Application for Leave (Sick/Personal) :
Formal communication is a vital part of professional and academic life. One of the most common types of formal communication is a leave application. Whether you’re a student, an employee, or working in any professional field, knowing how to request leave properly reflects your professionalism, discipline, and clarity in communication.
Two commonly used types of leave applications are sick leave and personal leave. Understanding when and how to write these correctly helps ensure a smooth approval process and maintains a positive relationship with your supervisor or institution.
1. Sick Leave Application
A sick leave application is written when you are unwell and unable to attend work, classes, or responsibilities. This type of application is necessary to notify your employer, teacher, or head of department about your health condition and request time off for recovery.
Sick leave is typically granted for:
Fever, cold, flu, or other illnesses
Doctor’s appointments
Hospitalization or surgery
Recovery time after illness
Including details like the duration of leave and, if required, attaching a medical certificate or doctor’s note helps verify the need for absence. Always keep the tone respectful and professional, even if you’re writing the application in a hurry.
2. Personal Leave Application
A personal leave application is written when you need time off for non-medical reasons. Personal leave may be planned or sudden, depending on the situation. The reasons for personal leave might include:
Attending a family function or religious ceremony
Managing urgent household or legal matters
Traveling due to family responsibilities
Mental wellness or personal rest
It is advisable to give prior notice when applying for personal leave so that arrangements can be made in your absence. A brief and polite explanation in the letter is sufficient. Avoid disclosing unnecessary personal information.
Structure of a Leave Application
To maintain professionalism and clarity, every leave application should follow this standard structure:
Sender’s Details
Include your name, role, department or class, and official contact details if required. This helps the recipient identify the applicant clearly.
Date
Mention the current date when you are writing the application. This is essential for official records and timelines.
Receiver’s Details
Address the application to the concerned authority, such as the manager, principal, supervisor, or administrator, depending on your organization or institution.
Subject Line
A short and clear subject line is important to immediately convey the purpose of the application.
Examples:
Subject: Application for Sick Leave from [start date] to [end date]
Subject: Request for Personal Leave on [specific date]
Salutation
Use a respectful salutation such as:
Respected Sir/Madam
Dear Sir/Madam
Avoid casual greetings in formal letters.
Body of the Letter
The body should consist of three logical parts:
Opening Paragraph – Introduce yourself and state the reason for the leave.
Middle Paragraph – Provide the necessary duration, reason in brief, and any supporting documents like a medical note (if applicable).
Closing Paragraph – Request approval, offer to provide further information if needed, and assure cooperation.
Complimentary Close
Use a formal closing such as:
Yours sincerely
Thanking you
Yours faithfully
Below the closing, mention your full name, role, and department if needed.
Tips for Effective Leave Applications
Be honest and specific about the reason and duration.
Use clear and simple language.
Submit the application in advance if possible.
Keep the tone polite and professional.
Follow your organization’s leave policy or rules.
Always proofread before submitting.
Demo Template for Leave Application
Here is a sample template you can use or adapt for both sick leave and personal leave:
To,
The [Designation]
[Department/Organization Name]
[City/Location]
Date: [DD/MM/YYYY]
Subject: Application for [Sick/Personal] Leave from [Start Date] to [End Date]
Respected Sir/Madam,
I am writing to request [sick/personal] leave for [number of days] starting from [start date] to [end date]. The reason for this leave is [mention reason briefly, e.g., illness, personal commitment, etc.]. I kindly request you to consider my situation and grant me leave for the mentioned period.
If required, I am ready to provide any supporting documents or complete any pending work after resuming. I shall be grateful for your kind consideration.
Thanking you,
Yours sincerely,
[Your Full Name]
[Your Designation/Class/Department]