How to Write a Leave Letter: 20 Formats & Templates

How to Write a Leave Letter: 20 Formats & Templates for Every Situation

Knowing how to write a leave letter is essential for every employee and student. Whether you need time off for illness, vacation, family emergencies, or personal reasons, a well-written leave letter ensures your request is processed smoothly and professionally.

The proper leave letter format increases your chances of approval and demonstrates professionalism and respect for workplace policies. This comprehensive guide will cover everything you need to know about writing effective leave letters with 20 ready-to-use templates.

ESSENTIAL LEAVE LETTER FORMAT STRUCTURE

Standard Leave Letter Format Components:

1. Date: Current date of writing the letter
2. Recipient Details: Manager's name, designation, and company
3. Subject Line: Clear and specific subject
4. Salutation: Formal greeting (Dear Sir/Madam)
5. Body Paragraph 1: Purpose and reason for leave
6. Body Paragraph 2: Duration and specific dates
7. Body Paragraph 3: Work coverage and contact info
8. Closing: Professional sign-off
9. Signature: Your name and employee ID

BASIC LEAVE LETTER FORMAT TEMPLATE

Date: [Current Date]

To: [Manager's Name]

Subject: Leave Application for [Reason]

Dear [Sir/Madam/Manager's Name],

I am writing to formally request leave from work due to [reason for leave]. [Briefly explain the situation requiring leave].

I want to request leave from [start date] to [end date], totaling [number] days. I plan to resume work on [return date].

I have arranged for [colleague's name] to handle my responsibilities during my absence. All urgent tasks will be completed before my leave begins, and I will be available via phone or email for any emergencies.

Thank you for considering my request. I look forward to your approval.

Yours sincerely,

[Your Name]

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20 LEAVE LETTER FORMATS FOR DIFFERENT SITUATIONS

1. Sick Leave Letter Format

Use this format when you're ill and unable to work. Medical certificates may be required for extended sick leave.

Date: [Current Date]

To: The HR Manager

Subject: Sick Leave Application

Dear Sir/Madam,

I am writing to inform you that I am suffering from [illness/fever/flu] and cannot attend work. My doctor has advised me to rest completely for a few days.

I request that you grant me sick leave for [number] days from [start date] to [end date]. After I complete my recovery, I will resume work on [return date].

I am attaching my medical certificate for your reference. During my absence, [colleague's name] will handle urgent matters, and I will be available on the phone for any critical issues.

Thank you for your understanding.

Yours faithfully,

[Your Name]

Attachment: Medical Certificate

2. Annual Leave/Vacation Letter Format

Perfect for planned vacations and annual leave requests that require advance approval.

Date: [Current Date]

To: [Manager's Name]

Subject: Annual Leave Application

Dear [Manager's Name],

I want to request annual leave for [number] days to spend quality time with my family and recharge for better productivity.

I am planning to take leave from [start date] to [end date] and will resume work on [return date]. This leave will be adjusted against my annual leave balance.

I have coordinated with my team to ensure all projects are on track. [Colleague's name] will oversee my responsibilities during this period. All pending work will be completed before my departure.

I request your approval for this annual leave. Please let me know if you need any additional information.

Thank you for your consideration.

Best regards, [Your Name]

3. Emergency Leave Letter Format

For sudden family emergencies or unexpected situations requiring immediate time off.

Date: [Current Date]

To: [Manager's Name]

Subject: Emergency Leave Application

Dear [Manager's Name],

I am writing to request emergency leave due to a sudden family crisis. My [family member] has been hospitalized, and I need to be with them immediately.

Due to the urgent nature of this situation, I need to take leave starting from [date] for approximately [number] days. I will keep you updated about my return date as the situation develops.

I have briefed [colleague's name] about my ongoing projects and urgent deadlines. I will be available on the phone for critical matters requiring immediate attention.

I apologize for the short notice and appreciate your understanding during this difficult time.

Yours sincerely,

[Your Name]

4. Maternity Leave Letter Format

This is for expecting mothers who need extended time off before and after childbirth.

Date: [Current Date]

To: The HR Department

[Company Name]

Subject: Maternity Leave Application

Dear Sir/Madam,

I am writing to formally request maternity leave as I am expecting my baby in [month/year]. As per company policy and medical advice, I would like to take advantage of maternity benefits.

