LEAVE APPLICATION

PRESENTER: MOHAMMAD KHALID ABBASSI

EFL LECTURER
KARDAN UNIVERSITY
 WHAT IS A LEAVE APPLICATION
LETTER?
• A leave application letter is a formal document where an
individual, either an employee or a student, states their
intention and reasons for taking a temporary absence from
work or school.
 TYPES OF LEAVE APPLICATION
• Leave applications come in different forms, catering to diverse needs
and situations. Here’s a breakdown of some common types:
• Sick Leave
• Casual Leave
• Maternity leave
• Paternity Leave
• Annual Leave
• Bereavement Leave
• Vacation
• Half-Day Leave
• One-Day Leave
 SICK LEAVE

• Sick Leave: The duration of sick leave varies based on the severity of
the employee’s condition, ranging from a few days to several months,
ensuring employees can focus on their recovery without work-related
stress.
CASUAL LEAVE

• Casual Leave: Employees typically receive 1 to 3 casual

leaves per month, offering short breaks for personal or
unexpected needs, and promoting work-life balance.
MATERNITY LEAVE

• Maternity leave: As per the Maternity Benefit Act, female

employees are entitled to 26 weeks of maternity leave,
allowing new mothers ample time to care for their newborns
and recover after childbirth.
PATERNITY LEAVE

• Paternity Leave: Some companies grant male employees 15

days of paternity leave, fostering a supportive environment for
new fathers during crucial family moments.
ANNUAL LEAVE

• Annual Leave: Indian employees enjoy 15-20 days of annual

leave per year, offering the chance to relax, recharge, and spend
quality time with family and friends.
BEREAVEMENT LEAVE

• Bereavement Leave: In India, bereavement leave spans up to

7 days, allowing employees to mourn the loss of a loved one
without the worry of work responsibilities. The exact duration
may vary based on company policies.
VACATION

• Vacation: Employees can utilize their accumulated annual and

earned leaves for extended vacations. The number of paid
vacation days depends on the remaining leave balance,
enabling employees to plan longer breaks.
HALF-DAY LEAVE/ ONE-DAY LEAVE

• Half-Day Leave: Half-day leave allows employees to manage personal

tasks or appointments while ensuring minimal disruption to work
commitments.

• One-Day Leave: This short leave option is ideal for addressing immediate
personal matters without impacting work schedules significantly.
REASONS WHY PEOPLE APPLY FOR LEAVE APPLICATION

• When submitting a leave application, providing a clear and valid reason is necessary.
Various circumstances necessitate taking a leave of absence, such as:

• Bereavement: Leave may be required due to the passing of a family member, friend, or
even a beloved pet. Compassionate leave allows individuals time to cope with their loss and
support their families during difficult times.

• Health Concerns and Medical Procedures: Illness or scheduled surgeries often require
employees or students to take a break. Medical leave ensures individuals have the necessary
time to recover and regain their health.
 REASONS WHY PEOPLE APPLY
FOR LEAVE APPLICATION
• Rest and Recreation (R&R): Everyone needs a break to recharge. Whether it’s for mental
rejuvenation or simply enjoying leisure time, individuals may apply for leave to relax and
unwind.
• Life Milestones: Significant life events such as marriages, birthdays, or other anniversaries
are valid reasons for taking time off. These occasions are essential for personal well-being
and are often celebrated with family and friends.
• Travel: Exploring new places, be it for leisure or work-related purposes, may require taking
leave. Travel enriches experiences, broadens perspectives, and allows individuals to embrace
diverse cultures.
 HOW TO WRITE A LEAVE APPLICATION?
• Outside of the basic details like address, subject and other technical details, here is what you
should include in the body of the leave application:
• Reason for Leave: Clearly state the reason for your leave (e.g., illness, personal reasons,
family emergency).
• Duration: Specify the start and end dates of your leave period.
• Arrangements: If applicable, mention any arrangements you've made for your work/tasks
during your absence.
• Contact Information: Provide your contact details in case of any urgent matters.
• Closing: Express gratitude and professionalism (e.g., Thank you for your understanding and
support. Sincerely, [Your Name]).
 TIPS TO WRITE A PERFECT LEAVE
APPLICATION LETTER
• Maintain a formal and respectful tone throughout the application.
• Include your full name, ID, department/class, and contact details for easy identification.
• Briefly state the reason for your leave. Be honest and straightforward.
• Specify the precise start and end dates of your leave period.
• If applicable, mention how you plan to delegate or handle your tasks during your absence.
• Provide details of a trustworthy colleague or family member who can be contacted in case of
emergencies.
• Express thanks for considering your request and understanding your situation.
• Review the application for errors in grammar, spelling, and clarity before submission.
• If needed, attach relevant documents such as medical certificates to support your leave
application.
 MAJOR ELEMENTS OF A LEAVE APPLICATION
LETTER

