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Leave Letter Format: Leave Application

Write a leave application to your manager for sick, casual, annual or other leave, with the dates, reason, handover and contact details. Download PDF or Word.

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Letter text

The text below is written from the details you fill in. Edit it if you want to change the wording.

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How to write a leave letter

A leave letter (leave application) is a short formal letter from an employee to their manager asking for time off. It names the type of leave, the dates and the reason, and says who will handle urgent work. Most companies now take leave requests in an HR system, but a written application is still asked for in many offices, and for long or unplanned leave.

How to write a leave letter

  1. To and from: your manager's designation and the company, and your own name, designation and employee ID.
  2. Type of leave: sick, casual, annual, maternity, paternity, a family function or an emergency.
  3. Dates: from and to, and the number of days.
  4. Reason: one or two plain sentences. For sick leave, mention a medical certificate if your policy needs one.
  5. Handover and contact: who covers your work and how you can be reached.

Each letter is written for you from the details you fill in. Click "Edit text" to change the wording, or go back to the automatic text at any time. Download a PDF or an editable Word file, or print it on your letterhead. The draft stays in your browser only; nothing is uploaded to our servers.

Leave letter format

PartExample
ToThe Manager, department, company
SubjectApplication for sick leave from (date) to (date)
GreetingRespected Sir or Madam
RequestType of leave, number of days and dates, reason
ArrangementWho handles your work, how to reach you
CloseRequest for approval, "Yours faithfully", name and signature

Tips

  • Apply as early as you can for planned leave, and on the first day for sick leave.
  • Keep it short; the reason does not need private details.
  • Check your leave balance and policy before you apply.

Other letter formats: experience letter, experience certificate, relieving letter, offer letter, NOC, medical fitness certificate.

Features

  • Sick, casual, annual and other leave types
  • Dates and number of days
  • Reason, handover and contact
  • Subject line written for you
  • Edit the text freely
  • PDF, Word and print

Frequently asked questions

How do I write a leave letter to my manager?

Address it to your manager, write a subject line with the type of leave and dates, state the number of days and the reason, say who will cover your work, and ask for approval.

How do I write a sick leave application?

Choose sick leave, enter the dates and a short reason such as 'I have fever and the doctor has advised rest', and mention the medical certificate if your company asks for one.

Should a leave letter say 'Yours faithfully' or 'Yours sincerely'?

Formal applications addressed to 'Sir or Madam' traditionally close with 'Yours faithfully'. If you address your manager by name, 'Yours sincerely' is fine.

Can I use this for a school leave application?

It is written for office leave, but you can click 'Edit text' and change the addressee to the class teacher or principal.

Is the letter stored anywhere?

Only in your own browser, so you can come back to the draft. Nothing is uploaded to our servers.

Related tools

NOC FormatIssue an employer's no objection certificate for a visa and travel, a passport application, higher studies or a part time course, written for you on the letterhead.Medical Fitness Certificate FormatA medical fitness certificate format for doctors and clinics, with the person's details, examination notes and result, signed with the registration number.Termination Letter FormatWrite a clear termination letter with the reason, last working day, notice or pay in lieu, final settlement and return of company property.Warning Letter FormatWrite a first, second or final written warning with the facts, what must change, a review date and the consequence. PDF or Word.