application letter annual leave

Take the Break You Deserve with These 7 Annual Leave Application Letter Examples

• Post author: Meet
• Post published: April 8, 2023
• Post category: Leave Request

Taking a break from work is essential for employees to recharge and maintain their productivity levels. Whether it’s for personal or medical reasons, an annual leave application letter is a formal way to request time off from work. However, not everyone is comfortable writing one. That’s why we’ve put together a list of seven sample annual leave application letters for employees that can help guide you in writing your own. From short and sweet to detailed and formal, these samples cover a range of scenarios that might require taking leave. So, whether you’re a new employee or a seasoned professional, read on to find the right sample letter for your needs.

Table of Contents

Basic types of annual leave letters Samples

Dear [Manager’s Name],

I am writing to request annual leave for [number of days] days, starting from [start date] and ending on [end date]. I have completed all my current projects and tasks, and have made arrangements for my work to be covered in my absence.

I understand the importance of ensuring that my absence does not disrupt the operations of the company, and I have made arrangements with my colleagues to ensure that my work is covered. I will also be available via email or phone during my absence in case of any urgent matters.

Thank you for your consideration, and I look forward to returning to work after my leave.

[Your Name]

I would like to request annual leave for [number of days] days, starting from [start date] and ending on [end date]. I have not taken any annual leave this year, and I would like to take this opportunity to spend time with my family and recharge.

I have made arrangements for my work to be covered during my absence, and I have discussed my leave request with my colleagues to ensure that my absence does not cause any disruptions to the company’s operations.

Thank you for considering my request, and I look forward to returning to work after my leave.

I am writing to request annual leave for [number of days] days, starting from [start date] and ending on [end date]. I have been working hard over the past few months and I feel that it is time for me to take a break and recharge.

I have made arrangements for my work to be covered during my absence, and I have discussed my leave request with my colleagues to ensure that my absence does not cause any disruptions to the company’s operations. I will also be available via email or phone during my absence in case of any urgent matters.

Understanding the Different Types of Annual Leave Available to Employees

Here are seven types of annual leave that employees should consider taking advantage of. From Travel/Family Vacation and Volunteer Work to Health and Wellness and Rest and Relaxation, each type of leave offers unique benefits that can help employees destress, recharge, and pursue personal interests. So whether it’s celebrating a personal milestone, immersing in a different culture, or furthering education, there’s a type of leave for every need.

Travel / Family Vacation :

This type of leave is taken for leisure purposes, usually to travel or spend time with family members who live far away.

Volunteer Work :

Some employees may choose to take time off to participate in volunteer work or charitable activities.

Health and Wellness :

This type of leave is taken to attend to personal health or wellness needs, such as a retreat or a wellness program.

Personal Milestone :

An employee may take leave to celebrate a personal milestone such as a birthday, wedding anniversary, or other significant event.

Cultural Immersion :

An employee may take leave to immerse themselves in a different culture, such as by traveling to a foreign country or participating in a cultural exchange program.

Educational Pursuits :

Some employees may take leave to further their education or attend training courses to improve their skills.

Rest and Relaxation :

This type of leave is taken purely for relaxation purposes, such as to recharge or destress. This could include activities like taking a spa day, reading a book, or simply lounging on a beach.

7 Sample Annual Leave Application Letters for Employees

Employee requesting leave for travel / family vacation:.

Dear [Manager’s Name],

I am writing to request annual leave for [number of days] days, starting from [start date] and ending on [end date]. This leave is for a family vacation to [destination name], which has been planned for quite some time.

I have made arrangements for my work to be covered during my absence, and I have discussed my leave request with my colleagues to ensure that my absence does not cause any disruptions to the company’s operations. This vacation will provide a much-needed break for me and my family, and it will allow me to return to work with renewed energy and focus.

Employee requesting leave for Volunteer Work:

I am writing to request annual leave for [number of days] days, starting from [start date] and ending on [end date]. This leave is for volunteer work with [organization name], where I will be participating in [mention the nature and purpose of the volunteer work, such as community service or disaster relief efforts].

I have made arrangements for my work to be covered during my absence, and I have discussed my leave request with my colleagues to ensure that my absence does not cause any disruptions to the company’s operations. I believe that this volunteer work is an important way for me to contribute to society and fulfill my personal values, and it will ultimately benefit our team and the company as well.

Employee requesting leave for Health and Wellness:

I am writing to request annual leave for [number of days] days, starting from [start date] and ending on [end date]. This leave is for health and wellness purposes, as I will be undergoing [mention the nature and purpose of your health-related activities, such as a medical procedure or a wellness retreat].

I have made arrangements for my work to be covered during my absence, and I have discussed my leave request with my colleagues to ensure that my absence does not cause any disruptions to the company’s operations. This time away will help me prioritize my physical and mental health, which will ultimately benefit both me and the company.

Employee requesting leave for Personal Milestone:

I am writing to request annual leave for [number of days] days, starting from [start date] and ending on [end date]. This leave is for a personal milestone, as I will be celebrating [mention the nature and purpose of your milestone, such as a wedding or a graduation].

I have made arrangements for my work to be covered during my absence, and I have discussed my leave request with my colleagues to ensure that my absence does not cause any disruptions to the company’s operations. This is a special occasion that I want to fully enjoy and share with my loved ones, and it will allow me to return to work with renewed happiness and motivation.

Employee requesting leave for Cultural Immersion:

I am writing to request annual leave for [number of days] days, starting from [start date] and ending on [end date]. This leave is for a cultural immersion trip to [destination name], where I will be exploring the local culture, trying new cuisines, visiting historical landmarks, and interacting with locals to gain a deeper understanding of their way of life.

I have made arrangements for my work to be covered during my absence, and I have discussed my leave request with my colleagues to ensure that my absence does not cause any disruptions to the company’s operations. This trip will allow me to broaden my horizons, learn new perspectives, and bring back fresh ideas that could benefit our team and the company.

Employee requesting leave for Educational Pursuits:

I am writing to request annual leave for [number of days] days, starting from [start date] and ending on [end date]. This leave is for educational pursuits, as I will be attending [mention the name and nature of the educational program or course, such as a training workshop or a conference].

I have made arrangements for my work to be covered during my absence, and I have discussed my leave request with my colleagues to ensure that my absence does not cause any disruptions to the company’s operations. This program will help me develop new skills and knowledge that will benefit our team and the company, and it will also provide me with valuable networking opportunities.

Employee requesting leave for Rest and Relaxation:

I am writing to request annual leave for [number of days] days, starting from [start date] and ending on [end date]. This leave is for rest and relaxation purposes, as I will be taking a break from work to recharge and rejuvenate.

I have made arrangements for my work to be covered during my absence, and I have discussed my leave request with my colleagues to ensure that my absence does not cause any disruptions to the company’s operations. This time off will allow me to prioritize my physical and mental health, which will ultimately benefit both me and the company.

Some Basic FAQs for Taking Annual Leave 

Q: How many days of annual leave are employees entitled to?

A: The number of annual leave days employees are entitled to depends on their employer’s policies, the country they work in, and their length of service. In some countries, the law mandates a minimum number of annual leave days, while in others, it is left to the discretion of the employer. It’s important for employees to familiarize themselves with their company’s policies and relevant laws.

Q: Can an employee take annual leave during their probation period?

A: This depends on the company’s policies. Some companies allow employees to take annual leave during their probation period, while others may require employees to complete their probation period before being eligible for annual leave. Employees should refer to their employment contract or company policy handbook for guidance.

Q: How far in advance should an employee request annual leave?

A: The amount of notice an employee should give before requesting annual leave depends on the company’s policies. Some companies require employees to give a specific amount of notice, while others may be more flexible. It’s best for employees to check with their employer’s policies and plan accordingly.

Q: Can an employer refuse an employee’s annual leave request?

A: In some cases, an employer may refuse an employee’s annual leave request if it conflicts with business needs or if the requested leave period has already been allocated to another employee. However, employers should have clear policies and guidelines for annual leave requests and communicate them to employees.

Q: What happens if an employee does not take all their annual leave days?

A: This depends on the company’s policies. Some companies may allow employees to carry over unused annual leave days to the following year, while others may require employees to use all their annual leave days within the year. Employees should refer to their company’s policies to avoid losing their annual leave entitlement.

Q: Can an employee be paid in lieu of taking annual leave?

A: This also depends on the company’s policies and applicable laws. Some countries and companies allow employees to be paid in lieu of taking annual leave, while others require employees to take their full entitlement of annual leave. Employees should refer to their company’s policies and relevant laws for guidance.

These are just some common questions and answers about taking annual leave. Employees should always check their company’s policies and relevant laws to ensure they are fully informed of their rights and entitlements.

Taking annual leave is an essential part of maintaining a healthy work-life balance. Whether it’s to travel and spend time with family, engage in volunteer work, attend to personal milestones, or pursue education and cultural immersion, there are many types of leave that employees can take advantage of. Additionally, requesting time off through a well-written and professional annual leave application letter can help ensure that the process runs smoothly and without any misunderstandings. By utilizing the sample annual leave application letters provided, employees can communicate their leave requests with confidence and clarity. It’s important for employers to encourage their employees to take time off and for employees to prioritize their well-being and take advantage of the various types of leave available to them.

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Leave Request Letter

How To Write An Annual Leave Application

Work requires a significant commitment in terms of time and effort. While you might find joy in performing your duties, it is not uncommon to burn out. When this happens, you might require time away from your workspace to relax, recharge, and prepare for new projects. This is when an annual leave request letter could come in handy.

An annual leave letter is a formal document written to your employer requesting time off work. It details relevant information such as the reason for the leave and absence and resumption dates. Unlike other leave request letters, this letter mentions your entitlement to take annual leave.

This article outlines how to communicate your leave request with your employer.

