Last updated: November 3, 2026
A leave application is a short written request to your manager, principal or teacher to allow you to stay away from work or school for one or more days. In Pakistan, an office will often ask for it in writing even for a single day, and schools want it from the parent. A clear leave application format makes your request easy to approve. This guide explains how to write a leave application, gives eight ready samples (casual, sick, emergency, marriage, half-day, extension, school and email), and lists the mistakes that get a request rejected.
What to Include in a Leave Application
Every good leave application has the same six parts. Keep it to one page, and use polite, simple English.
- Date at the top.
- To: the name and designation of the person who approves your leave.
- Subject: a one-line summary, for example “Application for sick leave from 5 to 7 November 2026”.
- Salutation: “Dear Sir/Madam” or “Respected Sir/Madam”.
- Body: the reason, the exact dates and what will happen to your work.
- Closing: “Yours sincerely” or “Yours obediently”, your name, designation and employee ID or class.
Leave Application Format
Date: [date]
To: [Manager’s name], [Designation], [Company / Institution]
Subject: Application for [type of] leave from [start date] to [end date]
Dear Sir/Madam,
I am writing to request [number] days of [type of] leave from [start date] to [end date] because [short reason]. I will [how your work will be covered or finished]. I will return to work on [return date].
Kindly approve my leave. I will be thankful to you.
Yours sincerely,
[Name]
[Designation / Employee ID]
[Mobile number]
Sample 1: Casual Leave Application for Office
Subject: Application for casual leave on 10 November 2026
Dear Sir,
I request you to grant me one day of casual leave on 10 November 2026 because of an urgent personal matter. I have handed over my pending tasks to my colleague, [Name], and I will be available on my mobile if anything is urgent. I will join my duty on 11 November 2026.
Kindly approve my leave.
Yours sincerely,
[Name], [Designation]
Sample 2: Sick Leave Application
Subject: Application for sick leave from 5 to 7 November 2026
Dear Madam,
I am suffering from fever and weakness, and my doctor has advised me to rest for three days. I therefore request sick leave from 5 to 7 November 2026. I have attached my medical certificate with this application. I will resume duty on 8 November 2026.
Yours obediently,
[Name], [Designation]
Attach the doctor’s note or prescription if the leave is more than one or two days. Many offices ask for it. Check your company’s leave policy for the exact rule.
Sample 3: Emergency Leave Application
Subject: Application for emergency leave from 12 to 14 November 2026
Dear Sir,
Due to a family emergency, I need to travel to my hometown immediately. I request you to grant me leave from 12 to 14 November 2026. I apologise for the short notice. I will complete my urgent work remotely where possible and will report back on 15 November 2026.
Yours sincerely,
[Name], [Designation]
In a real emergency, call or message your manager first and send the written application after. Do not give personal details if you do not want to; “family emergency” is enough.
Sample 4: Leave Application for Marriage
Subject: Application for leave for marriage from 20 to 27 November 2026
Dear Sir,
I am getting married on 22 November 2026, and I request you to grant me leave from 20 to 27 November 2026. I have informed my team about my pending tasks and will complete handover before 19 November. I will resume duty on 28 November 2026.
Yours sincerely,
[Name], [Designation]
Apply well in advance for long leave. Check whether your company has a separate marriage leave policy.
Sample 5: Half-Day or Short Leave Application
Subject: Application for half-day leave on 9 November 2026
Dear Sir,
I request you to allow me to leave the office at 1:00 pm on 9 November 2026 for a medical appointment. I will complete my assigned work before I leave.
Yours sincerely,
[Name], [Designation]
Sample 6: Leave Extension Application
Subject: Request for extension of leave till 12 November 2026
Dear Madam,
I was granted leave from 5 to 8 November 2026 for medical reasons. As I have not recovered fully, my doctor has advised two more days of rest. I therefore request you to extend my leave till 12 November 2026. A medical certificate is attached. I will join on 13 November 2026.
