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Need a break? Here’s how to draft a Leave Application Letter

Taking a timely break is sometimes as important as working efficiently. If it's time for you to take a break, here's how to write a leave application letter.

At some point or the other, we have all felt the need to take some time off from the unending routine of work. When looking for a new job, an important thing to consider–along with the salary, scope for career growth and other benefits–is how much leave you can take.

There are many reasons as to why you may need a break. A holiday, a wedding or an event, medical reasons, etc. are some of the reasons for which you can ask for leave from work.

However, if you’re planning to take an extended period of time off from work (more than 2-3 days at once), then, as a responsible employee, you must submit a formal leave application letter asking for your leave to be sanctioned.

 

Related: Types of leave you can take from work

 

Depending on the number of days that you are planning to take off from work, you will have to address the letter to a senior—either to your immediate boss or to the head of the organisation—as per the company’s protocol.

It is always a good idea to consult with your immediate boss and to mention that you need leave. It is, however, necessary to follow that up with a formal leave application letter. Nowadays, submitting your leave application letter on email is a fairly common and accepted practice at work.

 

Related: The 12 rules of email etiquette

 

Before you draft your leave letter, it is advisable to consult the HR manager in your company to know of the various types of leave that you are eligible for: paid leave, unpaid leave, medical leave, casual leave, etc.

Once you know your choices, you can apply for the most suitable type of leave, depending on your purpose.

Sample format

Leave application email

Here is a sample format of how you can write a leave application email. You can use to this format if you are applying for casual leave (for the purpose of a holiday/vacation, event/wedding/celebration, family reasons, personal reasons, etc.). In case you are applying for medical leave, you may need to add a few extra details.

 

To: <Recipient’s email id>
Cc: Send a copy of the email to your immediate boss/senior boss/HR manager, depending on what the situation demands.
Subject: “Leave application for days for <purpose> ” is a suitable option. In case the reason for leave is elaborate/personal, you may choose to omit specifying it in the subject and opt to explain it in the body of the email.

 

Body of the email: Keep the email brief and clear. Divide the body of the email into 2-3 crisp paragraphs.

Addressee’s Name
Position/Designation
Department
Name of the Company

Sir/Madam/<Name of person>,

Para 1: Dates of leave

Begin by stating that you wish to apply for leave and specify the dates (along with the number of working days) for which you will require the leave. Mention the date on which you will resume work.

Para 2: Reason for leave

Here you can specify the reason for which you need the leave. In the case of casual leave that is not for a prolonged period of time, a couple of lines are enough to explain the reason for required leave. However, if you require the leave for medical reasons (or other such reasons that require to be away from work for long i.e. a few weeks or more), then it is best to specify some details to establish the reason for prolonged absence.

Para 3: Request for approval

Request the addressee to approve the request and grant the leave. Mention that you await their response.

Thanking you

Yours sincerely/truly/faithfully

Your name
Designation/Position
Department
Name of the Company

 

Related: 7 Amazing Gmail tips and tricks for work

 

Sample format

 Leave application letter

In case you choose to write a formal letter applying for leave (instead of an email), here is a sample format that you could use.

Your name
Designation/Position
Department
Name of the Company

Date

Addressee’s Name
Position/Designation
Name of the Company

Subject: Leave application for days for <purpose>

 

Sir/Madam/<Name of person>,

Para 1: Mention the type of leave as well as the dates

State that you are writing this letter to apply for leave (you could mention the type of leave you are applying for—medical, casual, or any other, depending on what you are eligible for). Specify the dates for which you are requesting for leave.

Para 2: Specify the reason

Here you can specify the reason for which you require the leave. If it is a medical reason, do give some details. If you are to undergo certain procedures/forms of treatment, or if the doctor has advised rest, then you should specify that.

If you are taking leave for any other purpose such as vacation, event/wedding, other family/personal reasons, then mention so. Do mention the date on which you will resume work. If you are going to be away for a long period of time, it is advisable to state how your responsibilities will be taken care of while you are away.

Para 3: Request for approval

Request for approval of leave and mention that you await the person’s response.

Thanking you

Yours sincerely/truly/faithfully

Signature
Your name
Position/Designation
Department/Team
Name of the Company

 

Related: Don’t love your job? A guide to writing your resignation letter

 

You can modify the provided formats to suit your purpose, depending on the type of leave and the reason for leave.

 

Here are some things to keep in mind while applying for leave:

– Talk to your boss beforehand:

It is a good idea to mention your need for leave to your boss/senior and discuss with him/her the possibilities in person before you submit your formal leave application.

– Inform more than one person in the organisation:

Whether you choose to write a leave application letter or email, make sure that you mark copies to all the relevant people in the organisation i.e. your immediate boss, the HR manager, the head of the organisation, etc. Also remember to keep a copy of the application with yourself.

– In your application, remember to clearly mention 3-4 things:

1. The specific dates and duration for which you require the leave.
2. The reason for taking leave.
3. The number of working days that you will be away and how you plan to have your work taken care of in your absence.
4. The date on which you will resume work.

– Remember that your leave is sanctioned only once you have received a written confirmation of the same (as a response to your letter/email).

– Make sure that you return to work on the specified date and don’t exceed your granted leave.

Go ahead and take that well-deserved break!

 

Related: How to discover your passion

 

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