Everyone, at some point, needs a break — whether for health, family reasons, or a vacation. But simply being absent isn’t enough; you must inform the concerned authority through a proper leave application. A well-written application shows respect for rules, helps avoid misunderstandings and improves your chances of getting the leave approved.
In this blog, we will walk you through what a leave application is, its types, formats, and tips, with examples for school, college and office.
What Is a Leave Application?
A leave application is a formal request you make to your school, college or office authority to inform them of your absence. It usually mentions:
- The duration of leave
- The reason for absence
- Your plan to cover missed work or studies
It is not just a formality but an essential part of professional and academic discipline.
Types of Leave Applications
Leave applications differ depending on the situation. Here are the most common types:
- Medical Leave – For health issues, surgeries or recovery.
- Casual Leave – For personal or unplanned reasons.
- Annual Leave – Planned vacations or trips.
- Maternity/Paternity Leave – For childbirth and family care.
- Half-Day Leave – For short durations in the same day.
- One-Day Leave – For urgent personal work.
- Study Leave – For exams or academic preparation.
- Family Emergency Leave – For emergencies like illness or ceremonies.
Format of a Leave Application
Regardless of whether you are in school, college or office, the leave application follows a formal structure.
Format:
To,
[Recipient’s Name]
[Designation]
[School/College/Company Name]
[Address]
Date: [DD/MM/YYYY]
From,
[Your Name]
[Class/Department/Job Title]
[Address]
Subject: [Purpose of the Leave Application]
Respected Sir/Ma’am,
[Body of the application – mention reason, duration of leave, assurance regarding missed work.]
Thanking you,
Yours faithfully,
[Your Signature]
How to Write a Leave Application for Office
Sample:
To,
The Manager,
XYZ Company
Date: 14th February 2025
Subject: Leave Application for Vacation
Dear Sir/Ma’am,
I am writing to request leave from 20th February 2025 to 10th March 2025, as I will be traveling out of town with my family. During this period, I will ensure that all my pending tasks are completed in advance and have delegated urgent responsibilities to my colleague.
I kindly request you to approve my leave.
Thank you,
Regards,
[Your Name]
[Designation]
Tips for Office Leave Application
- Follow your company’s leave policy.
- Clearly state your leave duration.
- Provide a work plan for your absence.
- Keep the tone professional and polite.
How to Write a Leave Application for School/College
Sample:
To,
The Principal,
ABC School, New Delhi
Date: 10th March 2025
Subject: Leave Application for Medical Reasons
Respected Ma’am,
I am Rahul Sharma, a student of Class 10-B. I have been advised bed rest by my doctor due to a severe viral infection. Therefore, I request leave from 11th March 2025 to 16th March 2025.
I assure you that I will cover all missed lessons after resuming school. Kindly grant me permission for the same.
Thank you,
Yours truly,
Rahul Sharma
(Class 10-B)
Tips for School/College Leave Application
- Mention your class, roll number, or department.
- Keep it short and clear.
- Always state the reason and duration.
- Assure that your studies will not be hampered.
1. One-Day Leave Application (School/College)
To,
The Principal,
[School/College Name],
[City]
Date: [DD/MM/YYYY]
Subject: Request for One-Day Leave
Respected Sir/Ma’am,
I am [Your Name], a student of [Class/Department]. I request permission to take leave on [Date] due to [Reason – e.g., a family function/urgent personal work].
I assure you I will not fall behind in my studies. Kindly approve my leave for the mentioned date.
Thank you,
Yours faithfully,
[Your Name]
[Class/Department]
2. Medical Leave Application (School/College)
To,
The Principal,
[School/College Name],
[City]
Date: [DD/MM/YYYY]
Subject: Medical Leave Application
Respected Sir/Ma’am,
I am [Your Name], a student of [Class/Department]. I have been diagnosed with [illness] and the doctor has advised me to take rest. Hence, I request leave from [Start Date] to [End Date].
I will complete my pending work after rejoining. Please grant me medical leave.
Thank you,
Yours sincerely,
[Your Name]
3. Vacation Leave Application (Office)
To,
The Manager,
[Company Name],
[City]
Date: [DD/MM/YYYY]
Subject: Application for Annual Leave
Dear Sir/Ma’am,
I am writing to request leave from [Start Date] to [End Date] as I will be traveling with my family. I have completed all urgent tasks and delegated responsibilities to [Colleague’s Name].
Kindly approve my leave request.
Regards,
[Your Name]
[Designation]
4. Half-Day Leave Application (Office)
To,
The Manager,
[Company Name],
[City]
Date: [DD/MM/YYYY]
Subject: Request for Half-Day Leave
Dear Sir/Ma’am,
I request permission to leave the office after [Time] on [Date] due to [Reason – e.g., medical appointment/personal work].