My expected delivery date is [date], and I would like to start my maternity leave from [start date]. According to company policy, I am entitled to [number] weeks/months of maternity leave.

I plan to return to work on [tentative return date] but will confirm the exact date closer to my return. I have discussed the transition of my responsibilities with [colleague's name] and [manager's name].

I am attaching the required medical certificates and documents for processing my maternity leave. Please let me know if any additional documentation is needed.

I appreciate your support during this critical time.

Yours sincerely,

[Your Name]

Attachments: Medical Certificate, Maternity Leave Form

5. Casual Leave Letter Format

This is for short-term personal needs and routine activities that require time off.

Date: [Current Date]

To: [Manager's Name]

Subject: Casual Leave Application

Dear [Manager's Name],

I am writing to request casual leave for [number] day(s) on [date(s)] due to personal reasons that require my immediate attention.

I must [brief reason - personal work/family function/urgent appointment]. This leave will be adjusted against my casual leave balance for this year.

I have completed all my urgent tasks and informed [colleague's name] about any pending work. I will be available by phone if any urgent matter arises.

I request your approval for this casual leave and assure you I will resume work with complete dedication.

Thank you for your consideration.

Yours respectfully,

[Your Name]

6. Study Leave Letter Format

This is for employees pursuing higher education or professional certification courses.

Date: [Current Date]

To: The HR Manager

Subject: Study Leave Application

Dear Sir/Madam,

I request study leave to pursue [course name/degree] from [institution name]. This educational qualification will enhance my skills and contribute to my professional growth within the company.

The course duration is [duration] from [start date] to [end date]. I request study leave for this period to focus on my studies and complete the program.

This qualification will benefit my current role and enable me to contribute more effectively to company projects. I am committed to returning to work and applying my newly acquired skills.

I have discussed this with my immediate supervisor and arranged for a proper handover of my responsibilities. I am willing to assist in training my temporary replacement if needed.

Please consider my study leave request.

Yours sincerely,

[Your Name]

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7. Marriage Leave Letter Format

This is for employees getting married and needing time off for wedding ceremonies and related activities.

Date: [Current Date]

To: [Manager's Name]

[Department]

Subject: Marriage Leave Application

Dear [Manager's Name],

I am pleased to inform you about my upcoming marriage, which is scheduled for [wedding date]. I request marriage leave to celebrate this special occasion with family and friends.

I request leave from [start date] to [end date], totaling [number] days. This includes pre-wedding preparations and post-wedding ceremonies, as per our family traditions.

I have planned my work schedule to ensure all projects are completed before my leave. [Colleague's name] will handle any urgent matters during my absence, and I have briefed them about ongoing tasks.

I would appreciate your approval of my marriage leave request. I look forward to sharing this joyous occasion and returning to work with renewed energy.

Thank you for your understanding and support.

Warm regards,

[Your Name]

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8. Bereavement Leave Letter Format

For time off following the death of a family member or close relative.

Date: [Current Date]

To: The HR Department

Subject: Bereavement Leave Application

Dear Sir/Madam,

I am writing to inform you about the sad demise of my [relationship - father/mother/spouse/etc.] on [date]. Due to this unfortunate event, I must take leave to attend the funeral and complete the necessary arrangements.

I request bereavement leave for [number] days from [start date] to [end date]. This will allow me time to be with my family during this challenging period and complete all funeral arrangements.

I have informed [colleague's name] about my urgent projects, and they will handle any immediate requirements. I will be available on the phone for any critical matters if needed.

I would appreciate your understanding and approval during this challenging time for my family.

Thank you for your compassion.

Yours sincerely,

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LEAVE LETTER FORMAT FOR STUDENTS

9. School Leave Letter Format

This is for students who must miss school due to illness, family functions, or other valid reasons.

Date: [Current Date]

To: The Principal

Subject: Leave Application for [Student's Name]

Respected Sir/Madam,

I am writing this letter to request leave for my child, [Student's Name], who is studying in [Class/Grade] [Section], Roll Number [Number].

[Student's Name] needs to be absent from school on [date(s)] due to [reason - illness/family function/urgent travel]. We ensure that this absence is necessary and unavoidable.

We request that you kindly grant leave for the mentioned period. [Student's Name] will catch up on missed lessons and complete any assignments given during the absence.