What to Include in an Annual Leave Letter

Once a year, every employee gets considered for an extended, paid leave. This time, which they might have accrued over a period, is called an annual leave. It is often included in your employment contract and is an entitlement. To take advantage of this opportunity, you should ensure your request letter has the following details:

• Recipient Address – Place the company address at the top of your letter.
• Date – Include the date you drafted the letter.
• Subject Line – Use a brief phrase to inform the reader of the nature of your letter.
• Body – If you have a previous meeting with the reader where you discussed your leave, begin your letter by mentioning it. Explain how long you will be away from work and provide exact dates. It is also prudent to mention how you plan to handle any crucial projects during your absence. Additionally, always include a brief description of your leave reasons.
• Sender’s Details – Finally, close the letter with a note of thanks, your contact information, name, and job title.

Writing Tips for an Annual Leave Letter

Although you are entitled to an annual leave, you still need to discuss your plans with your employer. It would be highly unprofessional to just not show up to work for weeks. The following tips should help you properly communicate your leave request:

• Use the appropriate salutation.
• Mention your reason for writing in the first paragraph
• Include exact dates for when you will leave and resume work
• Mention, but don’t explain, your purpose for the absence
• Keep your letter short and to the point.
• Use a polite and professional tone.

Annual Leave Request Letter Format

{HR Manager’s Name}

{Company Name}

{Company Address}

{City, State, Zip Code}

Re: Annual Leave Request

Dear {Mr./Mrs. Ms. Last Name},

I am writing to inform you that I wish to go on leave this {season}. As my annual leave quota is unused, I wish to redeem it to {reason for taking leave}. I plan to be away from work from {leave date} to {resumption date}.

Before I leave, I plan to {briefly describe work plan}. I have also made arrangements with {colleague/supervisor name} to handle any new projects on my behalf.

Due to the nature of my leave, I will be unable to take any calls. Kindly forward any crucial information to my email, {email address}.

Thank you for your time and consideration.

{Your Name}

{Job Designation}

Sample Annual Leave Request Letter

9 November 2030

Avery Williams

AB Solutions

211 Jared Street

Wilmington, NC 54321

Dear Ms. Williams,

I am writing to inform you that I will be taking time off work for my annual leave. As my leave allocation for this year remains unused, I wish to redeem it to go on vacation with my wife. My suggested dates are 17 November 2030 to 17 December 2030.

Following discussions with my supervisor, I will be taking on extra projects for the next week. This is to ensure my absence does not cause exigencies in the office.

During my trip, I will not be available to answer any calls. Kindly forward any crucial messages to my email, paulwesley.com.

Paul Wesley

Sales Representative

Annual Leave Request Letter (Word Template)

An annual leave request letter is unique in that it highlights your right to take annual leave, as provided in your employment contract. When drafting it, you should use confident but polite and professional language. Provide exact details without explaining your reasons at length. If your absence will affect other people in your department, you should mention how you plan to remedy the situation. This could include enlisting the help of a colleague or completing your projects early. Finally, always send in your letter at least a few weeks before you are set to leave.

How did our templates helped you today?

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Annual Leave Email/Letter for Office: How to write and Template

Starting an annual leave request is a significant part of harmonious professional life. Taking every year, besides regular breaks, is essential for overall health. It allows employees to rest, reduces stress, and promotes better balance in work-life. It is vacation, personal obligations, or time with the family annual leave has a critical function.

In this article, we will cover the importance of annual leave, discuss what a notice letter or email for an annual leave should contain, understand how to write effective requests and share some useful tips on smooth application. So, let’s travel through the yearly leave world with faith!

Why Annual Leave is Important?

Annual leave request is a mechanism through which employees refresh, promote well-being and increase output upon resumption. Also, leaving for a time off work is essential in ensuring a productive healthy life. It gives chance to people to rest, rejuvenate and communicate with their loved ones.

The annual leave meaning goes further the paid time off work to grasp its significance of concentrating on one’s personal wellbeing. In Saudi Arabia, as in most other places, annual leave is a symbol of both balance and enjoyment.

• Through annual leave, mental health is maintained because there is relief from stress and therefore burnout.
• Additionally, it improves the post-work place return satisfaction and overall job performance.

To this end, taking annual leave in Saudi Arabia is encouraged and it helps in propagating a culture which respects the mental and physical well-being of employees. So, it coincides with the idea that a satisfied and relaxed workforce will lead to positive results in their official obligations.

To conclude, the significance of annual leave is crucial. Indeed, it is one of the vital elements of an organized work setting that ensures employee satisfaction and general efficiency.

What is annual leave notice letter/email

Annual leave which is a time that employees value helps people relax, de-stress and attend to private duties. A formal absent letter or email is the standard way of preparing for a long holiday.

• Annual leave request is the official process of asking for permission to take time off.
• What is annual leave? It is a dedicated time off for workers, unlike other forms of leave.

Writing annual leave email or letter requires a straightforward approach. First, use a formal tone to address the recipient with an indication of what your communication aims at doing. State the period desired and commencement as well as termination dates. Additionally, make a short reason for the leave, being transparent.

The most important is to convince the employer that all obligations will be properly handled during the absence. Where there is a standard form for such requests, make sure that the same attached or is referenced. The communication should conclude politely, and thanks for the request consideration should be noted.

Basically, the said notice is a formal application for an extended period off from work. Moreover, it allows employees to report and ask for time off allowing organizations to maintain a clear, organized workflow in the workplace.

Keep in mind that as you are writing your annual leave email or letter, make it clear, transparent and formal. Also, this guarantees easy workflow for the employee and the employer promoting a good workplace atmosphere.

How to write an annual leave letter/email

Creating a convincing annual leave request will ensure that your absence is effectively managed. Here is a concise guide:

• Introduction : Start off with a beautiful greeting, for instance; “Dear [Mr./Mrs.] [Recipient]”. Clearly name your position and department.
• Clear Purpose : Specifically, declare the goal of your letter: an annual leave request. State the beginning of the leave and its end date.
• Reasoning :  Please provide a short rationale for your annual leave request while respecting the proper communication which shows professionality. However, ensure the rationale supports company policies and is appropriate for open conversation.
• Task Coverage : Present a draft of the outline on plans for task coverage during your absence. Report team members or your colleagues who will take up these responsibilities.
• Contact Information : Provide contact information for emergencies. So, be sure that you inform of your availability throughout the leave.
• Polite Closing : The last sentence should be a polite closing phrase such as “Best regards” or “Sincerely”. Express gratitude for the consideration of your annual leave request.
• Signature : Sign off using your full names professionally. Also, state your job title if necessary for better understanding.
• Formatting : To have a clear and precise format. So, use space and font to make it look more professional.
• Proofreading : Check the letter/email for mistakes. Ensure that the details and dates of all important matters as well as names are correct.

In summation an annual vacation request letter should be crafted with a high level of accuracy. So, following these steps ensures a proper writing of the letter which increases chances for an approval request.

Tips to keep in mind before submitting an annual leave application

Indeed, smooth annual leave request requires a careful preparation. Consider these essential tips:

• Plan Ahead: Plan your leave in advance enough to allow for appropriate planning and processing.
• Check Policies: Become familiar with the corporate policies to write a successful annual leave request letter.
• Communicate Early: Inform your team and supervisor early fostering bonds of understanding and collaboration.
• Reason Clarity: Make it clear the need for leave, thereby encouraging honesty and easy approval.
• Work Handover: Design and carry out a detailed handover of work activities to cover your absence.
• Follow Procedure: Follow the process of company for which it can be an email or formal letter.
• Consider Team Impact: Be careful of the dynamic in a group and too much pressure on colleagues.
• Professional Tone: In general, have a formal attitude in your request annual leave email or letter for better effect.

To wrap up, your annual leave application success relies on the attention to detail and effective communication. Therefore, following these tips promotes smooth and acceptable leave request.

When it comes to requesting time off, consider Pittant, a leading HR and Payroll software in Saudi Arabia . It brings innovation to simplify processes, enhance employee experiences, and ensure secure data access. Easy to learn and equipped with strong security measures, Pittant stands as a helpful companion in managing leave applications.

Annual leave request email template

A good annual leave request email is important when one wants to apply for a leave as it will help them in communication.

Subject: Annual Leave Application

Dear Mr./Ms. [Recipient’s Name],

I trust this email finds you well. I am writing to submit my annual leave request for the period [start date] to [end date].

In the period I plan to [reason for leave], and assure you of a full accountability of my responsibilities handed over my colleague [colleague]’s name.

If necessary, you can contact me using [contact details]. Your knowledge and consent of this request is much appreciated.

I appreciate your immediate response to this issue.

Best regards,

[Your Name]

In general, this template is a structure to a balanced and polite annual leave application. Adapt it to your unique circumstances while keeping a seriously thankful tone throughout.

Annual Leave Request Letter Template

Writing a precise and structured holiday letter is essential for prompt approval of vacation. Let’s explore a helpful template:

Dear [Supervisor’s Name],

I am writing to formally submit my annual leave request. As an [Your Job] in the [Your Department], I wish to have authorization for [X] leave days starting on from [Start Date] to [closing date].

In my absence, I have delegated to [Colleague’s Name] the duties that had fallen upon me. This guarantee flows smoothly as the project ceases workflow. I assure you of proper control while in my absence.

I have calculated my leave balance used to date and this corresponds with the annual credit remainder available. Also, I am sure that this will not affect our operations in the team.

Thank you for considering my request. I am convinced this would not affect the team negatively, and also promise a smooth ground before during as well after my leave.

If any other information is needed, please approach me on [Your Contact Details]

[Your Full Name]

[and Your department]

Remember to personalize the template with your specific details, maintaining professionalism and clarity throughout.

Annual Leave Request Email Example

Subject: Annual Leave Request

Dear Mr. Johnson,

I hope you’re doing well. Please authorize my annual leave from June 1st to the 21st of June. The reason for this holiday is spending more time with my family; I need a basic break and Rest to gain strength.

