Hostel leave application

The hostel leave application is a crucial tool for hostel students, allowing them to request time away formally for various reasons. This blog offers a comprehensive guide, complete with samples, to help you navigate the process smoothly and ensure your leave requests are met with approval

How to write application for leaving hostel

Writing a letter to your hostel warden involves a transparent, respectful, and formal approach. Whether you're requesting a leave, reporting an issue, or seeking permission for something, it’s essential to communicate effectively. Here's a step-by-step guide:

1. Start with the Date: Position the date at the top left corner of the page.
2. Include the Address: Below the date, write the hostel warden’s name, the hostel's name, and its address. If you’re unsure about the exact address, the hostel's name and the warden's title will suffice.
3. Salutation: Use a formal greeting like "Dear Hostel Warden" or "Dear Mr./Mrs. [Warden’s Last Name]."
4. State the Purpose: Start with an apparent reason for writing, e.g., "I am requesting a leave of absence from the hostel for personal reasons."
5. Provide Details: I would like to request a leave of absence from [start date] to [end date] due to [reason]. I understand that this may cause inconvenience, and I am willing to discuss potential solutions to mitigate this.
6. Closing Statement: End with a polite remark, expressing hope for a positive response or willingness to discuss further.
7. Sign Off: Use "Sincerely," followed by your name. If printed, leave space for your signature above your typed name.
8. Proofread: Check for spelling and grammar errors.

Get our 5 samples on how to apply for hostel room

Samples of Hostel Leave application

Sample 1:  application for leave in hostel

Subject: Request for Leave from Hostel

Dear [Hostel Warden’s Name],

I am requesting leave from the hostel from 15th March 2025 to 20th March 2025 due to [reason, e.g., a family function, medical reasons, personal matters, etc.]. During this period, I will stay at [location, e.g., my home or another address] and return on 21st March 2025.

I have completed all necessary formalities and will adhere to the hostel rules upon my return. Please let me know if any additional details or documentation are required to process my leave request.

Thank you for your understanding and support.

Best regards,

Ramesh Kumar

Room No: 305

Sample 2: application for leaving hostel permanently 

Subject: Request for Permission to Permanently Vacate the Hostel

Dear [Hostel Warden’s Name],

I am writing to formally request permission to permanently vacate the hostel on 15th May 2025. I will no longer be able to reside there due to [reason, e.g., completion of course, relocation, personal circumstances, etc.].

Additionally, I have cleared all dues and will leave the room in proper condition before vacating. Please let me know if any additional formalities or documentation are required to complete the vacating process.

Thank you for your support and guidance during my stay in the hostel.

Best regards,

Arjun Mehta

Room No: 305

Sample 3: leave letter to hostel warden

Subject: Leave Application for Personal Reasons

Dear Hostel Warden,

I hope this letter finds you well. I am [Your Full Name], currently residing in room [Your Room Number] and enrolled in [Your Course/Program] at [University/College Name]. Due to personal reasons, I need to take a temporary leave from the hostel.

I respectfully request leave from [Start Date] to [End Date]. During this period, I will be [briefly describe where you will be or what you will be doing, e.g., "returning home to attend to family matters"]. This time away is necessary to address these personal issues and return to my studies with complete focus and dedication.

Please rest assured that I have taken the following steps to ensure my responsibilities are managed during my absence:

• [Briefly mention any arrangements you've made, such as informing your roommate, securing your belongings, etc.]
• [If applicable, mention any academic arrangements you've made, such as informing professors or submitting assignments in advance.]

I understand the policies regarding leave from the hostel and assure you that I will adhere to all guidelines for rejoining the hostel on [Return Date]. Should you require any further information or documentation to process my leave request, please do not hesitate to contact me at [Your Contact Information].

I sincerely appreciate your understanding and cooperation. Thank you for considering my leave request. I look forward to your positive response and to resuming my hostel residency upon return.

Warm regards,

Sample 4: Application for going home from hostel

Subject: Request for Leave to Visit Home

Dear [Hostel Warden’s Name],

I am writing to request leave from the hostel to visit my home from 15 April 2025 to 20 April 2025. I need to travel home to [reason, e.g., attend a family function, spend time with family, personal matters, etc.].

I will adhere to all hostel rules and return on 21st April 2025. Please let me know if any additional formalities or approvals are required to process this leave request.

Thank you for your understanding and support.

Best regards,

Sneha Kapoor

Room No: 204

Sample 5: leave application to hostel warden by parents

Subject: Leave Application for My Child

Dear Hostel Warden,

I am writing as the parent of [Student’s Full Name], who resides in room [Room Number] at [Hostel Name]. We request permission for [Student's Name] to take a brief leave from the hostel before returning home.

The reason for this request is [specify reason - could be a family event, health issue, or any other personal matter]. It is essential for [Student’s Name] to be with family during this time. We have planned for [him/her/them] to be away from [Start Date] to [End Date], ensuring that this will not disrupt [his/her/their] academic commitments.

