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How to Write a Leave Application

In order to convey the future absence in a school, college, or office, a leave application is considered the standard protocol. Taking leave without first submitting an application is comparable to putting everyone in the office or in an educational institute, in serious jeopardy. It also says a lot about the professional attitude of an individual, especially being part of an organisation. Thus, leave applications are a crucial part of professional education and the work system.


While we all understand that a professional tone and a precise structure are essential, many aspects of this document are often overlooked, so a careful understanding of the structure is needed. In addition to that, it is crucial to follow a standard format and critical components in order to have a well-written leave application. This blog will take you through all the essential steps and information needed to write a leave application.


There can be any reason for which a person wants to write a leave application, and there can be a small change in the format of school, university, and job leave applications. However, irrespective of the reason and affiliation, the standard format followed is generally similar. An indicative format is as follows:

  1. Salutation
  2. The subject of the application
  3. Reason for Your leave
  4. Number of leaves needed (particular dates)
  5. Work plan during your absence
  6. Contact information
  7. Signature

Nowadays, companies accept digital leave application systems, whose format can be found on the company’s portal making the overall procedure smooth and easy.


Reason for Writing a Leave Application

An important element of the application is mentioning the reasons for absence. These are the reasons for writing the application and what it is used for. Following are some of the significant reasons for writing a leave application:

  • Health issues such as leave for surgery, sick leave, or any other reason.
  • Maternity leave
  • Emergency
  • Tour and Trips
  • Personal reasons


Sample Leave Application:

For taking a leave from the office following format can be used.



Name of the Recipient

Company Name

Subject: Leave Application 

Dear Mr/Mrs (name of recipient),

This is to bring to your notice that ____ (mention any specific reason for which you are taking leave such as marriage, trip, family emergency, etc.) and I would like to take a leave from ______ to _______. I have updated the team about this and allocated the work accordingly. In case of emergency, you can contact me. However, it won’t be possible to come to the office. I will be obliged if you accept my leave application.

Thank you.




Tips to Follow:

  • It is crucial to keep the information up to the point
  • A formal tone is essential while writing the application.
  • Jargons are generally not recommended in a leave application
  • Proofreading the entire application before sending it.


By following above mentioned steps and tips, you can write an effective and to-the-point application for your leave. However, if there is a strict format or procedure that your organisation or institution wants you to follow, you must adhere to that.

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