Every employee faces a situation wherein they have to seek a leave of absence from work. The reasons could be many, from getting some essential personal work done to visiting a family member in a different city. You will have to submit a leave application but what is the right way to go about it? You may not be aware of how to write a leave application that gets the tone and substance right.
Worry not, here is our format that will help you draft the perfect office leave application. Instead of experimenting with different styles and not getting the right tonality and professional touch, follow our leave application format to get it right, every time.
A well-crafted office leave application is important because it keeps your managers informed and updated about your situation. Moreover, it is a sign of professionalism and commitment to your job. Read on for tips on how to write a leave application and also check out our ready-to-use format.
Points to Add to Office Leave Application
Your office leave application should include the following points:
- Date of Leave Application
This is the date on which you are writing the application. Ensure that the date of submission is not too far from the date of leave.
- Recipient Name, Job Title, Address
Don’t skip recipient name, job title or their office/branch address. Check who has leave authorising power, their name and exact job title before you write your letter.
- Subject of the Application
Mention what the subject of your letter is. It could be a leave request for a wedding, leave for a medical check-up etc.
- Salutation
Make sure to add salutation below the subject. This could be the name of the person/their title preceded by Dear Mr/Ms.
- Body of the Leave Application
Start the letter by clearly mentioning the days and dates of your absence. Mention both the start and end date of your leave period.
- Reason for Leave
Mention why you are availing leave. Be concise and clear. Also mention the type of leave you wish to avail (sick leave, casual leave etc)
- Request for Approval
Seek approval for your leave immediately after mentioning days and reasons for leave.
- Work Status
Mention the status of tasks assigned. State if there are any tasks on the job list that are pending and may have to be completed by a colleague/team. Aslo, mention if you are available for clarifications during the leave period.
- Thanking Note
Thank the recipient and seek approval/permission for leave.
- Signing Off
Sign off with ‘Yours Sincerely’ at the end of the letter. Don’t forget to add sIgnature, your name, designation and contact details.
Office Leave Application Format
Here’s the format you can follow for your office leave application
(Date)
(Name of recipient)
(Designation, company)
Subject: Request for casual/sick (other types) of leave for (reason)
Dear Mr/Ms (name of recipient)
(Body of the letter)
(Thanking note)
Yours Sincerely,
(Signature
Name
Designation
Contact details)
Leave Application Samples
Here are two leave application samples:
Leave for Personal Work: Application Sample 1
25 July, 2022
To,
Mr RK Murthy
Manager,
AB Corp Ltd
Bengaluru
Subject: Request for sick leave to undergo medical check-up
Dear Mr RK Murthy,
I wish to inform you that I will not be able to attend work for two days, from July 27, 2022, to July 28, 2022 because of some medical tests I have been prescribed. I will report back to work on July 29, 2022, Thursday.
I request you to kindly grant me sick leave for the duration of two days. I will complete all the tasks on my job list till July 27. I have also requested my colleague Mr Kiran to oversee work during my absence. I may not be able to take calls during the tests but I will revert to any texts or emails as and when I can.
I apologise for any inconvenience caused by the sudden nature of my request.
Thanking you.
Yours Sincerely,
(Signature)
Samit Seth
Project design team
Ph: xxxxxxxxxxx
[email protected]
Bengaluru
Read More: How to Write Personal Leave Application for Office
Leave for Attending A Family Event: Application Sample 2
25 July 2022
To,
Ms. Aruna Mahadev
Project Manager
XYZ Pvt Ltd
Hyderabad
Subject: Request for casual leave to attend sister’s wedding
Dear Ms. Arun Mahadev.
I write to inform you that I will be unable to attend office between July 31, 2022 and August 2, 2022 because I need to travel outstation for my sister’s wedding. I will report back to work on August 4, 2022, Monday.
I request you to kindly allow me to avail three days of casual leave. I have completed all my work assigned till now. I will continue to finish all tasks till July 30, 2022. I have also mailed you a copy of the job lists during my absence. I have assigned the tasks to my team members. I will also be available on call, text and personal email so please feel free to reach out to me for any clarifications during my absence.
I hope you consider my application for grant of leave.
Thanking you,
Yours Sincerely,
(Signature)
Shilpa Satheesh
Team Lead
Ph: xxxxxxxxxx
[email protected]
Mistakes to Avoid While Writing Office Leave Application
- Skipping Salutations
Skipping salutations is bad form. Ensure that you address the recipient with Dear Mr/Ms. Starting the letter with the right salutations is a sign of respect.
- Error in Name/Job Title of Recipient
Check the name of the recipient and their job title. An error in their name shows your lack of professionalism.
- Error in Dates
Get the dates and days right. Not only is it unprofessional but also misleading. Errors in dates could lead to work allocation and scheduling problems.
- Grammatical Errors
Grammatical errors are jarring and may cause annoyance to the recipient. Further, it shows your carelessness and may impact the approval of your letter.
- Informal Language
Avoid using slang or informal language, as it is disrespectful and unprofessional. Don’t use words or phrases like “hiya”, “bye for now”, “see you later” or “ciao”.
- Lengthy/Wordy Letter
Keep the letter short. Long-winded letters distract from the core subject and eat into the recipient’s time.
- Over Explanation
It’s important to state accurate reasons for leave, for instance, sister’s wedding/wedding in the family. However, don’t go on to explain wedding ceremonies or why you need to be there in great detail.
- Copy-Paste From Other’s Applications
Avoid copy-pasting from other applications as you may inadvertently mix up your reasons and theirs/your dates and theirs.
- Wrong Contact Details
Check your contact details, from phone number to email id as it may cause confusion and inconvenience if you need to be contacted.