In this period, I have liaised with Sarah and she will manage the aspects of my daily routine that are in need of her attention.

All pending work needs have been addressed and I have written a document describing current projects. This guarantees a seamless transfer which results in minimal disturbances to our work pattern.

I double-checked to make sure that my annual leave request is consistent with the balance of remaining allowances. Also, for any important issues taking place while I am away, you may contact me via my personal email [John Smith’s Email].

I value your comprehension and swift attention to my appeal.

Annual leave request letter Example

Dear Mr. Davis,

I trust this message finds you well. I’m writing to formally request my annual leave.

I plan to take a break from June 1st to June 15th to recharge. To ensure a smooth transition during my absence, I’ve coordinated with Mr. Andrew, who will manage my responsibilities.

I’ve organized my workload to complete pending tasks, aligning with my available annual leave balance and company policies.

In case of any urgent matters, feel free to reach me at [Emily’s Phone]. I appreciate your understanding and swift consideration of my request.

Emily Johnson

Sales Associate

Sales Department

15 May 2024

In conclusion, learning how to write good annual leave request is essential for a smooth process. Thus, as you develop your request ensure that you are clear and specify the dates of your leave and whether an alternative arrangement was made for your duties.

Writing a structured annual leave request helps to prevent disruptions in the normal work routine. Indeed, it undoubtedly speaks for professionalism and respect towards your team members.

Furthermore, knowing your company’s rules and what leave you have left over is important. So, this assures that your request for annual leave complements the set rules.

In addition, provide solutions for the time you will be away throughout. Either in recommending a fellow to take on your tasks or stating what you intend to finish before your annual departure, proactive communication reinforces your leave request.

Finally, thank them for giving your request a consideration. A pleasant and thankful tone helps to sway the decision-making process. Therefore, the best-made annual leave request proves your responsible attitude towards keeping workflow in balance while you are away.

Need more details about annual leave request? Reach out to Pittant . email us at [email protected] for assistance. Connect with our representatives for any inquiries!

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• How to Write a Leave Application Letter [+5 Letter Samples]

It’s a hectic Tuesday morning, work deadlines looming, and your phone rings. It’s the school nurse, your son has thrown up twice and he complains that he has a tummy ache, and you know you have to be there for him. 

The questions start flooding in, 

• Will  HR understand?
• Can you even take leave on such short notice?

The truth is, at some point during your employment, you may need to request a leave of absence. This could be for a variety of reasons ranging from personal or family health problems, the birth and/or adoption of a child, to rest from excessive job stress. It could also be the loss of a loved one, the pursuit of a hobby, or a desire to travel. A leave of absence in your case is not a luxury, but a necessity.

What is a Leave Application Letter? 

A leave application letter is a letter written to apply for a leave of absence from the office for a certain period.

The concept of a leave application centers around a formal way of asking for a break/leave of absence from work for a specified period.

A person writes leave application letter they’re unable to perform their duties for a stipulated period of time.

Types of Leave Applications 

• Sick Leave  

Sick leave is basically a leave of absence due to an illness. Sick leave is granted under a number of scenarios; for personal physical or mental illness, the care of a sick child, spouse, parent, or parent of a spouse, regular health checks, and/or to address the physical, psychological, and legal effects of domestic abuse. 

At the moment, there are no federal legal requirements for paid sick leave. For companies subject to the Family and Medical Leave Act (FMLA), the Act does require unpaid sick leave. The U.S. government ensures that federal employees get 13 paid sick days a year.

• Study Leave 

Study leave is basically a leave of absence from work granted in order to allow a person time to study or carry out research. In the case of a school pupil, it allows them to study at home, usually in order to prepare for examinations.

According to the labor laws in the US, Study Leave with or without pay is a matter for arrangement entirely between the employer and the employee. By law, the maximum length of study leave granted in the same employer’s service is two years. 

• Sabbatical 

By definition, a Sabbatical leave is a period in which a person does not report to his regular job but who remains employed with that company. Also commonly referred to as ‘career break’ or ‘adult gap year’, It is a period away from work, agreed with your employer.

The truth is, there are no laws that cover taking a career break or sabbatical; as such employees have no statutory right to take leave. A sabbatical will in most cases be an authorized, unpaid leave of absence.

• Maternity/Paternity Leave

Maternity leave is basically a period of absence from work that is granted to a mother before and after the birth of her child. The US government doesn’t guarantee for paid maternity leave, employers may, however, provide paid leave if they choose. If you have worked at a company for at least a year, you are entitled by federal law to take up to 12 weeks of unpaid maternity leave.

Paternity leave is a period of time that the father of a new baby is allowed away from work. Usually, a company provides up to eight weeks of paid paternity leave. When a man takes time off because his partner is having a baby, adopting a child or having a baby through a surrogacy arrangement he might be eligible for: 1 or 2 weeks’ paid paternity leave, paternity pay and/or shared parental leave and pay.

• Vacation/Holiday Request Letter 

Vacation leave is ideally available to all eligible employees for the purpose of rest, relaxation, and to attend to personal affairs. It is strikingly similar to annual leave which is paid time off work granted by employers to employees. Although not stipulated by law, many employers nonetheless offer paid vacation, typically around 10 workdays, to attract employees.

• Emergency Leave Application 

Emergency leave is necessary to cater to unforeseen circumstances such as the death of a loved one/family member. A funeral leave, which is leave of absence with pay, must not exceed three days and can be granted for absence from work. You qualify for an emergency leave if; there is a verified death, a life-threatening condition due to an accident, illness, or major surgery, or to visit a terminally ill person in the immediate family.

How to write a leave application

Here are 8 quick steps to aid you in writing your leave application.

• Check your organization’s leave policies:  Review the leave policy in your organization to find out what is required to request a leave application and the mode of request that will give you a better chance of getting your leave approved.
• Address the letter to the appropriate person:  Simple yet key-address the request to the right channel. You would have gotten this detail from your employee policy guide or handbook, so you know who has the authority to approve your application.
• Use a professional salutation:  Use a formal tone and adopt formal salutations. For instance Dear instead of hello.
• State your reasons for writing:  Share your intentions from the first paragraph so the reader knows why you are reaching out and can assess any information you present in the body of your request.
• Specify the start and end date of your leave:  Don’t be vague, specify the date your leave is expected to commence and the end date. If you are not sure of an end date. Put a tentative end date and let them know that it is subject to change.
• Share details of how your tasks would be handled in your absence:  share the deliverables you would handle before you leave and the plans you have made to ensure that your work does not suffer in your absence, by either delegation or sharing a contact list of who holds what while you are away. Where applicable you can offer to show up in cases of emergencies.
• Express Appreciation:  Express your gratitude to the recipient for taking the time to review your request and in anticipation of their consideration and kind understanding.
• Provide A Way To Reach You:  Always provide a number or emails through which you can be contacted while away.

5 Top Leave Letter Format

Sick leave letter format.

The Manager,

(Insert company name)

Subject: Leave Application due (Insert illness)

Dear Sir/ma’am,

Respectfully, it is to inform you that I am suffering from (Xyz’s illness). I am an employee of your firm for the past (x years). I recently have been diagnosed with a (insert illness). Due to this sudden illness, it would not be possible for me to make an appearance at the office for a month.

This critical condition has deteriorated my health a lot. I cannot eat properly and have a really bad body rash. It is impossible for me to concentrate on anything. I can attest to have been a dedicated employee and did not take any additional leave from work ever.

The employee regularity record would serve as evidence of this claim. I would be able to come back after my complete recovery and serve your firm again with the same vigilant and attentive inclination. I hope you take my plea into consideration and allow me a leave of absence for a month. I shall remain indebted to you for this kindness.

Yours Truly,

(Insert name),

(Insert date)

Study Leave Letter Sample

The Manager (Authority name),

Institute Name…

Institute Address…

Sub: Leave Application for Further Study

Dear Sir/Ma’am,

The Higher Education Commission, (Country name) has recently offered a free six-month study program (Another country name) for the candidates fulfilling the criteria. For government and private servants, it is a prerequisite to get approval from the relevant authority.

Sir/Ma’am, I fulfill the criteria of this study program. I believe it is a once in a lifetime opportunity for me to fulfill my dream of studying abroad.

I am committed to continuing my services to the department after receiving higher education in (Country name). I shall be indebted to you for approving my leave application for the study program.

Thanking you in anticipation.

Yours faithfully,

Job Designation…

Contact no…

Sabbatical Leave Letter Sample

Dear [Recipient Name],

My name is [insert name] and I have been working in the ICT department for the past decade. I have recently found myself stuck in a loop, doing the same things over and over again. My learning process stopped and I haven’t improved for a while now.

Feeling the need for self-development, I would like to request for an extended leave, sabbatical, in order to continue my studies and earn another degree.

I am committed to [company name] and I am happy to work here. I am planning to resume my work at [company name] once I earn my degree, by then, I will be more knowledgeable, motivated, experienced, and more committed.

I do believe that this move is beneficial for both me and the organization. I plan to enroll in late September. The program will take no longer than nine months, so I should be back by May. I have briefed the head of the department and he assured me that coverage is available and that workflow will not be affected much.

I kindly ask you to consider my request and I am hopeful that will approve it. Attached to this letter are the program acceptance letter and other related documents for your reference.

Thank you very much.

Best Regards

(Insert name)

Maternity Leave Application Letter

Subject: Application for Maternity Leave

Dear Mr./Mrs. {Recipient’s Name},

I write to inform you of my intention to take the allotted {Number of weeks} of maternity leave available to me. I hope to start my maternity leave on {Starting date} and return to the office by {Tentative joining date}, barring any unforeseen issues regarding my pregnancy and delivery arise.

If my plans change for any reason, I will let you know as soon as possible. A letter from my doctor confirming the relevant details have been attached to this letter.

