Leave Application Letter Format
Apply for leave in writing to your manager with the dates, type of leave, reason and handover arrangements.
What it is
A leave application is an employee's written request for time off. Even where leave is applied for on an HR system, a short letter or e-mail is useful for longer absences, medical leave or leave that needs special approval. It states the type of leave, the dates, the reason, who will handle the work, and how the employee can be reached.
When it is used
- Planned annual or earned leave.
- Sick leave, with a medical certificate where the policy requires.
- Maternity, paternity or other parental leave.
- Leave for personal or family events.
What the template covers
- Employee name, ID, designation and department
- Addressed to the reporting manager
- Type of leave and from and to dates
- Reason or purpose
- Work handover
- Contact number during leave
Details you will need
The generator asks for the following. Fields marked with an asterisk in the form are required; the rest can be left blank and filled in later in Word.
Letter
Letter Date
Employee
Employee Name; Employee ID; Designation; Department
Addressed To
Reporting Manager Name; Manager's Designation; Company Name
Leave
Type of Leave; Leave From; Leave To; Reason / Purpose; Work Handover To; Contact Number During Leave
Stamp duty, registration and filing
Leave entitlements come from the employment terms, the State Shops and Establishments Act and the labour codes. Maternity benefit is governed by the Code on Social Security, 2020 (in force from 21 November 2025), which carries forward the earlier maternity benefit provisions. A leave application is a request; leave is availed once approved under the employer's policy.
Generate the Leave Application Letter
Fill in the form and download the draft as a Word file. It is a general template, not legal or professional advice; have it reviewed for your facts before you sign or rely on it.
Need this checked against your facts, or the registration or filing that follows (e.g. PF, ESI, TDS on salary)? Contact SKAG and Associates
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Frequently asked questions
How many days in advance should leave be applied for?
As the company policy says. Planned leave is usually applied for at least a week ahead; sick leave is intimated as soon as possible.
Is a medical certificate needed for sick leave?
Many employers ask for one when sick leave exceeds two or three days. Check your leave policy.
Can leave be refused?
An employer can refuse or reschedule leave for business reasons under its policy, but statutory leave such as maternity leave must be given.
This page gives general information for reference only. Laws, stamp duty rates and filing requirements change and differ between States, so confirm the current position for your case. Related: all document templates · free tax calculators · compliance calendar and guides.