If you are planning to take a break from work, you will have to inform your employer in advance. Most companies need you to submit a formal leave application in case of planned personal leaves.
A personal leave application serves as a formal request for your employer to excuse you from work for a few days. Informing about your absence formally puts you in the good books of your employer.
But you must follow a formal format while drafting the application. So, we have compiled this in-depth guide to help you write a formal personal leave application for the office.
Points You Should Attend in the Personal Leave Application
A personal leave application for office must cover the following points:
- Application date
- Name, designation, and address of the recipient
- Purpose or subject of writing the letter
- Salutation line
- Leave duration
- Reason for taking the leave
- Work plan during your absence
- Your name, designation, and contact information
- Your signature
Personal Leave Application Format
[Date]
[Recipient’s Name]
[Recipient’s designation, company name, and address]
Subject: Personal leave application
Dear Mr. / Mrs. [recipient’s name]
[Body of the application: request the leave, specify the reason, duration, and work plan during your absence]
[Thank you note]
Yours sincerely
[Your signature]
[Your name]
[Your designation]
[Your contact details]
Personal Leave Application Format for Email
Subject: Personal leave application
Dear Mr. / Mrs. [recipient’s name]
[Body of the email: request your leave, specify the reason, duration, and work plan during your absence]
[Thank you note]
Yours sincerely
[Your name]
[Your designation]
[Your contact details]
Personal Leave Application for Visiting Hometown [Letter]
1 August 2022
To,
Mr. Balbir Kundra
Project Manager
KWC Private Limited
Pune, Maharashtra
Subject: Requesting leave for four days to visit my hometown
Dear Sir,
This is to inform you that I am requesting leave from 8 August 2022 to 11 August 2022 (five days). I need to visit my hometown in Hyderabad during that time. I will be back in the office on 13 August 2022 (Friday).
I have completed all the assigned work till now. I have also delegated responsibilities to my team members to handle all the work during my absence. During my leave, Vineet will take the responsibility of leading my team.
I will be available on call and by email during that time. In case of an emergency, anyone can contact me, and I will be happy to help. I am also willing to attend meetings virtually if something urgent comes up during that time.
Kindly approve my leave application, and I guarantee you that everything will run smoothly during that time. Thank you in advance for your kind cooperation.
Yours sincerely
Aloka Verma
Content Developer
Mobile: +91-XXXXXXXXXX
Email: [email protected]
Also read: How to Write a Half Day Leave Application for Office
Personal Leave Application for Marriage [Email]
Subject: Requesting leave for three days for my marriage
Dear Ms. Kumar,
I would request a leave from 4 August 2022 to 6 August 2022 (three days). I need the leave as I am getting hitched by my long-term partner. I will be back in the office on 8 August 2022 (Monday).
I have delegated some responsibilities to my juniors to ensure that the work doesn’t get hampered during that time. I have also completed some work in advance so that we don’t miss any deadlines due to my absence. I have explained to my team how to function during my absence, and I hope they will fulfill individual responsibilities perfectly.
In case of urgency, please don’t hesitate to get in touch with me. I will be available via phone and my personal email.
Thank you for your kind cooperation during an auspicious occasion of my life.
Warm Regards
Dhruv Kulkarni
Design Head
Mobile: +91-XXXXXXXXXX
Mistakes You Should Avoid While Writing a Personal Leave Application
You should be mindful of these mistakes while drafting a personal leave application for office:
- Don’t address the leave application to the wrong person: You must know to whom you should address your personal leave application. You might have to address it to your immediate supervisor or your departmental head. If you have any confusion, ask your HR manager.
- Don’t forget to mention the date: You should begin your personal leave application with a date. The date shouldn’t be too far from when you are planning to submit the application. Moreover, you should clearly specify the dates on which you will be unavailable. Check the month and day carefully to avoid any confusion or misunderstanding.
- Never submit the application without a subject line: A personal leave application without a clear subject line is unprofessional. You need to clarify the purpose of writing the application in the beginning. Especially when you are sending an email, the subject line is mandatory. Otherwise, your personal leave email might end up in the spam folder of the recipient.
- Don’t forget to add a salutation: You can begin your personal leave application letter using “Dear Mr./ Mrs./ Ms.” followed by the recipient’s last name. You can also use the first name and middle name or only the last name of the person and add a “Ji” with it.
- Never forget to make a formal request: You should mention the duration and reason for your leave explicitly. Your application should be able to convince the recipient about the urgency of the leave.
- Never draft the application in an informal tone: You need to convey the urgency of your leave in a professional manner. You will have to sound courteous and cooperative throughout the application.
- Don’t forget to state the work plan during your absence: You should convince the recipient that the workflow won’t get hampered during your absence. You can name a few replacements who will take care of your work during the leave period. You might also inform the recipient that you have already completed the work for that period. You also need to mention how you can be communicated during that time in case of an emergency.
- Don’t unnecessarily elaborate on your application: You will have to add all the necessary details in your personal leave application, like the dates of your unavailability and the reason why you need the leave. But don’t exaggerate your personal leave application with unwanted details and make it unnecessarily lengthy. A precise personal leave application will be more effective.
- Never send the application without proofreading: You might have made grammatical and spelling errors in the application without your knowledge. Always look for typos and errors before sending the application. You should also add proper punctuations to make your leave application more formal, accurate, and error-free.
Ending Note
Try to submit your personal leave application well in advance. It will provide your superior with adequate time to figure out the flow of work during your absence.