Please do well to contact me if you need any additional information.

Yours Sincerely,

{Your Name}

Annual Vacation Request Letter

Subject: Annual Leave Application

Dear Mr./Ms. {Recipient’s Name},

I write to inform you that I will be traveling with my family for a period of one month, between {start date} and {end date}. Due to the fact that my entire quota of annual leave sanctioned by the company is pending, I request you to adjust my leaves accordingly.

Following my earlier discussion with my team lead, I have requested my colleague, Mr./ Ms. {enter name} to take over my project while I am on leave. I have already handed over all material regarding the project to him/ her, and expect there to be no exigencies in my absence.

Due to the nature of my travel plans, I may not be available to take phone calls. I request you to address any urgent work-related matters to my email address {enter email ID}.

I will be grateful for a positive reply to my leave request.

Thanks and regards,

How Employers & HRs Can Receive Leave Application Requests

With online forms, Formplus provides a flexible way to store your received data in the cloud storage of choice. You also have the option to opt-out of storing your data on our servers

With unlimited file uploads , users can submit online forms without any restriction to the size or number of files that can be uploaded, Formplus is a great tool to manage employee data. 

Form analytics and reports also give you an insight into an overview of the data submitted to your form.

 Top Leave Application Template for HR and Employers

• Maternity Leave Application Form 

This online maternity leave application form is for a pregnant employee intending to apply for maternity leave as the delivery period nears. This request will help you plan ahead and help solve challenges that may arrive as a result of an employee leave which might be up to 6 months, depending on the labor laws in your country. 

• Paternity Leave Application 

Form Formplus’ online paternity leave application form allows your employees to apply for paternity leave when expecting a baby. That is if the labor laws grant prospective Fathers paternity leave when expecting a child with their partners.

• Sick Leave Form

This sickness notification form template allows your employees to formally notify you of their illness and unavailability to work. With this form, you can track all sick notifications from employees.

• Travel Request Form 

With the online travel request form template, you can let your prospective customers, employees or ward request for a travel package for business trips, holidays, honeymoons, pilgrimage, etc. This travel request template is perfect for travel agencies, employers and tour consultants.

FAQs on Writing a Leave Application.

Q: What should I include in a leave application? 

Your leave application should have your name/personal details, a clear subject line, the receiver’s information, a formal salutation, the reason for the leave and the duration, your contact information, and your plans on how your responsibilities would be handled in your absence.

Q: How long should a leave application be? 

A leave application should be at most one page long. Your application should be paunchy and straight to the point.

Q: Can I apply for leave via email?

Yes, you can apply for your leave via email.

Q: How far in advance should I submit my leave application?

A minimum of two weeks’ notice is ideal, so you can give your employer time to make plans to manage your absence.

Q: How should I address my leave application if it’s for an emergency?

Communicate the emergency, apologize for the short notice, and provide the time you expect to be away.

Q: Do I need to provide a reason for my leave? 

Only if it is an emergency or unplanned. To be on the safe side, check the leave policy of your organization.

Q: What should I do if my leave application is denied? 

If this happens politely ask for clarity and check for possible alternatives in terms of dates or adjustment of the duration.

On the whole, a leave application letter should contain a valid reason for your leave application, which should convince the employer and make him grant you leave. 

If you are having a reasonable enough claim for leave application then your request will not be declined without any justification, particularly, when it is due to some personal reasons, could be an illness, urgent piece of work or for visiting sick parents, etc

Most importantly, the leave application should not sound friendly or casual; rather it must be formal and professionally-written.

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Leave Application Letter for Office: Format, Samples, Templates

Home Blog others Leave Application Letter for Office: Format, Samples, Templates

A leave application is something everyone has been taught to write since school days. But what I have seen is that many individuals have several doubts swirling around when they actually sit down to write one. Being an employee of a private firm for many years, I have witnessed the same issue in the work scenario, too. Moreover, I feel that the leave application for office must be written in a convincing, engaging, yet formal manner.

For me, the application of leave in office acts as an official statement to let the manager know that I am planning to take a leave from work. Now, do you know the leave application format for office? If not, let me help you learn the process of drafting such a document. I also recommend taking the KnowledgeHut Professional training for further help with such workplace communication.

Why Should You Submit an Office Leave Application?

Submitting a leave application for office informs your manager or team lead about your absence from the workplace. Remaining off work without the knowledge of the management may reflect an unprofessional attitude on your side. I think it also creates a difficult situation for your respective team and may hamper the progress of some of your ongoing projects.

Hence, I think it’s a good idea to draft a leave application letter for the office beforehand. You can even send the application on the day when you won’t be able to attend the office because of a personal matter or other unavoidable circumstances.

Types of Leave Application

A leave application for office can be of various types depending on how they accommodate different situations. I have curated the common leave application types for your reference below:

• Maternity Leave Application:  A time off given to new mothers to care for their newborn or newly adopted child.
• Annual Leave Application:  A planned time off that can be accrued over a particular year.
• Sick Leave Application:  An application granted for medical appointments or health-related issues.
• Vacation Leave Application:  This time off is similar to the annual leave application and can be used for relaxation and travel purposes.
• Casual Leave Application:  A short or unplanned leave granted to employees for unforeseen or incidental reasons.
• Emergency Leave Application:  A compassionate or urgent time off granted to address sudden or unforeseen family and personal emergencies.
• Half-day Leave Application:  A type of   leave application for an office that grants the employee permission to be absent from work for half of the usual working hours in a day.

What to Include in an Office Leave Application Letter/Email?

Learning how to write a leave application begins with knowing the content that you must include in your letter or email. Therefore, what follows is my list of points that should definitely be included in your leave application for office.

• Salutation:  Such an approach will usually include the name of an addressee whose name is written in your notice of leave.
• Subject:  This section of the leave application should include the cause behind your request for leave and the date you filed for it.
• Reason for Leave: I advise that you put across the necessary details so that your application for a leave grant while transiting from office receives the attention it deserves.
• Work Plan: To assure peace of mind to customers, talk about your colleague who will look after all responsibilities when you are not there.
• Closing Sentence: Give thanks to the said individual.
• Name:  State your correct name.
• Designation:  Tell about your exact job function in the company.
• Date:  Cite the present date.

Leave Application Format for Employee

Let me show you a leave letter format for the office that will help you draft future applications with ease.

To: [Manager’s Name]

From: [Your Name]

Date: [Current Date]

Subject: Leave application for [your reason and date]

Dear [Manager’s Name],

I am writing to request a leave of absence for (number of days) from (start date) to (end-date). The reason for my leave is (your valid reason for leave).

I have completed all the urgent tasks and delegated the remaining tasks to (your colleague’s name). I am confident that my absence will not have any negative impact on our team’s work.

I will be available by email or phone during my leave if needed. I will also make sure to check my work email regularly.

I appreciate your consideration.

[Your name and designation]

How to Write a Leave Application Letter for Office

Following the correct leave application format for employees is important for you to be granted leave from your workplace. That is why I have curated a step-by-step guide for you to learn how to draft a leave application for office.

1. Use the Company Letterhead:  Use an official letterhead for your leave application if your company has one. It will help add a professional touch to your leave application for office for personal reasons or any other reason. Include your company name, address, and contact information as given on the letterhead.

2. Include the Date:  Write the current date you submitted the leave application at the top left or right corner. I advise you to use the DD/MM/YYYY format.

3. Add Your Name, Designation, and Employee ID:  Mention your full name along with your position or designation in the company and employee ID, if applicable.

4. Address the Recipient:  Your leave application for office should be addressed directly to your HR department head or reporting manager as specified by company policy. Try to use formal titles like Sir or Ma’am.

5. Subject Line:  Include a subject line that briefly states your leave request.

6. Content:  I suggest you clarify the reason and time period for the leave in the paragraph. Along with that, make sure you clearly explain the reason for your absence. According to the company policy, you will need to give enough time for your planned leave to the concerned authority.

7. Polite and Formal Tone:  Maintain a formal and courteous communication style at all times throughout the leave application. Strictly avoid making unreasonable demands.

8. Express Gratitude:  Finally, end by thanking the approval authority for taking the time to review your leave application.

9. Signature:  Wrap up the leave application with your full name and signature.

10. Proofread:  Double-check the leave application for any grammatical, factual, or spelling errors before submission.

Sample Leave Applications For Office

A sample leave letter format for office can help you draft your future applications without making any errors. Let me walk you through some of these sample leave applications for the office.

1. Sample Leave Application for Office for Personal Reason

The following sample leave application will help you learn how to cite personal reasons for your absence.

Subject: Application for Personal Leave

Dear {Recipient’s Name},

I have an important personal matter to attend to due to which I will not be able to come to the office from {start date} to {end date}.

I have transferred all my tasks to {person’s name} and have asked them to call me for any help during my absence.

Kindly consider my leave application for approval and oblige.

Yours Sincerely,  {Your Name}

2. Sample Leave Application for Marriage

The leave application for marriage is different from other leave applications for office, as shown below.

Subject: Leave for Marriage Ceremony

Dear Sir/Ma’am,

I am pleased to announce that I will be getting married on {Date}. So, I request you to grant me leave from {Date} to {Date} for my marriage function.

I have already started to work towards completing my task before the date.

Looking forward to receiving a positive response from you soon.

{Signature}

3. Maternity Leave Application Sample

Here is a leave letter for office samples for those who want maternity leave.

Subject: Application for Maternity Leave

I am writing to inform you about my decision to take the allotted {Number of weeks} of maternity leave available to me. I plan to start my leave on {Starting date} and return to the office by {joining date}.

I will let you know as soon as possible if my plans change for any reason. I have attached the physician’s letter to confirm the relevant details.

4. Annual Leave Application

Here is a sample of an annual leave mail in the office   for your reference.

Subject: Annual Leave Application

I will be traveling with my family for one month between {start date} and {end date}.