• A well-structured leave application comprises essential elements to ensure clarity and

professionalism. These elements include:
• Salutation: Address the recipient respectfully using appropriate titles such as “Dear
Sir/Madam” or the individual’s name and designation if known.
• Subject: Provide a concise subject line outlining the purpose of your application. Be clear
and specific to help the recipient understand the context at a glance.
• Main Body: The main body of the application should contain detailed information,
including the reasons for your leave and the specific dates you intend to be absent. Clearly
articulate your situation or requirement.
 MAJOR ELEMENTS OF A LEAVE APPLICATION
LETTER

• Contact Information: Include your contact details, such as phone number and email
address, enabling swift communication if required during your absence.
• Name and Signature: Sign the application with your full name, indicating your acceptance
of the request. A signature adds a personal touch and authenticity to the document.
• Reasons for Leave: The reasons cited in a leave application should be valid and genuine.
Common reasons include:
• Emergency
• Urgent work
• Maternity leave
• Medical issues
• Travel
FORMAT OF LEAVE APPLICATION LETTER

• Format of Leave Application Letter:

• Knowing the format and the primary components that you need
to cover whilst writing a leave application is a must. Here’s a
basic format that you can use, whether you are writing as a
student or an employee.
 WHAT TO INCLUDE?
• What to Include
• In crafting a leave application, specific information must be included to ensure clarity and
professionalism. Here’s a breakdown of what to cover in each paragraph:
• Paragraph 1: Introduction and Reason for Leave
• Begin by introducing yourself, and stating your name and designation. Address the recipient
formally, providing their details. Concisely explain the purpose of your leave request. Use
the official format and maintain concise sentences for clarity and professionalism.
• Dear [Recipient’s Name/Designation],
• I am writing to formally request a leave of absence from [start date] to [end date]. The
purpose of my leave is [briefly state the reason, e.g., medical treatment]. I kindly request
your approval for this period of absence.
 PARAGRAPH 2: HANDLING
PENDING WORK
• Paragraph 2: Handling Pending Work
• When writing a leave application for office purposes, detail how you plan to manage any
pending work during your absence. Mention your strategies for completing tasks or
delegating responsibilities to ensure a smooth workflow in your absence.
• Example:
• I have arranged my tasks in advance and will ensure that all pending work is completed
before my departure. Alternatively, I have delegated tasks to [colleague’s name] who will
oversee the ongoing projects during my absence. Rest assured, I will ensure a seamless
transition and return to work promptly on my scheduled date.
 PARAGRAPH 3: CLOSING AND CONTACT
INFORMATION
• Paragraph 3: Closing and Contact Information
• Conclude your application with a formal request for approval. Express your gratitude for the
organization’s understanding. Provide further contact information, such as your phone number
and email address, for any necessary communication.
• Example:
• I kindly request your approval for this leave and assure you of my commitment to fulfilling any
pending responsibilities. Thank you for your understanding and support during my absence.
Please feel free to contact me at [your phone number] or [your email address] for any further
information.
• Thank you for your attention to this matter.
• Yours sincerely,
• [Your Full Name]
[Your Designation]
[Your Contact Number]
[Your Email Address]
 LEAVE APPLICATION LETTER
FOR SCHOOL & COLLEGE
• Leave Application Letter for School & College
• Every leave application needs to have a few components to it that cannot be skipped or
ignored. We have put that checklist for you below along with an example.
• Reason for Leave
• I require leave due to [explain briefly why you need leave – family emergency, medical
treatment, personal reasons, etc.].
• Duration
• I am requesting leave for a period of [number of days/weeks] starting from [start date] to
[end date]. I believe this duration will provide adequate time for my situation to stabilise.
