How To Write A Leave Application for Office?

20/07/2025
leave application format for office, write a leave application for office

Leave Application for Office is required when you have decided to take a break from the Office. A leave application is basically a formal way of asking for a break from Office for a specific time period because of various reasons. Employees follow the Office or Office rules to write the formal leave application letter or email.

The leave application must include reason for leave and it's important to make sure that it is acceptable by your Office. A decent reason for leave application request will not be declined without any justification, particularly, when it is due to some personal reasons like illness, urgent piece of work or for visiting sick parents etc. The leave application should be short and clear. Generally leave application for Office is submitted to Manager.

Explore this page ..
  1. How To Write A Leave Application for Office?
  2. Type Of Leaves With Sample Leave Application for Ofiice
    1. Sick Leave application for Office
    2. Privilege/ Earned/ Annual Leave application for Office
    3. Casual Leave application for Office
    4. Maternity application for Office
    5. Paternity application for Office
    6. Bereavement Leave application for Office
    7. Leave without Pay application for Office

How To Write A Leave Application for Office?

Leave application writing format for office should include reason for leave and it's important to make sure that it is acceptable in your office. A decent reason for leave application request in a specific format will not be declined without any justification, particularly, when it is due to some personal reasons like illness, urgent piece of work or for visiting sick parents etc.

The leave application format for office should consider the following guidelines.

  • Whom to submit leave application for office?
    - Submit leave application for office to your reporting Manager.

  • Use Your Professional Email address
    - Leave application for office needs to be sent from your office email address.

  • Subject for leave application
    - Subject for leave application can be in the format like "Leave Application - Your name"

  • Use Professional Font
    - Make sure that the leave application for office is written in a font which is easily readable to any of the recipients.

  • Begin with a greeting
    - Always open your leave application for office with a greeting as it is directed towards your Manager. Do not skip the greeting and always be respectful.

  • First paragraph - introduce yourself (if required)
    - If you are writing leave application for office to someone you don't have an existing relationship with, such as a new manager, tell them who you are.

  • Second paragraph - Set the leave context with purpose or reason
    - It’s ok to be direct in writing leave application for office, get to the point as long as you are polite. Mention the purpose or reason for your leave and leave period.

  • Third paragraph - Closing statement
    - Be polite to thank your reader with some polite closing remarks.

  • Include Signature
    - It's important to include your signature with every leave application that you submit. Your signature includes your name and your phone number, so the recipient can see, at a glance, how to contact you.

  • Include attachments (if required)
    - If you need to include any attachments, don't simply attach it. Make sure to mention them in the body of the leave application format for office.

  • Final scan with spell check
    - Finally, before you submit leave application for office, review and spell check your leave application to make sure it’s truly perfect!

Now we know the leave application letter for office format and considering the above guidlines the leave application letter for office to principal can look like below.

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Let's look at the various ready to use or copy-paste samples for leave application letter for school to Principal.

Type Of Leaves With Sample Leave Application for Ofiice

sample best leave application format for office,leave application for office

Leave applications that I received over a decade are depicted in the above image. Sick leaves are the most common type of leave that is used (45%) across school, college and offices. Then comes the casual leaves and privilege leaves with 30% and 22% respectively. Other leaves like Maternity leaves, Paternity leaves, Bereavement leaves and loss of pay type of leaves are rarely applied. I have explained the broader types of leaves in the below section.

  • Sick Leave
  • Privilege/ Earned/ Annual Leave
  • Casual Leave
  • Maternity Leave
  • Paternity Leave
  • Bereavement Leave
  • Leave without Pay

Sick Leave

Sick Leave is provided to an employee in case of personal illness or injury. Sometimes, leave application should be supported by a medical certificate issued by a doctor, clinic or hospital as per the policy in your organization. Generally, accumulated sick leaves will not qualify for any kind of encashment.

Sample Sick Leave Application Letter for Office

You can copy-paste this leave application for sick leave and ensure that you are replacing colored text with your respective details. Just move your mouse over colored text to know more about the kind of text to replace.

leave application for sick leave, leave application of sick leave, leave application sick leave
From
jasprit.bumrah@emailformat.in
To ..
Cc ..
Subject

Dear [Ravi][Sir],

I am suffering with fever yesterday evening and since then have been feeling very weak. I have visited the Doctor yesterday. Doctor said that it's a viral infection and asked me to take a medication and rest for [3] days. Hence I will not come to office for [3] days starting from today.