As per my prior discussion with my team lead, I have requested my colleague {enter name} to take over my project while I am on leave.

I may not be available to take calls because of the nature of my travel plans. Please address any urgent work matters to my email address {email ID}.

I await a positive reply to my leave request.

Thank you and regards,  {Your Name}

5. Sick Leave Application

Here is a sample sick leave application for the office for your reference.

Subject: Sick Leave Request for One Day

Dear [Supervisor/Manager’s Name],

I regret to inform you that I will not be able to visit the office tomorrow, [date], due to my health condition. I have visited the doctor and therefore will have to take the day to relax and recover. Therefore, I would like to request one day of sick leave.

I will be available via email for all urgent work matters.

Wishing you and the team a productive day in my absence.

Kind regards,

[Your Name]

6. Vacation Leave Application

Here is a vacation leave letter example for office.

Subject: Vacation Leave Application

Dear Mr./Ms. {Recipient’s Name},

I am writing this application to request a leave of absence from {start date} to {end date}. My family and I are taking a vacation to Manali as this period marks the summer vacation for my children. I want to take part of my allotted paid leave in this regard.

In the meanwhile, my teammate, {enter name}, has been authorized to take up any pressing matters in terms of my job duties.

I look forward to your approval.

Sincerely,  {Your Name}

7. Casual Leave Application

Subject: Casual Leave Application

Dear Mr./Mrs. {Recipient’s Name},

I request a leave of {X days} from {start date} to {end date} since I have to attend to a medical emergency of a close relative. As the relative is situated in Uttrakhand, I must be away for {X days}.

I shall be reachable during the period mentioned in my email. My person in charge, {person’s name}, will be handling my tasks in my absence.

I will be thankful if you consider my application at the earliest.

8. Emergency Leave Application

Here is how you can write a leave letter for an emergency.

Sub: Emergency Leave Letter

I have to tend to a personal matter in my hometown because of which I will not be able to come to the office until {date}.

I have informed my colleagues about my leave and have briefed everyone on the project we are working on. You may contact me on (Your mobile number) if you need me with any urgent information.

Please grant me a leave for three days and oblige.

{Your Name}

9. Leave Application for Half-day Sample

Here is a sample leave application for the office for a half day.

Subject: Request for Half-Day Leave on [Date]

Dear [Supervisor Name],

This is to inform you that I am applying for a half-day leave on [Date], [Morning/Afternoon]. I need to [briefly state the reason for leave].

I have completed all urgent tasks and informed [colleague name] about my absence. They have agreed to cover the pending tasks for me.

I will be available via email or phone throughout the day for urgent matters.

Thank you for your understanding and consideration.

Leave Application for Office: Template

I have attached a sample   leave application for the office template for your reference. You can also download it instantly.

Tips for Writing Office Leave Application Letters

I have also curated some tips that you can use while drafting an application for medical leave in the office or for other reasons.

• Use a formal tone and professional format to write the leave application for the office.
• Provide all relevant details, including the purpose of your leave and the duration of absence.
• Send your leave application in time.
• Let the management know about your work status, too.
• Attach supporting documents if needed.
• Follow up with the manager or supervisor if they have not responded to your application yet.

Writing a leave application for the office will be an easy task for you once you have read this guide. I have included the formats for all application types, including a one-day leave application for the office, for your reference. Moreover, you must also follow all the tips and guidelines to ensure your application is in the correct format and tone.

You can learn more about such leave applications and how to draft them through free online courses from KnowledgeHut. These courses will enable you to learn more about effective communication in the workplace and enhance your skills for career advancement.

Frequently Asked Questions (FAQs)

You can apply for a casual leave application for the office if you want to attend a function. Make sure to follow the correct format and inform your manager about your planned absence. This will enable you to get approval instantly.

Several leave types are available for employees, including maternity, annual, half-day, casual, vacation, and sick leave. Familiarizing yourself with their respective formats is essential to ensure you submit the correct application.

Your application should encompass several required elements. The three simple ones are the subject line, the date, the reason for your leave, and the name of the person to whom you have transferred your work.

List down the factors that your manager can incorporate in canceling your absence request for the office. If your manager’s explanations are not convincing enough and you need a leave, you can discuss the matter with your HR department, which may be escalated to the seniors if required.

Yes, your leave remains cancelable even after it is approved. All you have to do is prepare a new document stating the new dates or your reasons for changing your leave. You may also want to bring the matter to your HR and proceed with the application without any problem.

Abhresh Sugandhi

Abhresh is specialized as a corporate trainer, He has a decade of experience in technical training blended with virtual webinars and instructor-led session created courses, tutorials, and articles for organizations. He is also the founder of Nikasio.com, which offers multiple services in technical training, project consulting, content development, etc.

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Application for Annual Leave for Office (with Samples & PDFs)

I have listed sample templates to help you craft an effective and professional application for annual leave for office.

Also, I would like to point out that you can also download a PDF containing all the samples at the end of this post.

Application Requesting Allocation of Annual Leave from Office

First, find the sample template for application for annual leave for office below.

Subject: Application for Annual Leave

Respected Sir/Madam,

I wish to avail my annual leave from [Start Date] to [End Date], amounting to a total of [Number of Days] days. The reason for this leave is to attend to personal matters that require my immediate attention.

During my absence, I have arranged for [Colleague’s Name], [Colleague’s Position], to oversee my responsibilities so that the workflow is not affected in any way. I assure you that I will complete all the work assigned to me for the period before I leave, and I will also ensure a smooth transition of work to my colleague.

I hereby request you to kindly grant me leave for the requested period. I am hopeful for your understanding and positive response to my application. I will make sure to check my emails periodically for any urgent matters that may require my attention.

Thank you for considering my request.

Yours sincerely, [Your Full Name] [Your Position] [Your Employee ID] [Today’s Date]

Application for Maternity Leave in Office

[Your Supervisor’s Name], [Your Position], [Your Department], [Your Company’s Name], [Company’s Address]

During my leave, [Name of a Colleague you Trust], has kindly agreed to take over my responsibilities and I trust that they will handle them with utmost diligence. I will ensure to provide them with all the necessary information and guidance before I go on leave to make the transition smooth and seamless. I am confident that my absence will not cause any disruption in the work process.

I kindly request you to forward this information to the Human Resources department so that all necessary arrangements can be made. I am also attaching the medical certificate confirming my pregnancy along with this letter for record purposes.

Thank you for your attention to this matter.

Yours sincerely,

Application for Office Leave for a Family Vacation

I hope this letter finds you in good health. I am writing this application to request your kind permission to grant me a leave of absence from [start date] to [end date]. The duration of the leave would be [number of days] days.

My family has planned a vacation during these dates. Since we live apart due to my work commitments, we don’t get much time to spend together. This vacation will allow us to reconnect and enjoy some quality family time, which is essential for our overall well-being.

I have allocated my responsibilities to my colleague, [colleague’s name], who will handle my duties in my absence. I have ensured that my absence will not affect the workflow or the productivity of our team.

I assure you that I will make up for any lost time by working extra hours before my leave starts and after I resume work. I will also be available on phone and email in case of any urgent requirements or emergencies.

Thank you in advance for your understanding.

Yours sincerely, [Your Name], [Your Position], [Your Department], [Your Employee ID].

Application for Leave due to Medical Treatment in Office

To, [Recipient’s Name], [Recipient’s Position], [Company’s Name], [Company’s Address], [City, State, Zip Code],

Respected [Recipient’s Name],

I hope this letter finds you in good health and high spirits. My name is [Your Full Name], and I am employed in the [Your Department] department of our esteemed organization.

In light of this situation, I am requesting a leave of absence for [Number of Days] starting from [Start Date] to [End Date]. My intention is to return to work on [Return Date], health permitting.

During my absence, I would be more than willing to delegate my tasks to a trusted colleague, or I could assist in finding a temporary replacement, if you deem that necessary.

Thank you for your understanding and support in this matter. I look forward to your positive response.

Application for Office Leave for Higher Studies

To, The Manager, [Company Name], [Company Address], [City, State, Zip Code],

Subject: Application for Office Leave for Pursuing Higher Studies

I, [Your Full Name], working as a [Your Position] in our esteemed organization since [Joining Date], am writing this letter to formally request a leave of absence for higher studies.

I have been accepted into a [Type of Program – e.g., Master’s, PhD, etc.] program in [Subject] at [University Name], which is scheduled to commence from [Start date of the Program]. The duration of this program is [Duration of the Program] and I anticipate needing a leave of absence for the same duration.

I understand that my absence might cause some inconvenience, but I assure you that I will make every possible effort to ensure a smooth transition during this period. I am ready to assist in finding and training a temporary replacement or reallocating my tasks among the team, if necessary.

I kindly request you to consider my application and grant me leave from [Start Date of Leave] till [End Date of Leave]. I will be much obliged for your support and understanding in this regard.

Application for Bereavement Leave in Office

Dear [Recipient’s Name],

In light of this unfortunate event, I kindly request you to grant me a bereavement leave for [number of days] starting from [Start Date] to [End Date]. This time will allow me to attend to the necessary arrangements, participate in the rituals and ceremonies, and provide support to my family during this difficult time.

I assure you that I have delegated my immediate responsibilities to [Colleague’s Name], who will ensure that the work proceeds smoothly during my absence. I also promise to compensate for any lost time upon my return to the office.

How to Write Application for Annual Leave for Office

I am sure you will get some insights from here on how to write “application for annual leave for office”. And to help further, you can also download all the above application samples as PDFs by clicking here .

And if you have any related queries, kindly feel free to let me know in the comments below.

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How to Write an Effective Annual Leave Application Letter : Format and Samples

Annual leave application is a common occurrence in any business or organisation. Whether planning a holiday, addressing personal matters, or simply needing some rest, it’s important to know how to craft an effective leave application letter to seek time off work professionally. 

