Leave Application | Things to remember while drafting one!

A leave application letter is a formal manner of asking for time off from work for a certain period. There can be various reasons to ask for an off from the office, for which you will need to write the leave application letter. When writing a formal application, you must follow the official rules and ensure that it is appropriate according to the workplace.

If you are confused about where to begin and what to include, do not worry! To learn how to write a leave application for the office, go through these details. It entails everything from the leave application format to the types of leave applications. So, keep scrolling! 

What is the leave application format?

Firstly, what does a leave application for office entails? Well, it mentions the details on an employee’s inability to work at the office for a certain time.

When you request official leave for some reason, you can talk to your manager or HR about the same. In some organizations to make an appointment or request a meeting for leave, you must first write a letter or email to the supervisor.

Let’s look at some of the most important points to keep in mind while drafting a leave application. 

1. The salutation– You must write the recipient’s name in the salutation part. 
2. Type of Leave- Don’t forget to mention the type of leave you require as the subject of your letter.
3.  The reason – The reason for taking time off from work, such as a health or family emergency or urgent work, should be mentioned in the letter. It could be due to maternity, adoption, or work strain, among other things. In all of these situations, you can fill out the application.
4. Number of days of leave- Mention the dates on which you will be absent from work. You can state the range of date; for example, you can write, ” I will be unavailable from 03/11/2021-08/11/2021.”
5. All about work- While on leave, you should also make a note of what work is pending or what work is in progress and deadlines for the same. This will help your colleagues to take over the task in your absence and complete it successfully. You might have to provide training to the colleague who is going to take over the task.
6. A document- You can create a document that contains detailed information about the daily tasks. It is necessary to clarify if you will be available in case of an emergency and if anyone can contact you. 
7. Contact Information-  Provide your correct and current contact information in the email so that others can contact you in case of an emergency. 
8. Signature- Last but not least, include your signature at the end of the leave application. 

Remember to keep your leave application brief, simple, and easy to comprehend. In general, the office leave application letter should be sent to the manager. 

Now that you know about a leave application format, let’s learn about the types of leave applications. 

Types of leave applications 

1. Sick leave 

An application for sick leave is a time taken off due to illness. Organizations offer sick leave for varied reasons, including personal illness or injury. Besides this, many organizations offer sick leaves to employees for taking care of a sick child, spouse, parent, or parent of a spouse, etc. You can also apply for sick leave for going for regular health check-ups. 

2. Vacation/Holiday application

While you are always thinking about work and deadlines to meet, you need some time to rest. For this, you can write a leave application for vacation. Although it is not required by law, many employers offer paid vacation to their employees, typically around 10 workdays.

3. Leave request for studies

Study leave is a paid leave of absence from work that allows a person to study or conduct research. If you are a student, this leave will allow you to study at home to prepare for your exams. 

4. Sabbatical 

Sabbatical leave is a period during which a person does not report to his or her job, but remains employed by the company. 

It is also known as a ‘career break’ or an ‘adult gap year,’ and it is a period of time away from work that you and your employer have agreed on. Organizations expect you to utilize this time for self-development that will benefit the company. 

5. Emergency Leave Application 

Unexpected events, such as the death of a loved one or a family member, necessitate an emergency leave application. 

If there is a death, a life-threatening condition as a result of an accident, illness, or major surgery, you can take an emergency leave. Also, if you have to visit a terminally ill person in the immediate family, you are eligible for an emergency leave. 

6. Maternity/Paternity Leave 

Almost all organizations offer a maternity/paternity leave to a mother/father before and after the birth of the child. Although some organizations do not guarantee paid maternity leave, employers may do so if they want. 

Key takeaways 

• Overall, a leave application letter should include a valid reason for the request that will persuade the employer to grant you leave. 
• If you have a reasonable claim for leave, your request will not be denied, especially for personal reasons such as illness, urgent work, visiting sick parents, etc. 
• Remember, your leave application should not appear as friendly or casual. You need to write the draft in a formal tone. 

So, these are certain points to bear in mind while drafting a leave application for office. We hope this blog gave you an idea about the leave application format and the things to include in the letter. If you have any points that you need us to include here, let us know. You can drop a comment below or reach out to us for the same!

FAQs 

Q1. In what tone should the format of the leave application be? 

Answer – You need to keep the application leave format formal while highlighting the right kind of information. 

Q2. What are the necessary components of a leave application? 

Answer – Salutation, the reason for leave, the number of days you won’t be working, and contact information are some of the necessary components to include. 

Q3. Can I ask for leave through a text message? 

Answer – Yes, you can. But, it is preferable to use an email to do so.