Easy-to-Adapt Formats for All Scenarios
Practically everyone at some point needs to submit a leave application for office break due to some exigency. Make sure to use the right English, the right tone, format, and structure. This article will provide samples for 6 common situations at work so you can navigate a leave application without ruffling feathers of superiors at work.
Here is a list of samples and formats for leave application for office in this article. Click on the links to conveniently land instantly on the topic you need now!
- Sick leave
- Casual leave
- One or half-day leave
- Medical leave
- Maternity leave
- Personal reason leave
- For other social events (marriage, fever)
What is a Leave Letter for Office
A leave application is a formal letter written by an employee or student that seeks permission for grant of leave from an authority after stating the reason for absence and the length of time the leave is sought for.
A leave application is normally done in a standard letter format though some firms may use their own brief custom form where an applicant just ticks the relevant sections. You can find a good template for the ‘Leave Application Form‘ here, which can be customized for any organization.
Now that you know what is a leave application, find out some do’s and don’t related to it.
Do’s and Don’ts of a Leave Letter in English
Many times, people wonder why their application for leave was rejected on the same day that someone else’s got through. Quite possibly, the language you used was unintentionally impolite or the request did not seem genuine. So here’s a quick snapshot of how to get it without offending your leave sanctioning authority!
- Keep the tone polite
- Keep the appeal formal
- Use the right format
- Use the right English
- Keep it crisp and short
- Spellcheck and submit an error-free application
How to Write Leave Application for Office: Checklist
Before you shoot off the leave application for office, quick-check that you have incorporated these elements in full. When you are making a request, you must avoid accidental negligence or impropriety. Here’s your checklist for a leave letter in English:
- Address with Mr/Ms/Mrs
- Short subject line
- State reason
- Dates and Duration of leave
- Back-ups for work non-disruption
- Emergency contact details
- Signed and dated
- Spell-checked and error-free
These basics are often broken due to hurry or gross negligence. Be professional in writing or an email as much as you are in person. Spelling errors in second names are common and reflect poorly about the applicant’s professional etiquette on a leave letter.
Why Do Leave Applications Meet With A ‘No’?
This checklist is essential because it is the lack of one of these that triggers a ‘no’ response from your superiors. Taking a leave is a privilege, not a right! So, make sure that you have done your part in ensuring the smooth continuation or work.
Follow the office norms regarding how you address the authority: Mr./Ms.Mrs. before the name are standard practice.
Also, you must update honestly regarding the impact that your absence is going to have.
Make your stand-by arrangements by coordinating with your colleagues and let your supervisors know that you take responsibility for your work.
In case of a distress situation at work, make sure that your office mates can reach out to you at either an email or a phone number.
The number one reason that a leave is denied is because you have already taken too many or have not put a plan in place to avoid disruption of work for management and clients.
Leave Application Format
This format is pretty standard, and familiarize yourself with it well as in the samples below, we will skimp on repeating these details.
| [Date to left: If hand-written]—> Subject line: Request for leave from [Start to end dates] Dear Mr./Ms./Mrs. [Manager/Supervisor’s name] Paragraph 1: Opening sentence stating leave required. Paragraph 2: State reason for leave in 2 to 4 lines. Paragraph 3: State your back-up arrangements to keep work on schedule. Closing sentence with contact details for exigencies. Sincerely, [Signature] [Name] [Contact phone number] Note: Put spaces between each of the paragraphs. |
A Simple Leave Application for Office
For work scenarios, a short application letter works better than a needlessly wordy one, so keep it simple, folks! Here’s a sample for reference.
| Subject: Application for Leave Dear Mrs. Ranjana Tripathi, [Name of Manager/Supervisor], I am writing to you to request leave of absence from work for two days, starting from 14th May 2024 until 16th May 2024. As my sister’s wedding and ceremonies are scheduled for these dates, I am requesting time off from work. Please note that I have made back-up arrangements with my colleagues and also informed my supervisor, Mr. Shastri, about my upcoming leave. Also, for any immediate concerns, I will be available on email (preferably) or on my usual contact number. I look forward to your positive consideration and approval. Rajesh Kumar Ph: 980-XXX-XXXX |
1. Sick Leave Application for Office
Depending on whether you work at a factory under the Factories Act of 1948, or an office that falls under the Shops and Establishment Act, you may have different provisions of sick leave applicable to you.
