Leave Application Format for Office (with Examples)

A good leave application is short, clear and gives your manager exactly what they need to approve it: the type of leave, the dates, and a brief reason. Here's the standard format and a few examples you can adapt.

The standard format

• Date of the application
• Recipient — your manager or HR, and the company name
• A clear subject line stating the type of leave
• The exact dates (from / to) and number of days
• A short, honest reason
• Optional: an offer to hand over work and a contact number
• A polite request for approval, then your name and designation

Example: sick leave

"I am writing to request sick leave from 14 June to 16 June 2026 (3 days). I am suffering from a fever and have been advised rest by my doctor. I will ensure urgent matters are covered in my absence and can be reached by phone if needed. Kindly approve my leave for these dates."

Example: annual / vacation leave

"I would like to request annual leave from 1 July to 10 July 2026 (10 days) for a family trip. I will complete my pending tasks and hand over ongoing work to my colleague before I leave. I would be grateful for your approval."

Tips that get leave approved faster

• Apply early for planned leave — give as much notice as your policy requires
• Keep the reason brief and honest; you don't need to over-explain
• Offer a handover for longer absences so work isn't disrupted
• Match the dates exactly to what you intend to take

Generate your leave application

Our free leave application generator covers sick, casual, annual, emergency and maternity leave, with the right format for the office or school — fill the form and download a clean PDF in minutes.