We have discussed this with [Student’s Name], and [he/she/they] will be responsible for catching up on any missed work or assignments. [He/She/They] has also informed [his/her/their] roommates and will take all necessary precautions to secure [his/her/their] belongings before departure.

We assure you that we are committed to [Student's Name]'s safety and well-being during [his/her/their] journey and stay home. We will ensure that [he/she/they] returns to the hostel as scheduled.

Thank you for considering our request. We appreciate your understanding and cooperation. Please let us know if there are any forms we need to complete or if you require any further information.

Warm regards,

Sample 6: application for leaving hostel permanently by parents

Subject: Request for Permission to Permanently Vacate the Hostel

Dear [Hostel Warden’s Name],

I am writing on behalf of my child, [Student’s Name], who resides in Room No. [Room Number] of your hostel. Due to [reason, e.g., completion of studies, relocation, or personal circumstances], we have decided that our child must vacate the hostel permanently. We kindly request your approval to complete the process by [date, e.g., 20th May 2025].

We have ensured that all pending dues are cleared and our child will leave the room properly. Please let us know if any additional formalities or documents are required, and we will ensure they are promptly addressed.

We appreciate the care and support the hostel provided during our child’s stay, and thank you for facilitating a comfortable and secure environment.

Please feel free to contact me if you require any further details.

Best regards,

[Parent’s Name]

[Relationship to Student, e.g., Father/Mother]

[Contact Information: Email Address and Phone Number]

Sample 7: hostel leave application for two days

Subject: Request for Leave from Hostel for Two Days

Dear [Hostel Warden’s Name],

I am writing to request leave from the hostel for two days, from 10 April 2025 to 11 April 2025, due to [reason, e.g., a family function, personal matters, or health reasons]. I will return to the hostel on 12 April 2025.

Additionally, I assure you that I will follow all necessary hostel rules during this time and will ensure my prompt return. Kindly let me know if any additional formalities or information are required.

Thank you for your understanding and approval.

Best regards,

Nisha Patel

Room No: 207

Sample 8: hostel leave application in hindi 

प्रिय [हॉस्टल वार्डन/प्रबंधक का नाम],

विषय: छुट्टी के लिए आवेदन पत्र

सादर प्रणाम,

मैं [आपका नाम], [कक्षा और सेक्शन] का छात्र/छात्रा, हॉस्टल के [कमरा संख्या] में निवास करता/करती हूं। मैं आपसे [छुट्टी की तारीख] से [छुट्टी की अंतिम तारीख] तक हॉस्टल से छुट्टी लेने की अनुमति मांगना चाहता/चाहती हूं।

छुट्टी का कारण यह है कि [छुट्टी लेने का कारण विस्तार से बताएं, जैसे कि पारिवारिक समारोह, मेडिकल इश्यू, या कोई अन्य वैध कारण]। मैंने अपने सभी अकादमिक कार्यों और असाइनमेंट्स को पूरा कर लिया है और मेरे अनुपस्थिति में किसी भी अकादमिक कार्यक्रम में कोई व्यवधान नहीं होगा।

मैं आपसे अनुरोध करता/करती हूं कि मेरे इस आवेदन को स्वीकार करते हुए मुझे उपरोक्त तारीखों के लिए छुट्टी प्रदान की जाए। मैं आपका आभारी रहूंगा/रहूंगी।

मैं आपको आश्वासन देता/देती हूं कि मैं छुट्टी समाप्त होने के बाद तत्काल हॉस्टल में वापस आ जाऊंगा/जाऊंगी और अपने अकादमिक और हॉस्टल संबंधित दायित्वों को बिना किसी व्यवधान के निभाऊंगा/निभाऊंगी।

कृपया मेरे इस आवेदन को स्वीकार करने की कृपा करें। मैं आपके सकारात्मक उत्तर की प्रतीक्षा में हूं।

धन्यवाद,

FAQS on Hostel leave application

What if I need to extend my leave unexpectedly?

Inform the warden immediately by phone or email with a valid reason. Submit a formal extension request as soon as possible.

What if my leave request is denied?

Request a meeting with the warden to discuss the denial. Provide more information or adjust dates if needed. If unresolved, escalate to hostel administration.

Do I need parental consent for hostel leave?

If you're under 18, you may need parental consent, usually provided through a signed letter or email, submitted with your leave application.

Do I need to apply for leave during scheduled vacations?

Yes, it's advisable to submit a leave application even during vacations to inform the hostel of your absence.

How will I know if my leave is approved?

You'll receive approval via email, a signed document, or an update on the hostel’s portal. Follow up if you don’t hear back promptly.

Can I leave before getting approval?

No, leaving without approval can result in disciplinary action. Wait for confirmation before leaving.

Will my room be reassigned if I take long leave?

Room policies vary. Short-term leaves usually hold your room, but for long leaves, the hostel may reassign it temporarily. Discuss with the warden.

Are there penalties for returning late?

Returning late without approval may lead to fines or disciplinary action. Always notify the warden if you need an extension.

Other hostel formats

• Hostel allotment application
• Hostel vacating letter