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Free HR resource · Templates
A good leave application has five parts: a subject line naming the leave and dates, a greeting to your manager, the leave type with exact dates and a short reason, a line on who covers your work, and a polite close with your name and employee ID. Copy any template below, fill the square brackets, and send.
Use this when you are unwell and need one or more days of rest. Mention your expected return and offer a medical certificate if your policy asks for one.
For planned personal work or a family commitment. Casual leave is usually short and requested a little in advance, so keep the reason brief and the handover clear.
A tight, single-day request. State the date, a short reason and who is covering your desk.
For an appointment or errand that only needs part of the day. Say which half you will be away and confirm you will finish the working half.
A more formal letter format addressed to your manager or HR — useful for longer leave or when your organisation prefers a written application.
Whatever the leave type, the same five steps keep it clear and easy to approve. Managers approve fastest when the dates and the handover are obvious.
Name the leave type and the date(s) — for example, "Sick Leave Application — 09-May-2026" — so your manager can approve it at a glance.
Write to your reporting manager, and copy HR if your organisation requires it. Use a polite salutation such as "Dear [Manager's Name]".
Say exactly which days you will be away and give a short, honest reason. You do not need to over-explain a personal matter.
Mention who will handle your work and confirm you are reachable for anything urgent. This is what turns a request into an easy approval.
Request approval, thank the reader, and sign with your name, employee ID and department.
Keep it to five short parts: a subject line naming the leave and dates, a greeting to your manager, the leave type with exact dates and a brief reason, a line on who covers your work, and a polite close with your name and employee ID. Two to four sentences in the body is enough — a leave application is a request, not an essay.
Sick leave is for illness or medical rest and is often unplanned, sometimes needing a medical certificate for longer spells. Casual leave is for short, planned personal matters — an errand, a family function, a day off. Most Indian employers grant both as separate annual quotas, so apply under the correct type to keep your balances accurate.
Write a short application stating the date and which half you will be away — first half or second half — and a one-line reason. Confirm you will complete the working half of the day and stay reachable. Because it is a small ask, a two-line email to your manager, copied to HR if required, is usually all you need.
A brief reason is customary and courteous, but you are not obliged to share private details. "Personal work" or "a family commitment" is acceptable for casual leave at most workplaces. What matters more to your manager is that your dates are clear and your work is covered while you are away.
Follow your organisation's process. Most Indian companies now accept leave by email or through an HR portal, so the email formats above will fit. A formal typed letter is still used for longer leave, or where the company keeps signed records — the general office format above covers that case.
A clear leave policy keeps the team running; real health cover keeps them well. Beyond the statutory minimum, give your team real cover with Onsurity — cashless hospitalisation, OPD and doctor consults on a monthly subscription. See the employer compliance guide for where leave, PF and ESI obligations fit in.
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