This all-inclusive article will help you draft an ideal leave application letter, outlining its format, examples and essential tips.

Understanding Annual Leave

It is often known as vacation leave, a benefit employers provide that allows employees to take time off from work for personal, recreational, or family reasons. Writing an effective annual leave application is important when taking time off work.

Annual Leave Application Letter Format

Your annual leave application letter should be concise, clear, and professional. Here’s a format to follow:

1. Date and Contact Information

Start with the date at the top left corner of the letter. Below it, include your contact information: your full name, job title, employee ID (if applicable), and your department.

2. Employer’s Contact Information

Skip a line and then include the contact information of your employer or HR department, including the recipient’s name, company name, address, and contact number.

3. Salutation

Address your employer or HR representative by their name (e.g., “Dear Mr. Smith” or “Dear [HR Manager’s Name]”).

4. Subject Line (Optional)

Include a brief subject line that highlights the purpose of your letter, e.g., “Annual Leave Request.”

5. Opening Paragraph

Begin with a polite and concise opening statement. State the purpose of your letter: to request annual leave for a specified duration.

6. Main Body

In this section, provide essential details:

• The specific dates of your intended leave.
• Mention if you’ve made any prior arrangements to ensure workflow continuity during your absence.
• Highlight the reason for your leave, if necessary.

7. Closing Paragraph

Express your gratitude for considering your request and mention your willingness to discuss further details if required.

8. Complimentary Close

Use a professional closing, such as “Sincerely” or “Yours faithfully.”

9. Signature

Leave space for your handwritten signature above your typed name. If sending the application via email, a digital signature will suffice.

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Tips for an Effective Annual Leave Application Letter

Crafting a persuasive annual leave application is crucial for work-life balance . This brief guide offers important information to help you write a convincing letter for your time off.

• Plan: Request leave well in advance, especially for peak vacation periods.
• Be Clear and Concise: Write it, indicate the expected dates for your absence, and specify why you are going on leave.
• Check Company Policies: Look at your company’s leave entitlement scheme to see how annual leave is granted.
• Provide Adequate Notice: Be sure to submit your application in good time to enable your employer to prepare for your absence.
• Offer Solutions: Suggest solutions or arrangements to ensure minimal disruption during your leave.
• Follow-Up: Once you have submitted your request, check in with your supervisor/HR department to verify that it has been received and processed.

Annual Leave Application Format and Samples

Discover practical and user-friendly annual leave application samples to assist you in crafting your leave request with professionalism and ease.

Sample 1: For Vacation Leave

A vacation annual leave application is a formal written request submitted by an employee to their employer, seeking permission to take time off from work specifically for a planned vacation. 

It serves as a means of communication and documentation between the employee and the employer to ensure that the leave is well-managed and approved according to company policies.

Annual Leave Application Format for Vacation Leave

Here is a sample example of annual leave application for vacation:

Sample 2: For Personal Reason

A personal reason annual leave application is a formal written request made by an employee to their employer, seeking permission to take time off from work for reasons unrelated to vacation or specific events like bereavement or medical leave. 

These personal reasons can vary widely, including attending to family matters, personal appointments, or handling urgent personal affairs. It allows employees to balance their work responsibilities with important personal obligations.

Annual Leave Application Format for Personal Reason

It’s important to have a correctly written request for an annual leave. Whether it is vacation or any other reason, you need to follow the right format and offer helpful information so that your request is considered professionally and timely. Try planning, communicating clearly, and offering solutions to help smooth this process.

FAQs on Annual Leave Application Letter

Q1. what is an annual leave application letter.

An annual leave Application Letter is a formal request for a worker who may want to take breaks from their job, probably due to holidays or any personal matter that requires his physical presence.

Q2. How Should I Format an Annual Leave Application Letter?

The sender’s address, the date, and the recipient’s details are necessary. Have a subject line; use a transparent opening paragraph; have tips in the main body; be grateful in the closing paragraph; close professionally and sign.

Q3. Is There a Specific Format for an Annual Leave Application Form?

The format may change, but an annual leave application form usually comprises personal details, leave beginning and end date, purpose of leave and supervisor’s consent.

Q4. How Do I Write an Effective Annual Leave Application Letter?

When writing a leave approval letter, specify the leave dates and reasons, give recommendations for ensuring smooth processes while you are away, and always adhere to company rules.

Q5. What’s the Importance of Using the Right Annual Leave Application Format?

Doing so converts a request into a clear, properly structured proposition that is easier to grasp for the employer and likely to result in the granting of leave as soon as possible.

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Annual Leave Request Letter

[Your Name]

[Your Title/Position]

[Your Department]

[Company/Organization Name]

[Company/Organization Address]

[City, State, ZIP Code]

[Email Address]

[Phone Number]

[Supervisor's Name]

[Supervisor's Title/Position]

[Department]

Dear [Supervisor's Name],

I hope this letter finds you well. I am writing to formally request annual leave from [start date] to [end date], totaling [number of days] days, as I would like to take some time off to [brief reason for leave, e.g., rest and recharge/spend time with family/attend a personal event].

During my absence, I will ensure that all my responsibilities are properly handed over to [colleague's name or team] to ensure a seamless continuation of work. I will also make myself available for any necessary communication or assistance during this period.

I understand the importance of proper planning and ensuring that my absence does not disrupt the workflow of the team. I have already reviewed my upcoming projects and deadlines, and I am confident that my absence will not hinder the team's progress.

I kindly request your approval for this annual leave request. I assure you that I will complete any pending tasks and ensure a smooth transition before my departure.

Thank you for considering my request. I am looking forward to your positive response. Please feel free to contact me if you require any further information or if there are any specific procedures I need to follow in order to secure the approval.

[Your Signature (if submitting a physical copy)]

[Enclosure: If there are any supporting documents or forms required for the leave request, mention them here, e.g., Leave Request Form, Doctor's Note, etc.]

[CC: [Human Resources Department/Colleague's Name (if applicable)] - Optional, if you want to copy anyone else on the email or letter]

Your favourite senior outside college

Home » Job Tips » Career Advice » Annual Leave Application

How to Write Annual Leave Application for Office Employees [Samples, Format, & More]

There comes a time when we either want a much-needed, fulfilling break to recharge ourselves, to take care of an emergency or unpredictable situation in our family or inner circle. Whatever the reason may be, a long absence from work is sometimes inevitable. This requires applying for leave. To obtain a leave for a long duration, learn how to write an annual leave application with this blog!

Table of Contents

Annual Leave – An Overview

While looking for job vacancies , leaves and holidays are on every candidate’s mind. Annual leave is taken when an employee can use their accumulated paid time off to request an extended absence once a year. So, it is paid leave. Generally, a leave of absence lasting four days or more falls under the annual leave period. Annual leave is one of the benefits that come with a job. Although the criteria for leaves in part time jobs and work from home jobs may differ. Every employer in India has an annual leave policy as per employment laws and agreements. This annual leave policy is a set of rules and regulations that outline the amount of paid time off an employee is entitled to take in a year. It includes:

• Number of days allowed to take leave
• Information on the prior notification period
• How long it takes for the leave application to be approved
• What is the leave approval process that involves

For various purposes, employees can take annual leave, from going on vacations, fulfilling family commitments, and visiting family, to medical or any other emergencies. The annual leaves may be consumed all at once or in batches.

Why Should You Submit A Leave Application for Annual Leave?

An annual leave application letter seeks an employer’s approval for your absence from work. There may be disciplinary action taken if you take a leave without the approval of your manager. While most companies mandate submitting a leave application before taking time off work, there may be some workplaces where it is not mandatory. It is advisable to submit a formal leave application for annual leave in the office to show professional courtesy.  Submitting a leave application helps maintain transparency and smooth workflow in the office. It allows the employer to reassign tasks and responsibilities accordingly. Additionally, it conveys your professionalism and keeps you in a positive light in front of the employer.

Essential Details to Include in the Annual Leave Application Letter

Here’s a list of important details that you must include in your leave application for annual leave.

• Commencement date of leave
• End date of leave
• Number of leave absence days
• Nature and reason for leave
• Information on the person who will be filling in for you
• Supporting documents, if needed (For example, if you are taking annual leave for an extended medical period, you might need to show supporting documents).

Consider taking an online course in business communication skills to improve your ability to communicate at work, such as when writing application letters when necessary.

Format to Write an Annual Leave Application Letter

Here are the annual leave request formats for writing a leave application letter. 

Format 1 – Application Letter Format to Submit a Physical Letter

Some companies require you to fill out a form of application or might have guidelines for writing the application on paper and submitting it. Here is a format for the annual leave application for office for your reference:

Format 2 – Email Leave Application Format 

Some companies might require you to send an annual leave request email. Here is a format that you can refer to for the same.

Samples of Annual Leave Applications

Let us look at some samples of leave applications for office .

Annual Leave Application Example 1 – Application Mail To Visit Family

When visiting family or your hometown, use this annual leave request email sample to apply for annual leave.

Annual Leave Application Example 2 – Application Mail to Handle Family Emergency

Worried about taking leave for sudden family emergencies? You can apply for annual leave to handle any unforeseen circumstances in the family or otherwise. Refer to the annual leave request example below:

Annual Leave Application Example 3 – Application Mail to Take Vacation Leave

Here’s a simple yet concise sample application format to use when applying for annual leave to take a family vacation or a foreign trip.

Annual Leave Application Example 4 – Application Mail to Pursue a Short-Term Professional Program

You are qualified to apply for annual leave if you want to take a professional course to boost your career prospects while you are working. Here’s a sample application for you:

Annual Leave Application Example 5 – Application Mail to Take Care of Family Member’s Medical Emergency

What if you are required to apply for annual leave to take care of a family member’s medical emergency? For this scenario, here’s an annual leave request sample:

Also Read: Bereavement Leave Application .

