague [colleague name] will handle my responsibilities.

Thank you very much for considering this request.

Sincerely,
[Your Name]

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Leave Application Letter for College

To
The Principal
[College Name]
[Address]

Subject: Leave Application Letter for College

Respected Sir/Madam,

I would like to request a leave of absence from [start date] to [end date] due to [reason for taking leave]. I will ensure that I catch up on the missed coursework as soon as I return to college.

Thank you for your understanding.

Yours sincerely,
[Your Name]

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Leave Application Letter for School Due to Out of Station

To
The Principal
[School Name]
[Address]

Subject: Leave Application Letter for School Due to Out of Station

Respected Sir/Madam,

I humbly request a leave of absence from [start date] to [end date] as I will be out of station due to [reason for travel]. I promise to catch up with the missed lessons as soon as I return to school.

Thank you for your consideration.

Yours sincerely,
[Your Name]

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Leave Application Letter Format

A Leave Application Letter is a formal way of requesting a break from work or academic activities for a specific period. Here’s a breakdown of the format of a proper leave application letter:

Components of a Proper Application

1. Date and Address of the Organisation: The first step in writing a leave application letter is to mention the date and the name of the organisation/business you work for. This should be located on the top left-hand side of the letter.
2. Subject Line: The subject line should clearly indicate the purpose of the letter. Example: “Application for Leave Request for Personal Reasons.”
3. Salutation: The letter should address the person to whom the application is being made. For instance, “Dear Manager” or “Respected Sir/Madam”.
4. Reason for Leave and Duration: The body of the letter should clearly state the reason for the leave and how much time you require. Be specific, indicate the start and end date of your leave.
5. Date of Joining Back to Work: Ensure to mention the date of joining back to work, so your employer knows when to expect you back.
6. Gratitude and Regards: End the letter on a polite note, expressing gratitude for the time off and sign off with formal regards such as “Sincerely”, “Respectfully”, or “Yours faithfully”.

Structuring the Application

To ensure the letter looks professional and easy to read, it’s important to structure it correctly. You can structure the letter in the following format:

1. Introduction: Start the letter by indicating your intent to apply for leave.
2. Reason for Leave: This is the main part of the application letter, where you must explain the reason for your leave in a clear and concise manner.
3. Dates of Leave: Clearly state the duration of your leave, indicating the start and end dates.
4. Arrangements Made: In case there are any arrangements made such as delegation of work, the substitute’s name should also be mentioned.
5. Conclusion: Thank the employer and end the letter with formal regards.

In conclusion, following the appropriate format for your leave application letter in India is an essential aspect of workplace etiquette. A well-structured leave application letter, which has all the components mentioned above, will ensure that your request is taken seriously and is granted without any further delay.

FAQs