Write a Courteous Letter That Gets The Nod
Life is full of unexpected happenings and you never know when you might need to draft a leave letter, be it for school or college. Here is a wide variety of courteous sample leave letter clinchers with the right formats and samples, along with the right tone and vocabulary that are sure to get leave approvals.
What is a Leave Letter
A leave letter is a formal letter written addressed to the head of an institution, office, or an organization such as a school, college or university that seeks the approval for absence, usually, in advance, or as pardon after the leave has been availed.
Therefore, in the instance of a school, a leave letter may be addressed to a class teacher, a principal, or a headmistress. This article focuses exclusively on leave letter for school and college, and not work scenarios.
The main reason behind writing a leave letter is because attendance is mandatory in educational institutions and students are obliged to attend classes as per schedule. Discipline requires that any necessity for leave be approved by the authorities if the reasons are found to be adequate.
If you wish to quickly skip to a particular format for leave application, click the links below.
Leave Letter to Class Teacher
Leave Letter to Principal For College or School
Leave Letter for Fever & Request to Retake Exams
Leave Letter for School from Parents
Leave Letter After Taking Leave
Leave Letter for A Teacher Writing to Principal
Leave Letter for Other Reasons as mentioned:
For Marriage Attendance | For Function Attendance | For Sick Leave | For Stomach Pain | For Going to Temple | For Death of a Family Member
Leave Letter Form Template
Leave Letter Writing with Right Tone
Firstly, ensure that you use a polite tone when composing a leave letter. It must come across as respectful toward the authority you are addressing.
Secondly, a leave letter is crucial to excuse absence as well as make-up for any significant impact like a lost lesson, test, or in some instances, be pardoned for falling short of the required minimum attendance in an academic year.
Thirdly, some institutions may forbid the continued attendance of a student who has taken unauthorized leave for a period beyond a couple of days. In such a case, you will need to submit a letter of absence request after you return to school.
Leave Letter format
Like most formal letters, there is a standard leave letter format for school to follow, where the main elements are apart from the standard addresses and date, salutation, the subject line, the reason for leave, and the complimentary close with thanks, followed by the signature.
Some institutions expect a formal leave letter while others require you to fill up a leave of absence request form. Find a sample leave letter for school students provided for both below.
Leave Letter Format for School or College
Here is a simple leave letter format that is standard and can be adapted to use for a variety of situations:
How to Write a Leave Letter: Main Parts
In the image above you can see a school leave letter format that adheres to the standards of leave letter writing, covering all the important elements. The same format works perfectly well for a leave letter for college too. We can break it into three main parts:
- Address of student, date, and school address
- Subject for leave letter
- Stating reason for leave
- Complimentary close
1. Student Details, Date, and School Address
[Your Name]
[Your Class, Roll Number]
[Date]
[Class Teacher/Principal/Headmaster/Headmistress’s Name]
[Class Teacher of VII-B or Title of Authority]
[School Name]
[School Address]
2. Subject for Leave Letter
Subject: Request for Leave Approval
Respected [Class Teacher’s Name],
I am writing to request your approval for a leave of absence from school.
3. Reason for Leave Request
Due to [__________________mention the reason for your leave, such as fever, other illness, family event, or personal reason______________], I am unable to attend school from [Start Date________] to [End Date_________].
I assure you that I will catch up on all missed lessons and assignments promptly upon my return.
I request your kind consideration and would be grateful for your approval.
4. Close with Thanks, Name and Class Details
Thank you.
Yours sincerely,
[Your Name]
[Your Class]
Leave Letter Form or Leave of Absence Request Form Template
This is a much simple format where the student or parent basically ticks the reasons for absence options mentioned on the form, and signs the request form.
This is the summary of information to fill on a leave letter form for school students:
| Student Information: Name: [Fill in] Class/Grade: [Fill in] Roll Number: [Fill in] Reason for Leave: [Tick] Sickness/Fever Family Emergency Personal Reasons Other (Specify): [Fill in] | Leave Duration: Start Date: [Fill in] End Date: [Fill in] Additional Comments/Details: [Fill in] Parent/Guardian Signature: Date: |
Leave Letter to Class Teacher
Most schools require that students submit a leave letter to class teacher for approval. Here is a sample leave letter to class teacher using the four sections we learnt in how to write a letter letter above.
