If you get ill or have to do some urgent work or attend some function or event, You have to take leave from your school, college or from your workplace. To take leave it is necessary to write an application according to the rules of these institutions. To write a perfect leave application, correct tone, precise structure and many other aspects should be kept in mind. Many times people overlook major points and rules and it does leave a nice impression of you. That’s why it is important to understand the basic rules, format and key components to write a leave application for schools, colleges or offices. In this article, you can find the basic structure, rules, format and key elements of a leave application with appropriate samples.
What is a Leave Application?
A leave application is a type of written formal request to take off time from school, college or workplace for a specific time period. If you’re a school student or college student or an employee in some company, you take leaves on several occasions. Generally, a leave application is written on a blank paper and should be sent via physical means but these days in some institutions a PDF of your handwritten application or email with the application can be submitted. The format and structure of writing a leave application for school, college and office are partially different.
Reasons for Leave
One of the most important things in a leave application is writing a valid reason. It is an important part of a leave application. The reason tells your institution’s authorities why you will be absent for this specific amount of time. There are many reasons why you can take leave and write an application for leave, some of them are mentioned below as follows.
- Maternity leave
- Illness leave or Sick leave
- Family emergency
- For Going out of the station
- To attend a function, a marriage or some event.
- To do some important personal work.
Things to Mention in Your Application
While writing the application to take leave you should mention certain things in your application to make it look formal and authentic. While writing all the information such as greetings to the recipient, subject, cause or reason for leave, time period, contact details, how you gonna cover the missed days work, signature, name, date and place etc. you should be aware of the actual format, spacing, writing skills and rules. A well-written application looks good and it enhances your image in your school, college or workplace.
- Post of the Recipient with formal greetings
- Subject for which you’re writing
- Number of leaves that you’re gonna take.
- Things about your pay at work and how you’re gonna cover up things.
- Contact Details
- Signature, Name and Place.
Types of Leave Application
There are many types of leave that one can take. The type of leave depends upon the reason for which you are taking the leave. Types of leave applications can vary according to the institution like school, college or office. Here are some common types of leave applications.
- Sick leave
- Annual leave
- Casual leave
- Emergency leave
- Study break
- Vacations
- Short trip
- Maternity or paternity leave
- One-day leave
- Half-day leave
- Urgent work leave
Leave Application Format
The format of leave applications is another important factor. It should be well-aligned and written with proper spacing and sequence. If you’re a student who wants to attend some family function or some employee of an office who wants to take sick leave, you have to follow a simple formal format to write an application effectively. Here’s the format of a general application which is well-accepted.
[Your Name]
[Your Position/Designation for office]
[Your Department (if applicable)]
[Your Company/Organization Name]
[Date]
To,
[Recipient’s Name]
[Recipient’s Position/Designation]
[Company/Organization Name]
[Address]
Subject: Leave Application
Dear [Recipient’s Name],
Dates of Leave: [Start Date] to [End Date]
Total Number of Days: [Number of Days]
[mention reason briefly, e.g., personal reasons, medical treatment, family emergency, etc.].
[mention any arrangements made, if applicable, e.g., completed pending tasks, delegated responsibilities for office, covering the syllabus for school/college etc.]
Sincerely, or Yours faithfully,
[Your Name]
[Your Contact Information (optional)]
What to Include in Your Application?
You have reached this far in our article it means you are well-familiar with the types and format of the application. Now check out what details you have to mention and in which order to make it sincere.
Paragraph 1. In this paragraph of the body of the application you need to address the person whom you’re writing respectfully and start telling him or her why you need the leave and for what amount of time. When writing this section keep a formal tone of words and make your application simple and short.
Paragraph 2. In this section you need to tell the authorities your current status if you’re a student you need to tell how much syllabus you have completed and how you will catch up with what you are going to miss and if you’re an employee you should tell what projects you’re handling currently and how you gonna manage to do rest of your work or suggest your manager to give it some other team member. Make it simple and do not use lengthy sentences. Use a humble and formal tone.
Paragraph 3. In this part, you need to show gratitude to the authorities for their consideration on your leave and you can thank them sincerely. Don’t forget to mention your contact details with your name and location.
How to Write a Leave Application for School or College?
To write a leave application for educational institutions like school or college you need a different but simple format. There are many types of leave applications and you should specify your reason in well-managed form. Some important elements to write a leave application for school or college are given below.