Yours obediently,
[Name], [Designation]
Sample 7: Leave Application for School (from a Parent)
Date: [date]
To: The Principal, [School name]
Subject: Application for leave for my son/daughter
Respected Sir/Madam,
My son/daughter, [Name], a student of class [class], section [section], is unwell and cannot attend school from 5 to 6 November 2026. Kindly grant leave for these two days. I will be thankful to you.
Yours obediently,
[Parent’s name]
[Mobile number]
Sample 8: Leave Application by Email
Most companies now accept leave requests by email. Keep the subject clear and the message short.
Subject: Leave request: 10 November 2026 (Casual leave)
Dear [Manager’s name],
I would like to request one day of casual leave on 10 November 2026 for a personal matter. My pending tasks are up to date, and [colleague’s name] will cover anything urgent. Please let me know if you need anything from me before then.
Thank you,
[Name]
[Designation] | [Mobile number]
Common Types of Leave
The names and the number of days differ from company to company, so always check your offer letter or HR policy. These are the types most workplaces use:
- Casual leave: short leave for personal work, usually one or two days.
- Sick leave: leave because of illness or injury, often with a doctor’s note.
- Annual (earned) leave: paid leave you build up during the year, used for holidays or longer breaks.
- Maternity or paternity leave: leave around the birth of a child. Ask HR for the exact rules.
- Unpaid leave: leave without salary, used when you have no leave balance left.
Write the type of leave in the subject line so that the manager and HR can record it correctly.
What to Do After You Send the Application
- Wait for a reply. Do not assume that silence means approval.
- If your manager approves it verbally, ask for a short email confirmation for your record.
- Finish or hand over urgent work before you go, and write down who is covering for you.
- Keep your phone reachable for a real emergency at work, if you can.
- When you return, thank your manager and update the team on anything you missed.
Leave Application Words and Phrases You Can Use
- “I request you to grant me leave from … to …”
- “I would be grateful if you could approve my leave.”
- “I will resume my duty on …”
- “I have attached a medical certificate for your reference.”
- “I apologise for the short notice.”
Simple phrases like these are better than difficult words. If your English is weak, write short sentences, read them aloud once and fix any mistakes before you send.
Tips for Writing a Good Leave Application
- Apply early. For planned leave, submit the application at least a few days before. Late requests are the ones most often refused.
- Give exact dates and the date you will return.
- Keep the reason short and honest. One line is enough. Do not invent a medical reason.
- Say how your work will be covered. It shows you are responsible.
- Attach proof when needed, such as a medical certificate.
- Keep a copy and, for emails, keep the reply that approves it.
Common Mistakes
- No dates, or only “a few days”.
- A very long story about the problem.
- Wrong person in the “To” line. Send it to the one who approves leave.
- Taking leave before it is approved.
- Spelling and grammar mistakes in the subject line.
Related Letters You May Need
Writing for a job? See our guides on the job application letter, the joining letter format, the resignation letter format and the experience certificate format. You can also use our Application Letter Generator to draft a letter quickly.
Frequently Asked Questions
What is the correct format of a leave application?
Date, To, Subject, Salutation, Body (reason, dates, work cover) and Closing with your name and designation. Keep it to one short page.
How do I write a leave application for one day?
State the date, give a one-line reason, mention who will cover your work, and say that you will return the next working day. See Sample 1.
Do I need a medical certificate for sick leave?
For one day, many offices accept a simple application. For longer sick leave, attach the doctor’s note. Follow your company’s policy.
Can I send a leave application by email or WhatsApp?
Email is accepted in most companies. WhatsApp is fine only if your manager says so. For official records, follow up with an email.
Who should I address the application to?
The person who approves your leave: your manager, department head or HR. In school, it is the principal.
Final Words
A leave application should be short, polite and clear: dates, reason and work cover. Copy the sample that fits your situation, change the details and send it early. For more letters, CV help and interview tips, see our Career Tips page.
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