110 Words in Length | 10-12th Grade level of English
| [Full Name of Student] [Class/Grade/Roll Number] Date: [15 March 2024] [Class Teacher’s Name] [Class Teacher] [St. Martin’s School] 123, Rose Avenue Kolkata, West Bengal India Subject: Requesting Leave Permission Respected [Class Teacher’s Name], I am writing to request your approval for a leave of absence from school. Due to [mention the reason for your leave, such as illness, family event, or personal reason], I am unable to attend school from [Start Date] to [End Date]. I promise to make up on the missed lessons, notes, and homework assignments during my leave and stay updated with class schedules. I have ensured that the group projects continue without disruption by coordinating with the group leader. I kindly request your approval for this leave and would be grateful for your permission. Thanking you. Yours sincerely, [Your Name] [Your Class] |
Leave Letter to Principal For College or School
The format for a leave letter to principal remains nearly the same except that you will mention the class details in the body of the letter. Unlike the class teacher, the principal is unlikely to know individual students.
This samples can also be used as a leave letter format for college. Barring switching the usual input fields, and switching the word ‘school’ for ‘college’, everything else remains the same. So, go right ahead and use this as a leave letter for college.
105 Words in Length | 10-12th Grade level of English
| [Full Name of Student] [Class/Grade/Roll Number] Date: [15 March 2024] [Headmistress or Principal Name] [Principal] Sunflower International School 456, Carter Road, Mumbai Maharashtra, India Subject: Requesting Leave Permission Respected [Class Teacher’s Name], I, Vandana Shetty, student of Class 9-C with roll number 39 [fill your details], am writing to request you to kindly grant me a leave of absence from school. Due to severe cold and bronchitis (mention your reason here), I am unable to attend school from 15th March to 17 March, 2024 (start to end dates). I will be diligent to learn the lessons missed at school and complete the homework assignments in a timely manner. I am hopeful of your kind consideration of my request to grant leave. Thanking you. Yours sincerely, [Your Name] [Your Class] |
Leave Letter for Fever & Request to Retake Exams
Common fever is one of the prime reasons why students are forced to miss school. Refer to this sample leave letter to class teacher if suffering from fever for school students and college-goers to write one quickly.
135 Words in Length | 10-12th Grade level of English
| [Your Name] [Your Class] [Date] Mrs. Ritu Rai Madam [Class Teacher’s Name] [Class Teacher] Silver Bells Academy 543, Bell Street Chandigarh, India Subject: Leave Application from ….. to …….. Respected [Class Teacher’s Name], I am writing as I need a leave of absence from school. Due to high fever from the last two days, I have been advised to stay at home by the doctor as currently the medical test reports are still due. I am unable to attend school from …..[Start Date] to ….[End Date]. I have attached the doctor’s certification regarding my fever. I will be diligent with regard to completing the class notes, and assignments upon returning. [Optional] I regret that I am forced to miss the class unit tests and request your kind permission for the exams to be re-held so that my grades are not adversely impacted. I remain hopeful of your kind consideration of my request for leave as well as re-holding exams, if possible. Yours sincerely, Sooraj Kumar Class X-B |
Leave Letter for School from Parents
Many a times, parents are required to send a letter of request for leave. This sample will serve well in such a case.
115 Words in Length | 10-12th Grade level of English
| Date: 25 April 2024 Place: Jaipur To, Mr. Bijoy Chatterjee Principal Emerald Heights Academy 432, Emerald Lane Jaipur, Rajasthan, India Subject: Requesting leave for my ward in Class 9-D Respected Sir, I am writing this leave application to you on behalf of my ward, Arbaaz Mohammad, studying in Class 9-D at your esteemed school. Due to a wedding in the family, my ward, Arbaaz, will be unable to attend school as the family will be out of town. Therefore, I request you to kindly grant leave from 25th of April to 27th of April, 2024. [Input your required dates] I will take full responsibility of ensuring that all class work and home work are attended to promptly upon returning from school. Thank you for your time and kind consideration. Sincerely, [signature of parent] [Name of parent: Imtiaz Mohammad] Parent of Arbaaz Mohammed, Class 9-D Address: 765, Crystal Road Jaipur, India Phone: xxx-xxx-xxxx |
Leave Letter After Taking Leave
Ideally, a leave requisition must be made prior to absence. But in some situations, it may not be possible. If you’re wondering how to write leave letter after taking leave, then note that one needs to write a polite request to be excused. Refer to this sample format for a leave letter after taking leave.