We have attached [medical certificate/supporting documents] for your reference. Please approve this leave application.

Thank you for your consideration.

Yours faithfully,

[Parent's Name]

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10. College Leave Letter Format

This is for college students requesting leave from classes for various academic or personal reasons.

Date: [Current Date]

To: [Professor's Name/Dean]

Subject: Leave Application

Respected Sir/Madam,

I am [Your Name], a student of [Course Name], [Year/Semester], Roll Number [Number]. I am writing to request leave from college due to [reason for leave].

I need to be absent from [start date] to [end date] for [specific reason - medical treatment/family emergency/internship]. This absence is essential and unavoidable.

I understand the importance of regular attendance and will catch up on all missed lectures, assignments, and coursework. I will coordinate with my classmates for notes and updates.

I appreciate your kind approval for this leave.

Thank you for your consideration.

Yours respectfully,

[Your Name]

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11. Email Leave Letter Format

The modern format for quick digital submission via email systems.

Subject: Leave Application - [Your Name] - [Dates]

Dear [Manager's Name],

I hope this email finds you well. I am writing to request leave from work due to [reason] formally.

Leave Details:

• • Start Date: [Date]
• • End Date: [Date]
• • Total Days: [Number]
• • Reason: [Brief explanation]

I have ensured all urgent tasks are completed and have briefed [colleague's name] about ongoing projects. I will be available via phone for any emergencies.

I am attaching [medical certificate/supporting documents] if applicable.

I would appreciate your approval for this leave request.

Best regards,

[Your Name]

12. WhatsApp/SMS Leave Format

This is for urgent situations requiring immediate notification via mobile messaging.

Hi [Manager's Name],

I need to take emergency leave today due to [brief reason]. Unable to come to office.

Leave: [Date] to [Date]

Reason: [Family emergency/illness/urgent matter]

[Colleague's name] is informed about urgent tasks. I will submit a formal application tomorrow.

Available on the phone for emergencies.

Thanks,

[Your Name]

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SPECIALIZED LEAVE LETTER FORMATS

13. Medical Leave Letter Format

For extended medical treatment or severe health conditions requiring doctor supervision.

Date: [Current Date]

To: The Medical Leave Committee

Subject: Medical Leave Application

Dear Committee Members,

I am writing to request medical leave due to a serious health condition that requires extended treatment and recovery time.

Medical Details:

• • Condition: [General description without private details]
• • Treatment Duration: [Doctor's estimated timeline]
• • Requested Leave: [Start date] to [Estimated end date]
• • Attending Physician: Dr. [Name], [Hospital/Clinic]

My doctor has advised complete rest and regular medical supervision during this period. I am attaching the medical certificate and treatment plan for your review.

I understand the company's medical leave policy and am prepared to provide additional documentation as required. I will keep HR updated about my recovery progress.

I hope for your understanding and approval of this medical leave request.

Yours sincerely, [Medical Insurance Details if applicable]

Attachments: Medical Certificate, Treatment Plan

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14. Paternity Leave Letter Format

For new fathers requesting time off to support family during childbirth and early childcare.

Date: [Current Date]

To: The HR Manager

[Company Name]

Subject: Paternity Leave Application

Dear Sir/Madam,

I am writing to request paternity leave as my wife is expecting our baby in [month/year]. I want to take advantage of the paternity leave benefits per company policy.

The expected delivery date is [date], and I would like to take paternity leave from [start date] for [duration as per policy - typically 1-2 weeks].

This time will allow me to support my wife during delivery and help with initial childcare responsibilities. This aligns with the company's family-friendly policies.

I have discussed my responsibilities with [colleague's name] and ensured proper handover of urgent projects. I will be available for any critical matters if needed.

Please approve my paternity leave request and let me know if any additional documentation is required.

I appreciate your support.

Yours faithfully,

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15. Sabbatical Leave Letter Format

For extended leave periods for personal development, research, or sabbatical purposes.

Date: [Current Date]

To: [Senior Manager/HR Director]

Subject: Sabbatical Leave Application

Dear [Name],

I am writing to formally request a sabbatical leave for [duration] starting from [date]. This sabbatical will allow me to [purpose - pursue research/personal development/travel/family care].