• These elements should be included in your leave application to make it complete and avoid
any further confusion.
• Leave Application Letter Format to principal (From A Student)
• [Principal’s Name]
[School Name]
[School Address]
[City, State, ZIP Code]
• Date
• Subject: Leave Application
• Respected Principal/Teacher,
• I am writing to inform you that I, [Your Name], a student of [Your Grade/Class] at [School Name], am unable to
attend school from [Starting Date] to [Ending Date] due to [mention the reason for leave, e.g., illness, family
emergency, personal reasons, etc.].
• I kindly request you to grant me leave for the mentioned period. I have attached the necessary medical
certificate/documents for your reference. I assure you that I will catch up on all the missed assignments and notes as
soon as I return to school.
• I understand the importance of regular attendance and will make every effort to minimize disruption to my studies. I
will also ensure that my classmates are not inconvenienced due to my absence.
• I would be grateful if you could approve my leave application at your earliest convenience. Please let me know if you
require any additional information or if there are any formalities that need to be completed from my end.
• Thank you for your understanding and cooperation. I sincerely appreciate your support in this matter.
• Yours sincerely,
• [Your Name]
[Your Class/Grade]
[Roll Number]
• Leave Application Letter Format to principal (From A Parent)
• [Principal’s Name]
[School Name]
[School Address]
[City, State, ZIP Code]
• Date
• Subject: Leave Application for [Child’s Full Name], [Grade/Class]
• Respected Principal,
• I hope this letter finds you in good health. I am writing to inform you about the unavailability of my child, [Child’s
Full Name], who is a student of [Grade/Class] at your school. Unfortunately, due to [mention the reason for leave,
e.g., illness, family emergency, personal reasons, etc.], my child is unable to attend school from [Starting Date] to
[Ending Date].
• I kindly request you to grant leave to my child for the mentioned period. [He/She] has been under the care of a doctor
and is being treated for the illness. I have attached the medical certificate and other necessary documents for your
reference.
• I assure you that [Child’s Full Name] will make up for all the missed assignments and exams as soon as [he/she]
recovers and returns to school. I understand the importance of regular attendance and am committed to ensuring that
[he/she] catches up on all the academic work.
• I would appreciate your kind consideration in granting this leave. If there are any formalities or documents required
from my end, please do not hesitate to inform me. I can be reached at [Your Contact Number] or [Your Email
Address] for any further communication.
• Yours sincerely,
• [Your Name]
• Leave Application Letter Format For College
• [College Name]
[College Address]
[City, State, ZIP Code]
• Date
• Subject: Leave Application
• Respected Principal,
• I am writing to inform you that I, [Your Name], a student of [Your Course/Program] at [College Name], am unable to
attend classes from [Starting Date] to [Ending Date] due to [mention the reason for leave, e.g., illness, family emergency,
personal reasons, etc.].
• I kindly request you to grant me leave for the mentioned period. I understand the importance of regular attendance and
assure you that I will make every effort to catch up on all the missed lectures, assignments, and coursework during my
absence. I will ensure minimal disruption to my studies and will coordinate with my classmates to obtain notes and
updates regarding class discussions.
• I have attached the necessary medical certificate/documents for your reference. If there are any formalities or assignments
I need to complete during my absence, please let me know, and I will ensure that they are taken care of promptly.
• I appreciate your understanding and support in this matter. Thank you for your cooperation. I am confident that I will
resume my classes as soon as I am able and continue my studies without further interruptions.
• Yours sincerely,
• [Your Name]
[Your Course/Program]
[Your Roll Number]
[Contact Number]
[Your Email Address]