Legal Provisions
Did you know that in India, as prescribed in the Indian Shops and Establishment Act, employees after 6 months of employment can take 0.5 days to 7 days of paid sick leave? However, for sick leave beyond 3 days, then the employer is in his right to demand a medical certification.
For companies that contribute to and register their employees under the Employees’ State Insurance Act, 1948 (ESI Act), such contributing employees may be entitled to a set percentage of pay during sick leave for a maximum of 91 days in an year.
Sample Sick Leave Application
Here is a simple but crisp leave application in English that should help you ace the approval in no time.
| Subject: Request to avail sick leave Dear Mr. Manoj Kicha, I regret to inform that I have been seriously ill with asthma, and upon my doctor’s advice for bed rest, seeking this request for leave from work. Please consider my request for leave from 25th to 30th of August, 2024. I am attaching below the doctor’s certification of sickness. May I request you to qualify this as sick leave, as per our company’s provisions. I have consulted with my manager, Mr. Niranjan Kohli, who has kindly ensured that with help from our department colleagues that work continues uninterrupted. I hope to hear back positively with approval. I will be available on phone for any urgent matters that my arise. Thank you. Best regards, Rupesh Nirelkar Ph: 756-XXX-XXXX Encl: Doctor’s Certification of Sickness |
2. Casual Leave Application: Format, Sample, Legality
A casual leave is typically provided to employees for unforeseen personal reasons, where clauses of sick, medical, or maternity cannot be applied.
Legal Provisions
Under the Indian laws such as the Factories Act of 1948 and the Shops and Establishments Act, casual leave entitlements are governed by the policies of the respective establishment or employer with variance as not all organizations are registered under these acts.
Prior casual leave application and approval may be needed before employees are granted a certain number of casual leave days per year.
Sample Casual Leave Application
Here’s a short but effective sample casual leave application for office goers.
| Subject: Requesting Casual Leave Respected Mr. Dhiren Kumar, [Manager’s Name] May I request you to kindly review my application for casual leave. Due to an urgent legal matter in the family, I require three days leave commencing from 18th June to 20th June, 2024. I assure you that I would be back to work on the 21st of June and complete any impending work in our department with complete commitment. I apologize for the inconvenience to the management and staff. Please feel free to contact me on phone in case of an urgent matter. Thanking you in anticipation of approval. Best wishes and regards, Sudarshan Reddy 805-xxx-xxxx |
3. Half Day or One Day Leave Application
Legal Provisions
The provisions above for casual leave also apply to one day leave or half-day leave from office work. However, granting such leave is entirely at the employer’s discretion and departmental operational requirements.
Sample One Day Leave Application
Here is a sample leave letter for personal reason for one day.
| Subject: Requesting one day’s leave of absence [or] Subject: Requesting break from office for half-day Dear Ms. Surya Rani, [Manager’s name] Kindly consider my request for a leave of absence of one day/just half the day on the 30th of June, 2024 [Mention date]. I have a doctor’s appointment [a social engagement, a wedding invite, an urgent matter to take care of] that needs to be honored. I apologize that I am making this request at short notice, but I seek your kind understanding and approval. Thanks in advance, Sunita Thomas Ph: 780-xxx-xxxx |
4. How to Request Memlofletve & Legality
Medical leave is granted to employees who are unable to attend work due to illness or injury. Here is a sample medical leave letter format for office use where an employee is requesting procedural guidance for medical leave eligibility.
Legal Provisions
In India, various laws such as the Employees’ State Insurance Act, 1948, and the Employees’ Provident Fund and Miscellaneous Provisions Act, 1952, provide provisions for medical leave, including paid sick leave and medical benefits.
