A leave application is a formal request that is given in school, college, or office to take leave. Whether you are a student, teacher, or employee, it is very important to write a clear, polite, and professional leave application to get your leave approved.
In this guide, you’ll learn:
- What is a leave application
- When and why it is used
- Leave application format
- Leave application template generator
- Tips for writing the perfect leave letter
- Common mistakes to avoid
- Follow-up strategy after submission
- Do’s and Don’ts for quick approval
What is a Leave Application?
A leave application is a request that you make to your supervisor, manager, principal, or teacher to take leave, in which you ask for permission to take a break from your official work or studies for a specific reason and time period.
It can be written on paper or submitted digitally through email or HR software.
Why is a Leave Application Important?
Here’s why submitting a leave letter matters:
- Maintains professionalism
- Keeps records for HR or academic purposes
- Helps in workload or class management
- Shows respect and responsibility
- Protects your reputation from “unauthorised absence”
Types of Leave Applications
Depending on your situation, here are the most common leave types:
- Sick Leave
For health-related issues, doctor appointments, or rest. - Casual Leave
For short personal matters like family events, urgent tasks, or travel. - Annual/Vacation Leave
Planned leave for holidays or long breaks. - Maternity/Paternity Leave
For new parents, as per organisational or educational rules. - Emergency Leave
In case of sudden personal or family issues. - Study or Exam Leave
Popular among students or working professionals preparing for exams. - Bereavement Leave
Leave taken due to a death in the family.
Leave Application Format
Here’s a simple structure to follow while writing:
[Recipient’s Name/Designation]
[School/Company Name]
[Location]
Date: [DD/MM/YYYY]
Subject: Leave Application for [Reason]
Respected Sir/Madam,
I am writing to request leave for [mention number of days] from [start date] to [end date] due to [reason].
Kindly grant me leave and oblige.
Thank you.
Sincerely,
[Your Name]
[Your Role/Class/Department]
[Contact Info]
1. Sick Leave Application for School Student
Dear [Class Teacher’s Name],
I am [Your Name], a student of Class [X], Section [Y]. I have been suffering from fever and sore throat since yesterday and am unable to attend school.
Kindly grant me leave for two days from [start date] to [end date] to recover properly.
Thank you for your understanding.
Yours sincerely,
[Your Full Name]
Class [X] | Roll No: [___]
2. Sick Leave Application for Office
Dear [Manager’s Name],
I am feeling unwell due to [mention illness, e.g., viral fever], and I won’t be able to come to work from [start date] to [end date]. I will resume work as soon as I recover and will ensure all pending work is completed.
Please consider this as my formal leave request.
Sincerely,
[Your Name]
[Your Designation]
3. Casual Leave Application for Personal Work
Dear Sir/Madam,
I would like to request a casual leave for [mention date] due to personal reasons. Kindly grant me leave for the mentioned day. I will ensure that my responsibilities are taken care of.
Thank you for your support.
Regards,
[Your Name]
[Designation]
4. Emergency Leave Application
Dear [Supervisor’s Name],
I am writing to request emergency leave from [start date] due to a sudden personal emergency. I apologize for the short notice and request you to kindly consider my situation and approve my leave.
I will be available on call if something urgent comes up.
Thank you,
[Your Name]
5. Maternity Leave Application
Dear [HR Manager’s Name],
I am writing to formally request maternity leave for [mention duration] starting from 2025. As per company policy, I am eligible for [number of weeks] of maternity leave. Please let me know the required formalities I need to complete.
Thank you for your consideration.
Sincerely,
[Your Name]
[Employee ID]
6. Paternity Leave Application
Dear Sir/Madam,
I would like to apply for paternity leave starting from [start date] for [number] days as my spouse is expecting delivery soon. I request you to kindly approve my leave and let me know if any documentation is needed.
Regards,
[Your Name]
7. Half-Day Leave Application
Dear [Manager’s Name],
I would like to request a half-day leave on [mention date] due to a personal commitment in the second half of the day. I will complete my urgent tasks before leaving.
Thank you for your understanding.
Best,
[Your Name]
8. Leave Application for Travel
Dear [Boss/Principal],
I am planning a short family trip and would like to take leave from [start date] to [end date]. Kindly approve my request so I can make the necessary arrangements.
Sincerely,
[Your Name]
Tips for Writing a Perfect Leave Application
Here are some tips to make your application more effective:
- Be Polite and Professional
Use respectful words like “Kindly”, “I request you”, “I shall be grateful”, etc. - Be Specific
Clearly mention the reason, duration, and date of your leave. - Keep it Concise
Don’t write unnecessary details or emotional lines. Be to the point. - Mention Backup (if applicable)
If you’re an employee, mention who will take care of your work. - Use Correct Grammar & Spelling
Avoid slang and check for spelling errors. - Add Contact Info
So that the authority can reach you if needed during leave.
Common Mistakes to Avoid
- Not mentioning exact dates
- Using casual or rude language
- Sending the request too late
- Skipping the subject line or signature
- Over-explaining personal issues
- Leaving out the reason for absence
How to Follow Up After Applying
If your application needs approval:
- Wait 1–2 working days
- If no response, send a polite reminder via email or speak directly
- Example follow-up message:
“Just checking if you’ve had a chance to review my leave request dated 2025. Please let me know if anything else is needed.”
Following up shows responsibility and ensures your absence is planned for.
Do’s and Don’ts for Fast Approval
Do’s
- Apply in advance (if possible)
- Be honest about the reason
- Show concern for responsibilities
- Respect the authority’s decision
Don’ts
- Don’t write in a hurry
- Don’t give false information
- Don’t assume leave will be auto-approved
- Don’t follow up rudely or repeatedly
Final Thoughts
Whether you’re applying for sick leave, a vacation, or an emergency, having a proper leave letter format is essential. This free Leave Application Generator makes your job easier by instantly preparing professional letters.
