Leave Application Format: Templates for Office, School, and College

Have you ever been forced to take an unexpected absence from work, school, or college? Writing a leave request is a good approach to taking a break from work, whether the leave is short or lengthy. 

You must create a good application request to avoid having your application request denied for whatever reason. Leave letters truly belong within the genre of formal letters and are among the most important letters we must write. May we also add that it is one of the official letters written most in offices, schools, and universities? 

Leave Application for Office, School & College With Samples

In reality, it is a formal or professional approach to request a time-limited break from work in the company, school, or college. We understand that many people find it challenging to create a leave application.

You must remember a few things while writing a leave application, which we will go through individually. Read the section below to find out everything.

Maintain a professional tone

The tone of your application is quite important when applying for professional leave. It showcases your writing style and how the recipient will interpret the letter. 

 You must keep a formal or professional tone when writing a leave request. Make sure you have valid justifications for your leave if you want to succeed in persuading the person. 

Include the start day and the end date to avoid confusion later. Attempt to be courteous rather than demanding. 

Make the application brief and to the point so that the receiver can read it quickly. It will also dispel any confusion and will send a positive impression. 

Add the receiver’s name with a proper salutation

You need to know your leave application’s receiver before writing one. This aids in addressing your letter to the appropriate recipient. You should thus confirm this individual, whether it be your HR representative, a mentor in your office, your school or college’s lecturer, or the principal.

Every letter should start with a salutation as a matter of etiquette, and requests for leave are no exception. You can write Dear Mr., Mrs., or Ms., then the recipient’s last name. We won’t insist that you add them; instead, we’ll only advise that you do.

A crisp subject line and a thank you note

Any leave application must have a subject line; a good leave application always begins with one. It makes the overall objective of the letter clear. Therefore you should be sure to mention it. 

It should motivate the reader to read your information. Your managers may occasionally just glance at the subject line before giving you the go-ahead. 

Always include a thank you message at the conclusion since doing so is courteous. A thank you note is one of the most common ways to end leave requests, which is always a smart move.

Proofread the application

Your application must be proofread, and this must be the last step in the writing process. Never send the person a draft of your leave application. 

It can contain grammatical and spelling mistakes. So, double-check everything and make any necessary changes before sending the applications. You get one last chance to assess your work when you proofread it.

Sample leave application for office, school, and college

Have you spent countless hours attempting to write the ideal leave application yet been unsuccessful? Getting that leave while maintaining that professional tone and nailing the point sounds like a hassle. 

But rest assured; it’s not. We have compiled a list of sample work that you can use as a guide to help as you polish your leave application.

Leave application for marriage

Subject – Request for leave for the wedding from (starting date) to (ending date).

Dear Mr/Mrs/Ms,

I’d want to let you know that my older brother’s wedding will take place on (start date). I’m writing to request leave from (beginning date) to (ending date) since I need to be with my family for this special occasion. 

I’m hoping to hear back from you soon.

Thanking you. 

Yours sincerely, 

Your name

Your designation

Casual Leave application for office

Subject line – Leave application for (reason).

Dear Mr./Mrs. (name or title),

I’m writing to request a seven-day leave of absence. I’m taking a week off because I need to attend a conference, seminar, or another event (date to date). I’ve delegated my work to (groupmate’s name) for the time I won’t be available. You can phone me if there are any urgent concerns since I will still be reachable. 

So, please allow me to request a leave of absence. I’ll be very grateful to you.

Thank you. 

Yours sincerely,

Your name


Leave application for college

Subject – Request for leave application (state reason).

Dear Mr/Mrs/Ms,

I’d be happy to let you know that I’ve been chosen for an internship with a popular technology firm. I must successfully complete an interview round to be considered for the chance, and the interview location is (location) on (date ). Therefore, I require a three-day vacation. I’m anticipating your positive response.

Thanking you.

Yours sincerely, 

Your name 

Your designation

Medical leave application

Subject – Application for medical leave. 

Dear Mr/Mrs/Ms,

I am writing this application to notify you that I was diagnosed with gallstones, and my scheduled surgery is coming this week. I need leave from (starting date) to (ending date) as advised by my doctor. I should take appropriate rest and recover before continuing my work. 

I have attached the doctor’s report for your reference. I believe you will understand and grant me leave for the mentioned period. 

Thank you for your kind consideration. 

Yours sincerely,

Your name

Your designation

Maternity leave application

Subject – Application for maternity leave. 

Dear Mr/Mrs/Ms,

I am (your name), working as a (job designation). I am 7 months into the pregnancy, and my doctor has prescribed I take ample rest. I would like to take maternity leave from(start date) to (end-date).

I request you allow me to have maternity leave for (Number of days).

I hope you consider my request.

Thanking you.

Warm regards,

Your Name 

Your designation

Emergency leave application

Subject – Leave application for (state reason of urgency).

Dear Mr./Mrs./Ms,

I am (name), and I work in a (job role) in your company. My grandmother passed away, and I must go home immediately so I can attend the last rites. So, please accept and approve my request for (number of days).

I hope to get a positive reply. 

Thanking you.

Yours sincerely,

Your name 

Your designation 

Half-day leave application

Subject – Request for a half day leave.

Dear Mr./Ms/Mrs.

I am writing to let you know that I will be coming late to the office as I have an appointment with a dentist today. The appointment is scheduled at (time) in the morning. I am sorry for the inconvenience caused. 

I hope you consider this letter as a request for a half-day leave. I am waiting for your approval.

Thanking you.


Your name


Frequently asked questions

Is it necessary to add a subject line on leave applications?

Yes, creating a subject line is crucial to creating a top-notch leave application. It accurately explains the purpose of the application and is undoubtedly the first thing the recipient sees. Therefore, be sure to include a clear subject that establishes the appropriate framework for the letter.

Is it inappropriate not to greet the recipient in a leave application? 

You should always include an appropriate salutation because it is integral to the letter. Please avoid using informal salutations and go for more formal ones. 

And that’s a wrap

With this, we have decided to wrap up our discussion for today. 

You should be aware that writing a leave of absence request is not a difficult process. You simply need to know the language used in these leave applications and be up to date on the format.

Please make use of the samples that we have attached. We are confident that you could write a strong application letter if necessary. Have fun writing!

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