If both the employer and employee have been contributing for the minimum stipulated time of 6 months or more, with other caveats satisfied, medical leave with part-pay for up to 91 days may be possible.
Sample Medical Leave Application
Here’s how you can request help from your organization in the event of expected prolonged absence from work.
| Date: 20 May 2024 Subject: Request for Medical Leave Due to Road Accident Dear Mr. Pratap Suri, I am writing to request your approval and help regarding my eligibility to avail medical leave at the company. I have met with an unfortunate road accident on the 19th of May that has left me with multiple fractures and serious injuries. I am currently bed-ridden and advised total bed rest. Doctors estimate that my time to recover and resume normal activities will be post at least 3 months. I am attaching my doctor’s certification regarding my medical condition. I will be glad to produce any documentation that is required by the HR department in order to avail medical paid leave for this period. Your guidance in this matter would be much appreciated. I look forward to hearing back from you soon, and I will follow up on your advice. Thanking you, Best regards, Satish Bajpai Ph: 690-xxx-xxxx |
5. Paternity / Maternity Leave Application
More and more mid-size companies are also becoming progressive about allowing maternity and paternity benefits to employees. However, rules of eligibility differ widely. The HR department can guide employees accurately.
Legal Provisions
Maternity leave is governed by the Maternity Benefit Act, 1961 and the 2017 amendments, in India. Under this act, female employees are entitled to a certain period of maternity leave, typically ranging from 12 to 26 weeks, depending on the nature of the employment and other factors.
Sample Maternity Leave Application
Here is how you can write to the HR a maternity leave letter for office for approval.
| CC: HR Department Subject: Requesting Maternity Leave Dear Mr. Sachin Rao, This is to request you to kindly approve my application for maternity/paternity leave. As per the medical reports since my child is due to be born in mid-August, 2024, I would like to request medical leave for the three-month period between July 15 and October 15 of 2024. Kindly advise me on the documentation I am required to submit or any other procedures to follow. In anticipation of your positive response, I thank you in advance. Best regards, Sincerely, Swaroopa\Swaroop Ph: 780-xxx-xxxx |
Remember to reach out to the HR department that will ensure that your leave is properly categorized as maternity or paternity leave and paid for as per company policy.
6. Leave Application for Office for Personal Reason
Personal reason leave could cover various personal matters such as family emergencies, attending family functions, or any other personal commitments.
Legal Provisions
Note that granting of personal reason leave is not mandatory and is solely at the discretion of the employer. Usually, it is covered under the establishment’s leave policies rather than a legal framework.
Sample Application
Click here to view or use the sample letter to be adapted for personal leave. You can find a full length sample for a leave letter in English for fever by clicking on the link or just adapt a sample from this post!
7. For Wedding or Other Social Events
Leave for other social events such as weddings, funerals, or religious ceremonies is typically treated as personal reason leave.
Legality of Leave for Social Events
As with casual leaves, leaves for attending social events are subject to the employer’s approval based on the department’s staff and work priorities or establishment’s policies.
Wedding Leave Application for Office:
A marriage leave application is just like the other casual leaves above. Employers are not obligated to approve your request, so make sure you stick to the formats suggested here to maximize your chances of quick approval!
Click here to view or use the sample wedding leave application found in both text and image forms for convenient use.
FAQs
Are casual leaves a special category of leaves that all can avail?
No, unlike sick leave, medical leave, paternity leave, and the weekly day off in a 7-day period, a casual leave has to be within the permitted additional leaves employees are allowed to take in an year. It is at the discretion of managers and offices and can be refused.
Since there is a legal validity for medical leaves, can I claim it after I get well and able to return to work?
That may not be permissible with most companies. You are supposed to inform at the earliest possible to be considered for approval. While the governing laws offer fair protection to both employees and employers, they are not meant to be abused by either party.
Conclusion
After having reviewed the formats, the samples, learning about the do’s and don’ts of professional etiquette around leave letter writing, framing a well-written leave application for office superiors should be easy! Check out some other letter formats and samples or other articles that interest you. Here are some suggestions on articles at EnglishGeni. Explore now!
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