[Sir], I would like to request you to approve my sick leave.

Yours Sincerely,
Jasprit Bumrah

 
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For more samples on leave application for sick leave, checkout leave application for sick leave.

Privilege/ Earned/ Annual Leave

Privilege/ Earned/ Annual Leave provides an opportunity to an employee to take a break from work and spend time on personal as well as leisure activities with family and friends. An employee is entitled to get some fixed working days of leave every year as per the organization policy. Privilege Leaves can be carried forward and accumulated based on the policy defined in your organization. Accumulated privilege leaves will get encashed only at the time of separation in most of the organizations.

Sample Privilege/ Earned/ Annual Leave Application Letter for Office

You can copy-paste this sample Privilege/ Earned/ Annual leave application letter for office and ensure that you are replacing colored text with your respective details. Just move your mouse over colored text to know more about the kind of text to replace.

sample privilege leave application letter for office, sample earned leave application letter for office, sample annual leave application letter for office
From
kedar.jadhav@emailformat.in
To ..
Cc ..
Subject

Dear [Ravi][Sir],

I am writing to request your approval for a [10] day leave for my planned vacation. I would like to take my vacation during the christmas from [22nd Dec 2019] to [3rd Jan 2020] to take a vacation with my family.
In my absence, [Shreyas] will be working on my tasks as he very well understands my tasks. During the days of my absence from office, I am available on mobile in case of any urgent topics.

[Sir], I would like to request you to approve my [annual] leave.

With Regards,
Kedar Jadhav
Contact Number : [xxxxxxxxxx]

 
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For more samples on leave application letter, checkout leave application letter.

Casual Leave

Casual Leave is the one which is provided for urgent or unforeseen matters to the employees. Casual leave cannot be carried over from one calendar year to the next. Casual leave cannot be combined or connected with any form of leave.

Sample Casual Leave Application Letter for Office

You can copy-paste this sample casual leave application letter for office and ensure that you are replacing colored text with your respective details. Just move your mouse over colored text to know more about the kind of text to replace.

sample casual leave application letter for office, leave application letter for office, casual leave application letter for office
From
manish.pande@emailformat.in
To ..
Cc ..
Subject

Dear [Ravi][Sir],

I am writing to inform you know that I have an important personal matter to attend at home due to which I will not be able to come to the office from [22nd Dec 2019] to [23 Dec 2020].
I am confident that my current tasks are not going to suffer from such a quick absence and will cover up for the same by putting extra efforts.

[Sir], I appreciate your support in this matter and request you to approve my casual leave.

Yours Sincerely,
Manish Pande
Contact Number : [xxxxxxxxxx]

 
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For more samples on leave application letter, checkout leave application letter.

Maternity Leave

Maternity Leave is applicable for female employees for maternity leave of 12 weeks in accordance with the provisions of Maternity Benefit Act, 1961. This is limited to first two deliveries only. This leave is admissible for six weeks before and six weeks after delivery including intervening holidays & weekly offs. Maternity Leave may also be granted, in case of miscarriage on production of a medical certificate for a period not exceeding six weeks immediately following the day of her miscarriage.

Sample Maternity Leave Application Letter for Office

You can copy-paste this sample maternity leave application letter for office and ensure that you are replacing colored text with your respective details. Just move your mouse over colored text to know more about the kind of text to replace.

sample maternity leave application letter for office, maternity leave application letter for office, leave application letter for office
From
mithali.raj@emailformat.in
To ..
Cc ..
Subject

Dear [Ravi][Sir],

I hope that this leave application finds you in the best of health.
This leave application concerns my request regarding maternity leave from [22nd May 2019] to [23rd Dec 2019]. It is going to be a [26] weeks leave and I will rejoin soon after that.

I have given the knowledge transfer to [Smriti] to take over my responsibilities as I am going to be away for a very long time.

I have attached my medical certificate, along with other medical documents, required to avail the maternity leave.

In the case of an emergency, please contact me at [xxxxxxxxxx].

[Sir], I would like to request you to approve my maternity leave.

Thanks & Regards,
Mithali Raj
Contact Number : [xxxxxxxxxx]

 
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For more samples on leave application for maternity, checkout leave application for maternity.

Paternity Leave

Paternity Leave is applicable for male employees for birth or adoption of a child for maximum of 5 days. This leave can be availed within 3 months of birth, surrogating or adoption of a child. This leave is not available for accumulation or encashment.