Tips for Writing an Annual Leave Application Letter

It is crucial to professionally communicate to your manager that you will be going on an annual leave. Here are some tips for writing a formal annual leave application for office:

• Keep your letter short and to the point. Include only the essential information and leave out any unnecessary details. 
• Begin your letter with a professional but polite tone. Ensure that your content is formal. 
• Clearly state the purpose of your letter and provide the specific dates you will be absent. 
• Provide a brief reason for absence without oversharing personal details. 
• Review your company’s annual leave policy to ensure you follow the standard procedure and rules. 
• Showcase your commitment by offering assistance in the transition of duties while you’re away. Mention details of the colleague who will cover your duties in your absence. 
• Provide contact details, such as your email address and phone number, in case the manager needs to reach out for an urgent work-related query.
• Express your gratitude towards the manager for considering your application at the end and sign off the letter professionally by including your full name, designation, and department. 
• Do proofread your application for typos and other errors before submitting it. 
• Try to submit your application in advance to allow the manager to timely process it.

An annual leave application must be a well-written request for a leave of absence from work. Annual leave serves as a helpful respite between professional and personal commitments. It’s important to be clear and concise when writing the application. Taking reference from the sample application letters on this blog, learn how to write an annual leave application with ease. Also, take a look at this blog on privilege leave.

Answer: You can request an annual leave by writing an email, a formal letter, or through your company’s management software (if any). Make sure to include all the necessary information, such as dates of absence, the reason for the leave, and the date you will resume work.

Answer: You can request your time off by writing a formal letter to your manager. Begin with a formal greeting, state the purpose of writing the letter, mention the dates, provide a reason, and share any other additional details that seem essential. Do thank your manager at the end of the letter and include a formal sign-off and signature.

Answer: Traveling, medical emergencies, career growth activities, or personal commitments are some common reasons for taking an annual leave.

Answer: Yes, you should take an annual leave. It provides you an opportunity to take a break from work-related demands and stress. Dedicated time off work promotes productivity and allows you to rejuvenate.

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Home » Application » Leave Application » Annual Leave Application – Sample Application for Annual Leave

Annual Leave Application – Sample Application for Annual Leave

When writing an annual leave application for the office, it is important to be clear and polite. Start by addressing your manager or the appropriate authority and state the purpose of your letter in the subject line. Clearly state the dates you intend to take off and any other relevant details. Offer to assist with the transition and ensure your responsibilities are covered during your absence. Maintain a respectful tone and express gratitude for their understanding. Conclude with a polite request for approval.

Sample Letter: Annual Leave Application in Office

To, The Manager, ___________ (Name of the Company), ___________ (Address of the Company),

Date: __/__/____ (Date)

Subject: Annual Leave Application

Respected Sir/Madam,

With due respect, I am writing to inform you that my name is _______________ (name), and I am working as a __________ (position) in __________ (department). I am writing this letter to request annual leave from __/__/____ (start date) to __/__/____ (end date).

I have ensured that all my current tasks are up to date, and I have informed my colleagues about my upcoming absence. I will be available via email for any urgent matters that may arise during my leave.

Thank you for considering my request. I would be grateful if you could approve my leave. If you need any further information or have any concerns, please let me know.

Yours sincerely, ___________ (Name) ___________ (Position) ___________ (Department) ___________ (Contact Information)

By lettersdadmin

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Sample Annual Leave Letter

Last Updated On June 10, 2021 By Letter Writing Leave a Comment

Annual leave letter is written either by an employee to ask for leave or by a company asking its employee to take annual leave. The employer usually guarantees annual leave to the employee as a part of the employment contract.

Therefore, the letter must include details regarding the dates of absences, the purpose of lack, and other relevant information that you wish to communicate to the employer. This letter is usually written to the Human Resources Department who handles matters of leaves granted to employees.

The leave letter should be formal and concise. The letter should not include a detailed description of the causes of absence. If such absence causes difficulties for the organization, then the employee must mention the work pending or the task assigned to another individual, a colleague, or a superior. The letter differs from general leave letters in so far as it mentions the aspect of the annual leave entitlement.

In this article, we will discuss the points that you need to cover in the annual leave letter to manager and will also see a few samples of the same.

Tips on Writing an Annual Leave Letter

• The letter should be formal and concise.
• The letter should mention the dates of absence.
• The letter should mention the purpose of absence.
• The letter should mention the aspect of annual leave entitlement.

Use our free Annual Leave Letter to help you get started. If you need additional help or more examples, check out some of the sample letters below.

From, __________ __________ __________ __________

Date: _____ (Date on Which Letter is Written)

To, __________ __________ __________ __________

Subject: Applying for annual leave.

Dear Sir/Madam,

I am writing this letter to apply for the annual leave of four weeks, which I can avail of as per the company policy. I have not availed any of the leaves from the past six months, so I would like to apply for leave starting from the date (________ ).

The main reason for this leave is that I have to be with my father for open-heart surgery. I am the only son, and I remember informing you that the operation is to be conducted on the dates I have applied for leave, I would like to be with my father for a month as this operation requires two months rest and care. I wish to be with him during the operation and aftercare for at least a month.

I will make sure that I hand over all my responsibilities to another employee from us and explain everything to him.

I will be able to resume with work from ( __________), and I hope that there is no emergency or need for extension else I will inform about the same. This is my contact details; please contact me for any information.

Waiting for the confirmation of leave.

Yours sincerely,

(name and designation)

Sample Letter

From, Nathan McDonald, Mc Matter House, Pennsylvania.

February 12, 2002.

To, Abigail Mathew, Cambridge, The USA.

Subject: Annual Leave Letter.

Dear Ms. Abigail Mathew,

I am writing this letter to apply for the annual leave of four weeks, which I can avail of as per the company policy. I have not availed any of the leaves from the past six months, so I would like to apply for leave starting from the 22nd of March 2017 to the 1st of May, 2017.

The main reason for this leave is that I have to be with my father for open-heart surgery. I am the only son, and I remember informing you that the operation is to be conducted on the dates I applied for leave, I would like to be with my father for a month as this operation requires two months rest and care. I wish to be with him during the operation and aftercare for at least a month.

I will make sure that I hand over all my responsibilities to another employee from our and explain everything to him

I will be able to resume work from 2nd of May, 2017, and I hope that there is no emergency or need for extension else. I will inform about the same. This is my contact details; please contact me for any information.

Regards Nathan Mc Donald.

Email Format

The following is the Email Format to be followed for an Annual Leave Letter.

To: [email protected] From: [email protected]

Subject: University Acceptance Letter.

Dear Mr./Ms/Mrs.______(Name of the recipient)

I am writing this letter to apply for the annual leave of four weeks, which I can avail of as per the company policy. I have not availed any of the leaves from the past six months, so I would like to apply for leave starting from the date(________ ).

I will be able to resume with work from ( __________), and I hope that there is no emergency or need for extension else I will inform about the same. This is my contact details, please contact me for any information.

We hope to have helped you create an effective annual leave letter with the tips and samples mentioned above.

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• Annual Leave Letter
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Annual Leave Application | Format, Samples | Annual Leave Application for Leave and Employee

May 15, 2023 by Prasanna

Annual Leave Application: An annual leave application is a formal letter written by an employee addressing to his/her manager or boss requesting annual leave or for a long leave. These leaves are the paid leaves, that have been accumulated by the employee over a period of time.

The annual leave application can be written for many reasons, such as when going for a vacation, or to attend a marriage of a close friend/relatives, for maternity leave, etc.

Annual leave is the timeframe, thought about once per year, when a representative may utilize their paid leaves accumulated throughout some undefined time frame to demand a long leave. Yearly leave for laborers is a time-frame determined notwithstanding public occasions, easygoing leave, debilitated leave, and maternity or paternity leave. This is a period when one can get some much-needed rest for an assortment of reasons, for example, to get away, satisfy some close to home responsibilities, or essentially invest quality energy with family.

Annual Leave Application Format

The format of the annual Leave application  includes the below details:

• Name, designation and address of the recipient
• Salutation (Dear Sir/Mam, Mr./Mrs./Ms.)
• Subject: Reason for leave
• Number of leaves needed (particular dates)
• Work plan during your absence
• Contact information
• Your name and Signature

Samples of Annual Leave Application

Here, you can get sample letters for annual leave and take them as references.

Annual Leave Application for Vacation

Annual Leave Application for Employee

Maternity Leave Application

Maternity Leave Application is as follows

Medical Leave Application

Medical Leave Application is as follows

FAQ’s on Annual Leave Application

Question 1. What is an annual leave application?

Answer: An annual leave application is a formal letter written by an employee addressing to his/her manager or boss requesting annual leave or for a long leave. These leaves are the paid leaves, that have been accumulated by the employee over a period of time.

Question 2. How to write an application for annual leave?

Answer: Follow the below-given format to write the annual leave application:

Question 3. How to ask for a long leave from the boss/manager?

Answer: Approach your immediate administrator or boss that you report to prior to placing in a proper application. Disclose to them the dates when you are intending to withdraw and say that you simply needed to check with them if this is okay and that it won’t disturb the work process.

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Leave Application Letters

Jobs come with their own employment benefits and perks. One of them is to avail leaves. But you do not get leaves just like that. Every company has its own leave policies and to avail them the employees must use formal ways to apply for the leave.

For this purpose, a leave application letter must be written. The process comes out to be easy, you write a leave application letter and submit it to the human resource department. They will forward it to the respective manager for approval or rejection.

With research and advancement in workplaces, the companies have very well-defined policies. The concept of verbal and unannounced leaves has been abolished.

Writing leave application letters can be more beneficial. Documentation is the core of any business/work. If it is not written or documented, it doesn’t even exist. For this reason, a written application will always be proof that you applied for the leave stating any reasons.

Writing a leave application is just not enough. A well-written leave application can result in the leave being accepted.