Sabbatical Details:

• • Duration: [Number] months/years
• • Start Date: [Date]
• • Purpose: [Detailed explanation of sabbatical goals]
• • Expected Return: [Date]

This sabbatical will contribute to my professional growth and enable me to return with enhanced skills and fresh perspectives that will benefit the company. I am committed to returning to my Position after the sabbatical period.

I propose the following transition plan:

• • Complete handover of all projects by [date]
• • Train [colleague's name] on critical processes
• • Remain available for consultation during the first month if needed

I understand this is a significant request and am open to discussing terms and conditions for this sabbatical arrangement.

Thank you for considering my request.

Yours respectfully,

[Your Name]

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INDUSTRY-SPECIFIC LEAVE LETTER FORMATS

16. Healthcare Worker Leave Format

Date: [Current Date]

To: The Chief Nursing Officer

[Hospital Name]

Subject: Medical Leave Application

Dear Sir/Madam,

I am [Your Name], working as [Position] in [Department]. I am requesting medical leave due to [health condition], which prevents me from safely performing my healthcare duties.

Given the critical nature of healthcare work, I believe it's essential to recover completely before returning to patient care. My condition could potentially compromise patient safety if I continue working.

Leave requested: [Start date] to [Estimated end date]

Medical clearance will be provided before returning to duty.

I coordinated with [supervisor's name] for shift coverage and continuity of patient care. The emergency contact is [number].

Thank you for prioritizing both patient and staff safety.

Yours sincerely,

[Your Name]

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17. Teacher Leave Letter Format

Date: [Current Date]

To: The Principal

Subject: Leave Application - [Your Name]

Respected Sir/Madam,

I am [Your Name], teaching [Subject] to [Classes]. I need to request leave from [start date] to [end date] due to [reason].

I have prepared detailed lesson plans for the substitute teacher and arranged for the following:

• • Complete syllabus coverage during absence
• • Assignment schedules for students
• • Examination preparation materials
• • Contact information for urgent academic matters

I will ensure no disruption to students' learning and catch up on any missed curriculum upon return.

Thank you for your consideration.

Yours faithfully,

[Your Name]

18. Government Employee Leave Format

Date: [Current Date]

To: [Officer In-Charge]

Subject: Application for [Type] Leave

Respected Sir/Madam,

I am [Your Name], working as [Designation] in [Department/Section]. I submit this application for [Type of leave] under [relevant government rule/provision].

Details:

• • Leave Type: [Earned Leave/Casual Leave/Medical Leave]
• • Duration: [Start date] to [End date]
• • Total Days: [Number]
• • Reason: [As per government guidelines]

I have [available leave balance] in my account. All pending files have been disposed of, and urgent matters have been briefed to [colleague's name].

I request approval as per government service rules.

Yours obediently,

[Your Name]

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MODERN LEAVE MANAGEMENT CONSIDERATIONS

19. Remote Work Leave Format

This is for employees working from home who need time off from remote duties.

Date: [Current Date]

To: [Manager's Name]

Subject: Work From Home Leave Request

Dear [Manager's Name],

As a remote team member, I request leave from my work-from-home duties due to [reason - personal emergency/illness/family matter].

While I typically work from home, my current situation prevents me from maintaining the productivity and focus required for quality work delivery.

Leave Details:

• • Dates: [Start] to [End]
• • Reason: [Brief explanation]
• • Work Status: All projects updated in [project management tool]
• • Emergency Contact: [Phone number]

I will ensure all ongoing tasks are appropriately documented and accessible to team members through our shared platforms.

Thank you for understanding.

Best regards,

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20. Flexible Work Arrangement Format

For requesting modified work schedules instead of complete leave.

Date: [Current Date]

To: [Manager's Name]

Subject: Flexible Work Arrangement Request

Dear [Manager's Name],

I request a temporary, flexible work arrangement instead of taking complete leave. Due to [situation], I need modified working hours while maintaining my productivity.

Proposed Arrangement:

• • Duration: [Start date] to [End date]
• • Modified Schedule: [Details of proposed timing]
• • Work Coverage: [How tasks will be managed]
• • Availability: [When you can be reached]

This arrangement will allow me to handle [personal situation] while contributing to team objectives. This approach benefits both personal needs and company requirements.

I'm open to discussing adjustments to make this arrangement work effectively.

Thank you for considering this flexible solution.