110 Words in Length | 10-12th Grade level of English
| [Your Name] [Your Class] [Date] Mrs. Pooja Verma Madam [Class Teacher’s Name] [Class Teacher] 321, Garden Street Pune, Maharashtra Subject: Requesting pardon for uninformed absence from school Respected [Class Teacher’s Name], I apologize that I have been absent from school between___ and _____ (input dates here) without prior permission. Due to a death in our family, we had to leave town immediately. Therefore, I was unable to send in my leave letter through school-mates prior to returning from our village. Kindly understand my situation and excuse the lapse in my conduct. I shall put in full efforts to finish all the pending class work and homework in the shortest time possible. Please consider my request for leave favorably. I am hopeful of your acceptance. Thanking you. Sincerely, Arjun Bhalla [Name of student] Class 8, Section [Class and section] |
Leave Letter for Other Reasons: Stating the Reason
There are a host of other reasons which may necessitate taking a short break from school. Since there are plenty of samples provided to you above, let us focus on constructing just part 3 of the leave letter for school, i.e., stating the reason for request. Here is a summary requests we will cover below:
110 – 135 Words in Length | 10-12th Grade level of English
- for marriage attendance
- for function attendance
- for sick leave
- for stomach pain
- for going to temple
- for death of a family member
For Marriage Attendance
We have an upcoming wedding of a close family member due to which I will be unable to attend school from 20 April to 24 April, 2024.
For Function Attendance
Due to a social event/a community event/a function of religious significance, I will not be able to be present at school on ……(date). Therefore, I request you to kindly grant me permission to take leave.
For Sick Leave
I have been diagnosed with dengue fever, and have been advised total bed rest for one week by the doctor. Hence, I am unable to attend school for the next five days, beginning from …… to …….. (input dates). I assure you that once I am normal and back in school, I will finish all pending class and home work without delay. So, kindly approve my sick leave request.
For Stomach Pain
As I am suffering from acute stomach pain, I am forced to miss school today. Kindly accept my request for leave, and I understand that I will have to complete all pending home work and class work with no delay.
For Going to Temple
I would like to inform you that it is an important religious occasion for our family to attend the temple prayers, which are to be hold on …..(date). Therefore, I am requesting one day’s leave for the …(date).
For Death of a Family Member
Due to the untimely and unfortunate death of an immediate family member (or friend. Mention relationship, example: a close family friend, grandmother, paternal grandfather, etc.) I will be unable to attend school for three days, beginning from ____ until ____. I request your kind approval of this leave application.
Leave Letter for A Teacher Writing to Principal
There are instances when teachers needs to take a leave to. The teacher leave letter for school is a lot more detailed, addressing duties and plans in place to ensure that in spite of the absence, management and students will not be unduly impacted.
This is a sample leave letter for a teacher requesting permission from the school management or the principal.
| [Your Name] [Your Address] [City, State, ZIP Code] [Email Address] [Phone Number] [Date] Mrs. Sneha Reddy Headmistress Ocean View School 123, Sea Breeze Road Visakhapatnam, AP, India Subject: Leave of Absence Request Dear Mrs. Sneha Reddy, I hope this letter finds you in good health. I am writing to inform you about my unavoidable need to take a leave of absence from my duties as [Your Position] at Ocean View School. Due to a medical emergency at home requiring hospitalization of my mother-in-law [briefly mention the reason for your leave, whether it’s personal, medical, or any other valid reason], I am unable to fulfill my teaching responsibilities for the period starting from [beginning to ending dates]. I apologize for any inconvenience my absence may cause to the school administration, students, and my colleagues. I have made arrangements for [mention any necessary arrangements, such as lesson plans, substitutes, or any pending tasks] to ensure that the classes continue smoothly during my absence. I kindly request your approval for this leave of absence and would appreciate your guidance on anything I can assist with. Thank you for your understanding and consideration. Sincerely, [Your Name] [Your Signature – if sending a hard copy] |
Conclusion
Well, you have seen samples for practically every scenario to write a leave letter for school or college. Now, you should be able to write polite requests for leave application in a snap! Check out some other letter formats or perhaps essays that could be of use to you. Happy English learning!
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