People often need a half day leave from the office to attend to a personal issue. You should draft a leave application to inform the authorities about your half-day leave. But several people are unaware of the right format to write a half day leave application.
You must display a high level of professionalism while penning a half day leave note. Therefore, we have compiled this detailed guide on drafting a half day leave application. Know what to include, look at some samples and avoid certain mistakes to submit a flawless and formal half day leave application.
Points You Must Add in the Half Day Leave Application Format
- An official half day leave application must include the following points:
- Date of the application
- Name of the person who will be receiving the half day application
- Subject line or purpose of drafting the application
- Salutation with the recipient’s first or last name
- The specific need or reason for a half-day leave
- A note to thank the recipient
- Your name, designation, contact details, and signature
Half Day Leave Application Format
Look at the basic format for drafting a half day leave application
[Date]
[Name of the recipient]
[recipient’s designation, company name, and address]
Subject: Request for a half-day leave
[Salutation line]
[Body of the application: you need to mention why you need a half-day and include the duration of your absence. You should also state about the colleague who will look after the work during that time. Also, add the mode of communication through which you will be available and the time of your availability]
Thank you note
Yours sincerely
[Your signature]
[Your name]
[Your job title]
[Your contact details]
Half Day Leave Application Format for Email
You will have to follow this format to send a half day leave application via email:
Subject: Request for a half day leave
[Salutation]
[Body of the email: same as the body of half day leave application letter]
[Thank you note]
Yours sincerely
[Your name]
[Your designation]
[Contact details]
Half Day Leave Application for a Dental Appointment
1 August 2022
To,
Mr. Karthik Malhotra
HR Manager
ABC Technologies
New Delhi
Subject: Half day leave application
Dear Mr. Malhotra,
I would like to inform you that I won’t be available on 5 August 2022 from 4:30 pm to 6:30 pm. I need to visit my dentist for a routine checkup.
But I will be back in the office the next day during regular hours. In my absence, my team will handle the work.
I have also attached a detailed work plan for my absence. But in case of an emergency, I will be available via call.
I request you to approve my half day leave application as I have made all arrangements to let the work processes take place smoothly. Thank you in advance for your kind cooperation.
Yours sincerely
Manvinder Singh
Marketing Executive
Mobile: +91-XXXXXXXXXX
Also read: How to Write Casual Leave Application for Office
Half Day Leave Application to Attend Daughter’s PTM
Subject: Half day leave application
Dear Mrs. Sheetal Mishra,
I am sending this email to request a half day leave on 5 August from 10:30 am to 1:30 pm. I will have to attend my daughter’s PTM in school as my husband is currently out of town.
I am requesting you approve my half day application so that I can plan out the work schedule for the day accordingly. I will ensure that the team takes on some of my responsibilities so that no disruption occurs in the workflow.
I will be available via call if anything urgent occurs during the time. Thank you for your kind approval.
Yours sincerely
Garima Jain
Advertising Head
Mobile: +91-XXXXXXXXXX
Mistakes You Must Avoid While Writing a Half Day Leave Application
A few mistakes to avoid while drafting an official half day leave application are as follows:
- Don’t make the application too long: You should never make your half day leave application too elaborate and lengthy. A long application will lose its effectiveness and intent after a certain point. Your half day leave application should be relevant and to the point. But never miss out on essential points to make your application too concise.
- Never keep the subject line blank: A clear subject line helps the recipient manage and organize their letters. The subject line gives an idea to the recipient about the content of the application. Remember to write an appropriate subject line for your application. If you send a half day application email with a random subject line like “please respond” or “hi,” it is likely to end up in the spam folder.
- Don’t forget to mention your availability: You should inform the reason behind your half-day leave. Mention when you will be available in the office next. You should also inform how you are going to handle important calls and emails during your unavailability. It’s prudent to inform your employer if you are able to take up any urgent work from home during that time.
- Don’t forget to state the work plan during your unavailability: You must mention who will handle your responsibilities during the time of your absence. You should also mention if you were available via phone or text during the specified hours.
- Never begin or end the application abruptly: A half day leave application without a proper salutation in the beginning and a thank you note in the end seems rude. The purpose of a salutation and a thank you note is also to add an element of personalization to the application.
- Don’t use fancy formatting: Always refrain from formatting your half day leave application using colored and stylized fonts. Fancy formatting affects the readability of your application. Moreover, they make your application look amateurish and unprofessional.
- Never use an informal tone: The language of your half day leave application should be polite and professional. You should not draft the application in a friendly and familiar voice. Use cooperative and courteous words instead of demanding ones. Remember to use words like obliged, kindly, request, etc.
- Don’t send the application without proofreading: Always remember to check the application for errors before sending it out. A half-day leave application without spelling and grammatical errors will increase the effectiveness of the message. Remember the power of punctuation to draft an effective half-day leave application. You should also double-check the leave dates and other information before sending the application. Correct typos, mistakes, and readability issues before sending a flawless half day leave application.
Also read: How to Write Personal Leave Application for Office
Final Thoughts
Hopefully, our detailed guide will help you draft an error-free half day leave application. The chances of approval increase with a professional and respectful application.