I will ensure that my assigned tasks are completed beforehand. Kindly approve my half-day leave.
Thank you,
Sincerely,
[Your Name]
[Designation]
5. Family Function Leave Application (School/College)
To,
The Principal,
[School/College Name],
[City]
Date: [DD/MM/YYYY]
Subject: Leave Application for Family Function
Respected Sir/Ma’am,
I am [Your Name], student of [Class/Department]. Due to a family function, I will not be able to attend classes from [Start Date] to [End Date].
I kindly request you to grant me leave for the mentioned period.
Thank you,
Yours truly,
[Your Name]
6. Emergency Leave Application (Office)
To,
The HR Manager,
[Company Name],
Date: [DD/MM/YYYY]
Subject: Emergency Leave Application
Dear Sir/Ma’am,
I request immediate leave starting from [Date] due to an urgent family emergency. I will inform you of the expected date of return as soon as possible.
Please approve my emergency leave request.
Thank you,
Regards,
[Your Name]
[Designation]
7. Exam Preparation Leave (College Students)
To,
The Principal,
[College Name],
Date: [DD/MM/YYYY]
Subject: Leave Application for Exam Preparation
Respected Sir/Ma’am,
I am [Your Name], a student of [Year/Department]. I request leave from [Start Date] to [End Date] to prepare for my upcoming examinations.
I kindly request your approval for the same.
Thank you,
Yours faithfully,
[Your Name]
Key Points to Remember
- Always use a formal tone.
- Double-check grammar and spelling.
- Be specific with dates and reasons.
- Provide contact details if needed.
- End with a polite closing.
Conclusion
Writing a leave application might look simple, but it carries weight in professionalism and discipline. Whether it’s for school, college or office, following the correct format, clarity and politeness ensures your application gets accepted without delay. Practice writing different types of leave letters so you are always prepared.
Want to draft the perfect leave application without errors? Bookmark this guide and use the samples whenever you need a break!
Frequently Asked Questions
1. What is a leave application?
A leave application is a formal request written to school, college, or office authorities to notify them of your planned absence and seek approval for it.
2. Why is a leave application important?
It ensures your absence is recorded officially, maintains discipline, and helps avoid misunderstandings with teachers, principals, or employers.
3. What are the types of leave applications?
Common types include medical leave, casual leave, vacation leave, maternity/paternity leave, half-day leave, and emergency leave.
4. How should I start a leave application?
Start by mentioning the date, the recipient’s details, and a clear subject line stating the purpose of the leave.
5. What should be included in a leave application?
Always mention the reason for leave, duration, dates, contact details, and assurance to manage pending work.
6. Is the format different for school and office leave applications?
Yes. School/college applications are more straightforward, while office applications often require details about work handover.
7. How do I write a one-day leave application?
Simply state your reason (e.g., urgent work or medical appointment) and mention the date you’ll be absent. Keep it short and polite.
8. Can I write a leave application via email?
Yes, many schools, colleges, and offices accept email applications. Just follow the same format with a clear subject line.
9. What is the ideal word limit for a leave application?
A leave application should be concise—around 100–150 words are enough to cover all details.
10. How do I write a medical leave application?
Mention the illness, doctor’s advice, and the period of rest needed. Attach a medical certificate if required.
11. Can parents write a leave application for students?
Yes, for school students, parents usually write leave applications on behalf of their children.
12. How do I request leave for exams in college?
Clearly state your exam schedule and request permission for the preparation days needed.
13. What is a half-day leave application?
It’s a request for permission to leave school or office after half the working day due to personal reasons or appointments.
14. Do I need to mention the reason for leave in every application?
Yes, providing a valid reason makes your application more professional and increases the chances of approval.
15. Can I apply for leave in advance?
Absolutely. Applying in advance shows responsibility and gives your teacher or employer time to plan accordingly.
16. How do I write an emergency leave application?
Be direct and state that you need immediate leave due to an urgent personal or family emergency.
17. How do I end a leave application?
End with a polite thank you and a closing line like “Yours sincerely” or “Regards” followed by your name.
18. What is the difference between casual leave and medical leave?
Casual leave is taken for personal reasons like family functions, while medical leave is taken for health-related issues.
19. Can my leave application get rejected?
Yes, if the reason is unclear or not valid, or if it clashes with critical work/events, it may be declined.
20. How do I make my leave application professional?
Use polite language, follow the correct format, avoid spelling mistakes, and clearly mention dates and reasons.