Yours sincerely,

LEAVE LETTER FORMAT BEST PRACTICES

Dos for Perfect Leave Letter Format:

• • Use Official Format: Follow your organization's standard leave letter format
• • Be Professional: Maintain a formal tone and proper language
• • Provide Details: Include specific dates, duration, and clear reasons
• • Plan Coverage: Arrange work coverage and mention it in the letter
• • Submit Early: Give adequate advance notice when possible
• • Include Documents: Attach medical certificates or supporting documents
• • Stay Available: Provide emergency contact information
• • Follow Up: Confirm receipt and approval status

DON'Ts for Leave Letter Format:

• • Don't Be Vague: Avoid unclear dates or indefinite leave periods
• • Don't Overshare: Keep personal details brief and relevant
• • Don't Ignore Policies: Follow company leave policies and procedures
• • Don't Submit Late: Avoid last-minute requests for non-emergency situations
• • Don't Forget Attachments: Include required supporting documents
• • Don't Use Informal Language: Avoid casual tone or slang
• • Don't Neglect Work: Always arrange proper work coverage

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FREQUENTLY ASKED QUESTIONS ABOUT LEAVE LETTER FORMAT

Q: What is the standard leave letter format for office use?

A: The standard office leave letter format includes: Date, Recipient details, Subject line, Formal salutation, Body paragraphs explaining reason and duration, Work coverage arrangement, Professional closing, and Signature with employee ID.

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

A: For planned leave, submit 2-4 weeks in advance. For sick leave, submit as soon as possible (same day if emergency). For extended leave like maternity/study leave, submit 2-3 months early.

Q: What documents should I attach with my leave letter?

A: Attach medical certificates for sick leave, course admission proof for study leave, wedding invitation for marriage leave, or any supporting documents that validate your leave reason.

Q: Can I submit my leave letter via email?

A: Yes, most companies accept email submissions. Use a clear subject line, follow the same format structure, and attach supporting documents. Confirm receipt with your manager.

Q: What if my leave gets extended beyond the original dates?

A: Contact your manager immediately, explain the situation, provide a new expected return date, submit additional documentation if required, and update your leave application formally.

Q: How do I write a leave letter for emergencies?

A: For emergencies, briefly explain the urgent situation, mention you'll provide details later, give approximate duration, arrange immediate work coverage, and provide an emergency contact number.

Q: What's the difference between casual leave and sick leave format?

A: Casual leave format mentions personal reasons without requiring detailed explanations or medical certificates. The sick leave format specifically mentions illness, requires medical certificates for extended periods, and emphasizes health recovery.

Q: Should I mention my leave balance in the letter?

A: Mentioning the available leave balance shows you know your entitlements and helps HR process your request efficiently. Include phrases like "to be adjusted against my annual leave balance."

LEAVE LETTER FORMAT FOR DIFFERENT INDUSTRIES

Industry-Specific Considerations:

• • Healthcare: Emphasize patient safety and shift coverage
• • Education: Include lesson plans and substitute arrangements
• • Manufacturing: Consider production schedules and safety protocols
• • IT/Software: Mention project deadlines and code handover
• • Government: Follow specific rules and cite relevant provisions
• • Banking: Consider audit schedules and financial deadlines
• • Retail: Account for peak seasons and customer service coverage

CONCLUSION: MASTERING LEAVE LETTER FORMAT

Writing an effective leave letter using the proper format is crucial for maintaining professional relationships and ensuring your time off requests are approved smoothly. The key to success is clear communication, planning, and following your organization's guidelines.

Whether you need a simple sick leave format or a complex sabbatical leave letter, the templates and guidelines provided in this comprehensive guide will help you craft professional applications for any situation. Remember that a well-formatted leave letter increases your chances of approval and demonstrates respect for workplace policies and consideration for your colleagues.

Key takeaways for perfect leave letter format:

• • Always use formal, professional language and tone
• • Include specific dates, duration, and clear reasoning
• • Arrange proper work coverage and mention it in your letter
• • Submit applications with adequate advance notice when possible
• • Attach supporting documents as required by company policy
• • Follow up to ensure your application is received and processed

By mastering these leave letter formats and following the best practices outlined in this guide, you'll be well-equipped to handle any leave request professionally and effectively. Customize each template according to your specific situation and follow your organization's leave policies and procedures.