The application for leave is a professional document written for the purpose of requesting a day off from college, office, university, or from a committed schedule at an organization.
Applications are an essential part of the professional work ethic as they formalize the request for leave from the institute. Leave applications are important; thus, every student or employee must follow the proper format to ensure that they deliver the message to the respective institute or organization properly. Therefore, every worker and student needs to be mindful when writing these leave applications.
The leave application for school, college, university, and work varies typically because of the difference in the position of the employee and student.
A common distinction between the two is that when a student makes a leave application, it usually addresses the principal, headmaster, or any senior supervisor of the institution. However, when an employee makes a leave application, they address it towards the manager, supervisor, or the employer at a higher position of the company’s hierarchy. Although, the main motive behind writing the application remains the same: taking a day off from school or work.
Therefore, regardless of whether you are a student or an employee, you need to write a leave application by being mindful of the right format. However, before writing it, you need to understand it from various aspects.
Definition of Leave Application
Every student or employee is obligated to notify the educational institute or company through a written application for taking a day off. You can define a leave application as;
a Leave letter which the employee or student writes to the institute/organization to apply for leave of absence from office, or from an educational institute for a defined period and explained reason.
A leave application is crucial because it provides an employee and student with a disciplined look and ensures that the offices don’t get you off the payroll or the educational institute does not mark you absent. It could seriously impact your impression, and if you are a student, you might fall short on the required attendance. Thus, it’s essential to make a leave application to seniors in charge.
Types of Applications for Leave
The first most important thing that you need to be clear of is the type of leave application that you are making. It is a part of the application’s subject to mention the reason for making the application and let your institution’s administrator know why you won’t be attending the next day/ days at school or work.
Thus, the first thing that is too clearly stated is not attending the work and study place. Some of the types that your leave application can fall under are as follows:-
#1 Casual leave application
Casual leave is one of the most common types of leaves. Typically, you state the reasons for not showing up, including various things like rest, family emergency, etc. Casual leaves need to be written appropriately so that it does not get rejected.
#2 Leave for wedding attendance
The next type of leave is to attend a wedding of family or friend. Both students and workers can take this type of leave from the institute.
#3 Leave application for school, college, and university
For students, this is the type of application they make when they don’t intend on or can’t show up at the educational institute the following day/ days. You can state the reasons for not coming in the body of the application.
#4 Leave application for offices
It is the type of leave that any employee makes to the workplace to convey that he won’t be coming to the offices for the state duration. Furthermore, you would have to mention the reason for not coming would also need to be in the body of the application letter.
#5 Sick Leave
Sick leave is a common type of leave application that both students and workers can make. Sick leave would generally consist of any medical evidence from the doctor or the hospital. Therefore, if you want a sick leave for a long duration, you would also have to provide adequate proof to ensure that it doesn’t get rejected in the end.
#6 Maternity or Paternity leave
The Maternity or Paternity leave is usually for employees; however, a university student can also apply. Many companies and organizations have articles of association for the matter stating that any worker is bound to avail of this vacation if they qualify. Thus, the company’s constitution usually has rules for its employees if they need leave.
#7 Half-day leave
Suppose you have something important to attend, whether a student or an employee, you can opt for this type of application. It will allow you to take a day off from the workplace after only spending half of the hours agreed upon under the contract. Students can get early from school, college or university when they present the application to the supervisors.
Your leave application would most likely fall under one of the above-stated types, and thus, you would have to be clear about the reasons behind the application.
Benefits of Writing a Leave Application
Writing a leave application comes with various benefits. Some of these include:-
#1 Informing the organization
Providing notice to the organization that you won’t make it for the stated period is beneficial on the employee’s behalf. For students, it lets the administration know they are missing out due to a genuine reason.
For both professional workers and students, one of the most important is a professional image. A leave application creates transparency between the administration and the student/employee. Furthermore, a manager would get the employee’s leave history and manage it according to the situation.
#3 Implement discipline
Writing a proper leave application to the institute creates discipline in the organization. Furthermore, it would also convey a professional image of the person to their respective institution.
#4 Managing the student/ employee record efficiently
The efficiency of the student record or employee record is an important thing that helps the institute decide various future matters. For students, absence without notice reduces their merit. Thus if they fall short of the attendance criteria, it would make it difficult for the student to show up during examinations.
For a worker, a leave application will make it easier for the monthly record by notifying the office payroll software, which maintains the records.
How to write a leave application?
#1 Leave Application for Employees:- Format
If you want to write the best leave application, you need to notice a few things. Various information and details often go unnoticed, but paying attention to it would significantly increase the odds of the application getting accepted. So a few important things to note are:-
- The first thing is to write the application in a very polite and respectful tone that represents you have a genuine reason for taking the leave
- Mention the purpose of taking the leave in a clear tone through the subject
- If you overwrite the application, it gives a bad image; thus, always ensure that you keep it brief, simple, and to the point
- Once you complete writing the application, always ensure you proofread and re-check the application for any typing errors or grammatical mistakes
- In the end, always ensure that you mention your address and the addresser’s destination
#2 Leave application for students:- Format
Here are certain things that you need to remember when writing a leave application for an educational institute; these include:-
- The subject of the application
- Reason for asking for leave
- Duration of the leave by stating the date to and from which you would like to be excused
- Mention the workload that would be interrupted by your absence
- The contact information like the cell phone number or the email address
- Your signature
Sample of Annual leave Application format
“Name of company,”
Subject: Application for “mention reason” (in this case, it would be an application for annual leave)
Dear Mr. John,
This application is to notify you that I intend to leave for a period (mention the duration). I have 20 days left in my annual leave allowance, and I would like to use that starting from the “mention date”.
I request you to grant me a leave of absence for 20 days. I have a family trip with my family for 20 days starting tomorrow “mention duration.”
I have already asked Brown to work on my behalf. We have been working together in the same team, and I will contact him if he needs my assistance. I have completed the majority of the work already, and Brown will oversee the rest
I will be handling all the designed tasks when I am back from the holidays
I appreciate your consideration.
Leave Application to the Educational institution
“Head of the institute.”
Subject: Sick Leave Application letter
With respect, I would mention that I am suffering from severe flu and cough for the past couple of days. The doctor has prescribed me proper bed rest for three days, and thus I won’t be able to attend college from “the date of making the application” to “the date of return.”
Kindly grant me an absence leave for three days. I will be thankful for this thoughtful gesture.
“Your full name”
“Your class and section”
“Your school roll number”.