It is very important to write a very clear leave letter stating all the reasons for the leave. The application should include the dates for the leave period. This helps the employer to arrange for a cover in the absence.

The letter should be formal and maintain a very polite and requesting tone. Emergency contact details should also be mentioned in the letter.

It is a very good practice to attach supporting documents. This makes your leave decision stronger for the employer.

If you have arranged for any fellow employee to look after your responsibilities in your absence, that should be mentioned in the letter.

Leave application letters can be used for various circumstances such as sick leave, travel purposes, annual leaves, personal/carer’s leave, and compassionate leave. For all these leave types, it is best to apply for the leave in advance.

This will make you appear more professional. If the reason for the leave is related to health, it is best to attach the medical reports with it.

Transparency is very important and keeping the letter as clear as possible would be very helpful. Showing your plan to provide a cover and how your work will be handled in your absence increases the chances of the leave is approved.

Providing alternatives like working remotely and taking up any emails should also be a part of the leave.

Sample Leave Application Letters

Due to sickness.

This is to inform you that I have been diagnosed with typhoid. My health condition does not allow me to attend the office and perform routine tasks. I have been advised by my doctor to take a rest for at least one week. I have attached my medical certificate and the doctor’s prescription as proof of my illness. Kindly grant me leave for one week starting on 13th July. I hope to recover fully during this time so that I can resume office activities as soon as possible.

I shall appreciate your kind consideration.

Family emergency

I regret to inform you that I shall not be able to attend office for the next 2 days due to a family emergency. Kindly grant me leave for the 26th and 27th of November. I have guided my assistant to reschedule all due appointments with our clients. I shall take care of all the pending work as soon as I return to work.

I shall be much obliged to you for approval of my leave application.

Accompany father at the hospital

With due respect, it is stated that I need to accompany my father to the hospital tomorrow for his routine check-up. I, therefore, request you to grant me leave for one day, 4th May 2018.

I have already completed tomorrow’s due tasks. You may also contact me on my phone in case something urgent comes up.

I shall be much obliged to you for granting me the requested casual leave.

Hospital assistance

I am working as an assistant accountant in the company. With immense grief, I want to inform you that my father is hospitalized due to a [REASON]. The doctor has suggested bed rest and until he gets discharged from the hospital, I must accompany him. I would like to apply for a three-day leave starting from 26.06.XX till 28.06.XX.

I have requested and guided Mark to cover for me in my absence. He is happy to take up my work. I can be contacted via email and call when needed. I can assure you to look after my pending work as I come back. I would be very grateful if you could approve my leave request.

Due to bad health condition

With due respect, I want to mention that I have been working in the company as a [mention designation] for the last two years. I have always been a diligent workforce & for that purpose, you can check my record. I was feeling a real discomfort for the last week. Yesterday I paid a visit to my doctor & he told me that I am suffering from a bad stomach which has badly affected my gallbladder.

He further told me that I need a proper examination done followed by some blood tests. To follow the instructions of my doctor I need to take a break from the office work so that I can spare some proper time for my health. By keeping in view, the above-narrated situations, you are requested to grant me leave for a minimum of one week from [date] to [date].

I shall be utterly obliged if you consider my plea.

Due to bad weather

It is respectfully submitted that I come to the office from a great distance. I have learned about the forecasting of bad weather for the whole coming week from [date] to [date]. Unfortunately, the company didn’t provide me pick & drop due to many miles. I come on my own on daily basis via public transport which on normal days is manageable somehow but in such a rainy & stormy week I am afraid that I won’t be able to make sure of my regular presence in the office.

That is why I humbly request you to allow me to have off days when the weather is too averse to cover such a big deal of distance. I assure you that this rare absence in the coming week won’t affect my official targets to be completed on time. I shall be highly obliged for this act of kindness.

To attend sudden death

It is requested that I have come to know the very sad news of my grandfather’s death in my hometown some time ago. I am in extreme grievance for the news.

I request you to kindly grant me leaves for about a week from [date] to [date] so that I may go to my family to console them & attend his funeral ceremony. I will appreciate this act of gentleness. Thanking you I remain.

To accompany a wife who’s on maternity leave

With much honor, it is stated that my wife is on her maternity leave & is only three weeks away from her delivery of our first child. This is the time when my wife & my child need me the most to take care of them in every possible way. Keeping in view my current situation I plea you to allow me to leave for at least three weeks from [date] to [date] until my child safely comes into the world as this is my right & obligation both at a time.

I knew that I will have to ask for these leaves which is why I have completed most of my tasks beforehand & have submitted them to the concerning authorities as well. During my absence, if you need any clarification or discussion to be made, I will be available on the video call to explain whatever the matter is. I will be highly indebted to you for this favor.

Annual leave request

Most respectfully, I would like to apply for my annual leave. According to my work contract with you, I can go on annual leave for a period of 21 days. I believe this is the right time for me to avail of this leave since I have just completed my recent project and there are no more ongoing tasks now. I, therefore, request you to approve my application. I wish to start my leave period from Monday 5th April.

I would like to thank you in anticipation.

Family unforeseen situation

With due honor, it is stated that suddenly, my family got trapped in some unforeseen problems. Being the sole wage earner, I must reach there as soon as possible. For that purpose, I appeal to you to kindly grant me leave for at least three days from [date] to [date].

I am on the lookout for your generous approval for this application. I hope that you will recognize the unusual situation & show your consent to leave. I shall be absolutely gratified abundantly.

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• School Education /

5 Steps to Write an Annual Leave Application Letter

• Updated on  
• Mar 19, 2024

Working professionals are required to submit an online email to their respective employees when considering taking any type of leave. To write an annual leave application letter, you need to highlight the cause of your leave, the dates on which you will not be available, and other necessary details. The duration of annual leave is long and they are also at the same time paid. Are you also planning to take an annual leave and are struggling to write an annual leave application letter? If the answer is yes, then this blog will surely help you! 

How to Write an Essay in English ?

Table of Contents

• 1 What is an Annual Leave Application Letter? 
• 2 Annual Leave Application Sample  
• 3 Format of the Annual Leave Application Letter
• 4 Things to Keep in Mind While Writing an Annual Application Letter 
• 5 FAQs 

What is an Annual Leave Application Letter? 

The leaves accrued by an employee over some time and used together for personal reasons like – travelling, attending a function, etc. is called annual leave. The annual leave is paid in nature and the employee reserves the right to use the leaves according to their will. However, before deciding to take annual leave it is generally advisable to go through the company’s policy and know the rules and regulations when it comes to annual leave. 

Annual Leave Application Sample  

Must Read: Application for sick leave – format, and sample 

Format of the Annual Leave Application Letter

To write a good application letter it is very important to know its format. Therefore, make sure while writing an annual leave application letter you follow the following format: 

Date – It is the first thing you need to write while writing an application. The date is always written on the top left corner and remember it has to be of the day you are going to send the application to the concerned person. 

Receiver’s address- After the date, you need to write the address of the receiver. This is also written on the left-hand side of the application without leaving any space between the margin. In addition to the address you also need to write the name of the company. 

Subject line – The subject line has to be very concise, not more than 5-6  words which should summarise in a few words what the application is about. Also, make sure that you capitalize each word in the subject line leaving the joining words like – and, the, etc.

Salutation – The next thing is to greet the concerned person with the words – Respected, Dear, Hello, etc. which will depend on your rapport with your manager. Remember if your company asks you to address your manager by their first names then avoid using sir or madam. 

Introductory paragraph – The introductory paragraph should not be more than 3 lines. Make sure you mention details like your name and the position you are working at. Simply put, the introductory paragraph is all about telling basic details about yourself and the reason behind writing the application. 

The body – The middle paragraph or the body of the application should contain a few more specific details about your leave like the dates you will be taking a leave. Make sure you don’t write any unnecessary information. 

Concluding paragraph – The concluding paragraph of the application is all about humbly requesting your manager to grant you leave. Remember to always use a professional tone in order to avoid being rude. 

Sign off- After completing the application make sure you sign it off with words like – yours sincerely, yours faithfully, best or you can even use the word- cheers, following which you need to write your name and mobile number. Remember you should use informal words like cheers if you have a little informal bond with your manager. 

Things to Keep in Mind While Writing an Annual Application Letter 

In order to write an effective annual application letter one should always keep in mind the following things:

1) First go through the policy of your company in regard to annual leave and then write the application accordingly.

2) The tone of the application should be such that you are asking for the permission of the manager instead of telling them about the leave.

3) Make sure you also speak in person about your leave with your manager and confirm whether the leave has been approved.

4) Don’t forget to keep a copy of the application for future reference.

5) Remember that while writing the application you shouldn’t expect beforehand that your leave will be surely approved as your boss reserves the right to deny your request if the working of the team is going to get affected due to your absence. 

Must Read: Casual leave application – Format and Examples

Must Read: Leave application format for school, college, or office

Ans: A formal leave application is a letter written in a professional and formal tone to inform the concerned authorities about the leave one is planning to take.

Ans: To write an application for annual leave one should keep the following points in mind- a) Avoid any unnecessary information and keep the application short. b) Always write in a professional and humble tone to avoid being rude.  c) Do not write more than 3 paragraphs and each paragraph should not be more than. d) Remember you don’t need to share personal information if you are not comfortable just stick to the specificity of the details.

Ans: Refer to the format for writing a formal leave application. The two things that you should always keep in mind are that firstly the application should be concise and second, always maintain a professional tone.

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Prachi Gupta

Prachi has 1.5 yrs of experience in Content & Copywriting. Her skills entail SEO, researching, brainstorming marketing campaigns, suggesting content ideas, graphic designing, Keyword research, understanding user intent etc. She thrives on a work culture that helps her unlearn redundant ways of thinking. Besides this, she always has her binoculars on looking for good books and music recommendations, cocktails and world history.

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