Sample Paternity Leave Application Letter for Office

You can copy-paste this sample paternity leave application letter for office and ensure that you are replacing colored text with your respective details. Just move your mouse over colored text to know more about the kind of text to replace.

sample paternity leave application letter for office, paternity leave application letter for office, leave application letter for office
From
rohit.sharma@emailformat.in
To ..
Cc ..
Subject

Hi [Ravi][Sir],

I am writing this letter to let you know that my wife is in the final stage of her pregnancy and the due date is [day after tomorrow]. Since this is going to be our first baby, I am way too excited to see my child and desire to be with her during the delivery.
I have transferred the important tasks to [Shikhar], and [he] will look after the tasks in my absence. Hence, I request you to grant me peternity leave of [5] days.

[Sir], I hope you understand my situation and approve my paternity leave.

In the case of any urgent issues, please contact me at [xxxxxxxxxx].

Yours Sincerely,
Rohit Sharma

 
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For more samples on leave application letter, checkout leave application letter.

Bereavement Leave

Bereavement Leave is applicable in an unfortunate event of bereavement in the immediate family, an employee would be eligible for this leave. The immediate family is defined as spouse, children, parents & parents-in-law, own brothers/ sisters (not cousins or other relatives, etc.) only. This leave is not available for accumulation or encashment.

Sample Bereavement Leave Application Letter for Office

You can copy-paste this sample bereavement leave application for office and ensure that you are replacing colored text with your respective details. Just move your mouse over colored text to know more about the kind of text to replace.

sample bereavement leave application for office, bereavement leave application for office, leave application for office
From
nick.law@emailformat.in
To ..
Cc ..
Subject

Hi [Marc][Sir],

I am writing this leave application to inform you about the unfortunate and unexpected passing away of my [parent-in-law] today.
I intend to leave [immedately] and be out of town for the funeral and related arrangements for next [3] days.

Once I return to the office, I hope to be able to concentrate on my work much more effectively and will cover up my work.

[Sir], I request you to approve my bereavement leave. Thank you for your support during this time.

Yours Sincerely,
Nick Law
Contact Number : [xxxxxxxxxx]

 
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For more samples on leave application letter, checkout leave application letter.

Leave Without Pay (LWP)

Leave Without Pay (LWP) or "Unpaid Leave of Absence" (LOA) would be granted to an employee in exceptional circumstances when no other kind of leave is admissible. An employee would need to apply for this leave. It probably would be better to speak to an HR representative / your Manager, and request one face to face. If you write a Leave application letter, you will still be summoned to give an explanation anyway. A leave without pay application letter request is when you ask for a specific period of time off from your work and don't expect to receive a salary for the time you won't be at work. Depending on your company policy, you may simply be able to ask for time off from your job shortly before you need it, or there might be a more formal process in place that you must follow to get your leave without pay approved.

Sample Leave Without Pay (LWP) Leave Application Letter for Office

You can copy-paste this leave without pay application letter for office and ensure that you are replacing colored text with your respective details. Just move your mouse over colored text to know more about the kind of text to replace.

leave without pay application letter for office, leave without pay application letter, leave without pay application for office
From
hardik.pandya@emailformat.in
To ..
Cc ..
Subject

Dear [Ravi][Sir],

I will need to be at home to help my family to arrange the [family function]. Hence, I would like to take a leave from from [23rd Dec 2019] to [27th Dec 2019]. I understand that all my paid leaves are over, but this is a [family function].

If someone needs to contact me from the office I will try to be available via phone or email.

[Sir], I would like to ask you to accept this leave without pay request and would be more than happy to answer any questions you may have.

Yours Sincerely,
Hardik Pandya
Contact Number : [xxxxxxxxxx]

 
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Clear Leave Duration and Type

Specify exact start/end dates and total working days required. Mention leave type (casual/sick/earned) as per company policy. For medical leave, indicate if you're attaching documents. Include return date and check if it overlaps with critical work deadlines that need special handling.

Proper Work Handover Plan

Briefly outline how pending work will be managed - mention colleagues covering for you or tasks you'll complete before leaving. For extended leaves, propose periodic check-ins if possible. This shows professionalism and minimizes workflow disruption, increasing approval chances.

Formal Structure and Timing

Use company's prescribed format with proper addressing to your manager/HR. Submit well in advance except for emergencies. Keep it concise (3-4 paragraphs) with professional tone. Include your contact details for urgent matters and sign physically/digitally as required.

For more samples on leave application letter, checkout leave application letter.

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