- Addressing the Head
- Subject
- Respectable Head or Principal
- Reason, Why are you taking the leave?
- Your contact details
- Additional documents you need to attach
- Signature
Keep your tone humble and formal while writing an application for leave to your educational institutions. After writing all the details you need to draft it. Do not make the language too lengthy, keep it straight and short.
How to Write a Leave Application for Office?
To write a formal application to give it to your office you need to take a different format. You need to first mention your address details and authority name. Now address your head and don’t forget to mention your manager. After it, write the subject describing why you’re writing this application in short. Now start the body with ‘this is to inform you that’ or ‘this is to bring to your kind notice’ and mention your reason and explanations. In the end, a good greeting can’t do any harm. Here’s some important points you should include.
- Acknowledgement
- Subject
- Reason for leave
- Number of please for the amount of time
- Delegation of your work to other team members or the plan, how you going to catch up
- Your contact details
- Signature and date
14 Sample of Leave Applications for colleges, schools and offices:-
1. One-Day Leave Application
Subject: Leave Application for [Date]
Dear [Supervisor/Principal],
I request a one-day leave on [date] due to [reason]. I will resume my duties on [next working day].
Thank you.
Sincerely,
[Your Name]
2. Medical Leave Application
Subject: Medical Leave Application
Dear [Supervisor/Principal],
I need medical leave from [start date] to [end date] due to [medical condition]. I will provide a medical certificate.
Thank you.
Sincerely,
[Your Name]
3. Leave Application to Principal
Subject: Leave Application
Dear [Principal’s Name],
I request leave from [start date] to [end date] for [reason]. I will catch up on any missed work.
Thank you.
Sincerely,
[Your Name]
4. College Leave Application
Subject: Leave Application
Dear [Professor’s Name],
I request leave from college from [start date] to [end date] due to [reason]. I will complete my assignments on time.
Thank you.
Sincerely,
[Your Name]
5. Annual Leave Application
Subject: Annual Leave Request
Dear [Supervisor’s Name],
I would like to request annual leave from [start date] to [end date]. My work is up-to-date.
Thank you.
Sincerely,
[Your Name]
6. Maternity Leave Application
Subject: Maternity Leave Request
Dear [Supervisor’s Name],
I request maternity leave from [start date] to [end date]. I will provide medical documentation.
Thank you.
Sincerely,
[Your Name]
7. Paternity Leave Application
Subject: Paternity Leave Request
Dear [Supervisor’s Name],
I request paternity leave from [start date] to [end date] due to the birth of my child.
Thank you.
Sincerely,
[Your Name]
8. Vacation Leave Application
Subject: Vacation Leave Request
Dear [Supervisor’s Name],
I request vacation leave from [start date] to [end date]. My work will be covered during my absence.
Thank you.
Sincerely,
[Your Name]
9. Leave Application for Marriage
Subject: Leave Application for Marriage
Dear [Supervisor’s Name],
I request leave from [start date] to [end date] for my wedding. I appreciate your understanding.
Thank you.
Sincerely,
[Your Name]
10. Bereavement Leave
Subject: Bereavement Leave Request
Dear [Supervisor’s Name],
I request leave from [start date] to [end date] due to the passing of [relationship to deceased].
Thank you.
Sincerely,
[Your Name]
11. Emergency Leave Application
Subject: Emergency Leave Request
Dear [Supervisor’s Name],
I need emergency leave from [start date] to [end date] due to [reason]. I will provide any required documentation.
Thank you.
Sincerely,
[Your Name]
12. Application for Eye Surgery
Subject: Leave Application for Eye Surgery
Dear [Supervisor/Principal],
I request leave from [start date] to [end date] for eye surgery. I will provide medical documentation.
Thank you.
Sincerely,
[Your Name]
13. Leave Application to School for Going Out of Station
Subject: Leave Application
Dear [Principal’s Name],
I request leave from [start date] to [end date] for going out of station. I will catch up on missed work.
Thank you.
Sincerely,
[Your Name]
14. Leave Application Email
Subject: Leave Application
Dear [Supervisor/Principal],
I request leave from [start date] to [end date] for [reason]. I will ensure my tasks are covered.
Thank you.
Sincerely,
[Your Name]