Leave application for office template
Copy the text below and replace everything in square brackets with your company details.
From
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Date: [Date]
Ref: Leave request for [Leave Start Date] to [Leave End Date]
To
[Reporting Manager Name]
[Manager Designation]
[Company Name]
[Office Address]
Subject: Application for [earned] leave from [Leave Start Date] to [Leave End Date]
Dear [Manager Name],
I request [Number] days of [earned leave or privilege leave] from [Leave Start Date] to [Leave End Date], both days inclusive, to [reason in one line, for example: attend my sister's wedding in Jaipur / travel to my hometown for Durga Puja]. I will resume work on [Resumption Date].
As per my records, I have [Number] days of [leave type] available, so this leave will not exceed my balance. [If the leave falls around a weekly off or holiday, add: The leave includes the weekly off on [Date], which may be counted as per the sandwich rule in our leave policy.]
Before I go, I will complete the following and hand over pending work to [Colleague Name], [Colleague Designation], who has agreed to cover for me:
- [Pending task 1, for example: Submit the monthly vendor reconciliation by [Date].]
- [Pending task 2, for example: Brief [Colleague Name] on the open customer escalations.]
- Share the status of all open items in the team's tracker before my last working day.
During my leave I can be reached on [Mobile Number] for anything urgent. I will keep my email on out-of-office with [Colleague Name]'s contact details.
I request you to kindly approve my leave.
Thank you,
[Employee Name]
[Designation]
Signature: ____________
For manager and HR use
Leave [approved / not approved] for [Number] days from [Leave Start Date] to [Leave End Date].
Reporting Manager: [Manager Name], Signature: ____________, Date: ____________
Recorded by HR on: ____________
What to include
Leave type and exact dates
Name the leave type and give start and end dates with the number of days. The leave type decides which balance is used, and exact dates prevent disputes about whether a weekend or holiday was counted.
A one-line reason
A short reason helps the manager plan and prioritise when several people ask for the same week. The employee does not need to share private details beyond a line.
Handover plan
Naming the colleague covering the work and listing pending tasks is what gets planned leave approved quickly. Managers refuse leave mostly because they cannot see who will handle the work.
Sandwich rule awareness
If the leave surrounds a weekly off or holiday, the company's sandwich rule may count those days as leave. Mention it so the employee is not surprised by the balance deducted.
Legal minimum for annual leave
Company policy sets leave types, but annual leave with wages cannot fall below the legal entitlement: one day for every 20 days worked, once 180 days are completed in a calendar year.
Common mistakes to avoid
- Applying after booking tickets and presenting the manager with a done deal.
- Leaving out the end date or the resumption date.
- Not checking the leave balance, so part of the leave becomes loss of pay.
- Going on leave without handing over pending work or client contacts.
- Informing only by WhatsApp with no record in the leave system or email.
Run it in ZeniaHR
In ZeniaHR the employee applies for leave from My Self-Service on the web or mobile app. Before submitting, the live preview shows days charged, any sandwiched days, the balance after the leave and any blockers or warnings from the leave type's rules. The request goes to the reporting manager and then HR, and approved leave appears on the team leave calendar. A pending leave, or an approved leave before it starts, can be cancelled.
See it on your own data
A 30-minute demo on a video call. We set up your departments, shifts and leave rules and show attendance, leave and payroll running for your team. Free for your first 50 employees.
Book a free demoSee pricingFrequently asked questions
How do I write a leave application for office?
Address it to your reporting manager, state the leave type, the exact dates and number of days, and a one-line reason. Mention your leave balance, who will handle your work and how you can be reached. Keep it short and polite, and send it well before the leave, as your leave policy requires.
How many days in advance should I apply for leave?
Follow your company's leave policy, which usually asks for a week or more notice for planned leave and longer for leave of two weeks or more. Applying before booking travel gives your manager time to arrange cover and reduces the chance of the leave being declined.
Can a manager reject a leave application?
A manager can decline or reschedule leave for genuine work reasons, such as month-end closing or several team members already on leave. The decision should be communicated with a reason and an alternative date where possible. The employee's legal entitlement to annual leave remains; only the timing is being managed.
What happens if I take leave without approval?
Unapproved absence is usually treated as leave without pay and may count as unauthorised absence under the company's conduct rules. Repeated or long unauthorised absence can lead to disciplinary action. In a genuine emergency, inform your manager by phone and apply for leave as soon as you can.