leave application cover letter

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

The need to write a leave application letter could arise for a number of reasons . So your son is ill and you need to stay home to take care of him. Would management even let you go? How do you get this drafted? It’s not like anybody is allowed to just travel right? 

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 or 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 time 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.

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.

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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Effective Leave Application Letter to HR: Tips & Templates

Table of Contents

Are you stressing about how to write a leave application letter to HR ? Don’t worry! We’ve got your back! Whether it’s for personal or medical reasons, crafting the perfect letter can be challenging. But this article will guide you through what to include in an effective leave application, along with some useful samples. Let’s dive in and learn how to ace that leave application letter to HR!

Why Should You Submit a Leave Application Letter to HR?

Submitting a leave application letter is important for several reasons. Firstly, it ensures that your absence from work is authorized and documented . So you don’t face disciplinary action or negative consequences upon returning. It also helps the company plan and allocate resources accordingly, as they know of your absence in advance. Moreover, It shows professionalism and respect towards your employer and colleagues. It communicates your commitment to maintaining open communication and following company policies.

What to Include in a Leave Application Letter to HR?

When writing a letter to your HR Manager requesting time off , it’s crucial to ensure you cover all the key points. Below are specific sections that need to be included for your leave application to be complete and effective

• Receiver’s Name & Address: You must include the name and address of the person receiving your leave application letter.
• Clear Subject Line: Use a clear subject line that includes “Leave Application” and any other necessary details.
• Formal Salutation: Start with a formal salutation that includes the recipient’s name. You can use their first title only if you know the person well.
• Reasons in the Body of the Letter: State the reason for your absence. Mention how long you’ll be away, who will cover for you while you’re gone, and how to contact you if needed.
• Thank the recipient: Express gratitude to the reader for considering your leave request.
• Professional Closing: End the letter with a professional closing, such as “Sincerely.”
• Your Name: Sign off with your full name.
• Your Job Position: Optionally include your job title in the signature.
• The Date of writing: Add the current date at the end of your letter.

Leave Application Letter Samples

Let’s look at some well-crafted leave application letter samples that will help you craft one for yourself:

Sample 1: Sick Leave Application Letter

Dear [Manager’s Name], I am writing to request sick leave for the next three days, starting from [date]. I have been experiencing severe flu symptoms, including fever, body aches, and headaches. The doctor has advised me to rest at home and refrain from going to work until my condition improves. I sincerely apologize for any inconvenience my absence may cause. And I intend to make up for the lost time upon my return. Also, I have informed my colleagues about the pending projects and ensured they know what needs to be done while I am away. I hope to recover soon and resume my duties as soon as possible. Thank you for your understanding in this matter. Sincerely, [Your Name]

Sample 2: Maternity Leave Application Letter

Dear HR Manager, I am writing to formally request a maternity leave of absence from work starting from [Date] as my due date is approaching. My last working day will be [Date], and I plan to return on [Date]. However, I would like to take advantage of any paid leave or sick days available to me. During my absence, I have made arrangements with [Coworker’s Name] to handle any urgent matters that may arise in my department. They are aware of their responsibilities and have agreed to step in while I’m away. I appreciate your support and look forward to returning to work once my maternity leave ends. Please let me know if there is anything else I can do to help make the transition as smooth as possible. Thank you for your understanding. Sincerely, [Your Name]

Sample 3: Casual Leave Application Letter

Dear [HR Manager’s Name], I am writing to request a casual leave from work on [Date] for personal reasons. I apologize for any inconvenience this may cause and assure you that I will complete all pending work before leaving. Recently, my family has been going through a tough time as my grandmother is unwell and requires medical attention. As the only person available to take care of her, I feel it necessary to be present with her during this difficult period. I understand that taking time off may affect our team’s progress. But I promise to make up for the lost time by working extra hours upon my return. I hope you can understand my situation and grant me this leave. Please let me know if any procedures or forms need to be completed to process my application. Thank you for your understanding and cooperation. Sincerely, [Your Name]

Sample 4: Emergency Leave Application Letter

Dear HR Manager, I am writing to request an emergency leave from work due to a family emergency. Unfortunately, my mother has been admitted to the hospital, and her condition is critical. I would like to take the next two weeks off from work to be by her side during this difficult time. I understand that this may cause some inconvenience for the company. But I will try to ensure that all of my tasks are completed before I leave and that any critical deadlines are met. I have already spoken with my colleagues who have agreed to cover for me in my absence. Additionally, I will be available via phone and email if anything urgent comes up. Thank you for understanding my situation and for your assistance during this time. Sincerely, [Your Name]

Writing a leave application letter to HR doesn’t have to be complicated. Make sure to follow the guidelines discussed in this article and use one of the effective samples provided in this article. It will help you quickly compose a clear and concise message that effectively communicates your request for time off. Remember to include all the necessary details and follow company policies and procedures. Good luck!

Abir Ghenaiet

Abir is a data analyst and researcher. Among her interests are artificial intelligence, machine learning, and natural language processing. As a humanitarian and educator, she actively supports women in tech and promotes diversity.

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