Annual leave application

Annual leave is the period of time, considered once a year, when an employee may use their paid leaves accrued over a period of time to request a long leave. Annual leave for workers is a time period calculated in addition to national holidays, casual leave, sick leave, and maternity or paternity leave. This is a period when one can take time off for a variety of reasons, such as to take a vacation, fulfill some personal commitments, or simply spend quality time with family.

Below are some samples for annual leave application that you can use to apply for your annual leave.

Tips on Writing an Annual Leave Letter

  • The letter should be formal and concise.
  • The letter should mention the dates of absence.
  • The letter should mention the purpose of absence.
  • The letter should mention the aspect of annual leave entitlement.

Annual Leave Application Sample 1

From,
__________
__________
__________
__________

Date: _____ (Date on Which Letter is Written)

To,
__________
__________
__________
__________

Subject: Applying for annual leave.

Dear Sir/Madam,

I am writing this letter to apply for the annual leave of four weeks, which I can avail of as per the company policy. I have not availed any of the leaves from the past six months, so I would like to apply for leave starting from the date (________ ).

The main reason for this leave is that I have to be with my father for open-heart surgery. I am the only son, and I remember informing you that the operation is to be conducted on the dates I have applied for leave, I would like to be with my father for a month as this operation requires two months rest and care. I wish to be with him during the operation and aftercare for at least a month.

I will make sure that I hand over all my responsibilities to another employee from us and explain everything to him.

I will be able to resume with work from ( __________), and I hope that there is no emergency or need for extension else I will inform about the same. This is my contact details; please contact me for any information.

Waiting for the confirmation of leave.

Yours sincerely,

________

(name and designation)

Annual Leave Application Sample 2

Subject: Annual Leave Application

Dear Mr./Ms. {Recipient’s Name},

I am writing to inform you that I will be travelling with my family for a period of one month, between {start date} and {end date}.

As my entire quota of annual leave sanctioned by the company is pending, I request you to adjust my leaves accordingly.

As per my prior discussion with my team lead, I have requested my colleague, Mr./ Ms. {enter name} to take over my project while I am on leave. I have already handed over all material regarding the project to him/ her, and expect there to be no exigencies in my absence.

Due to the nature of my travel plans, I may not be available to take phone calls. I request you to address any urgent work-related matters to my email address {enter email ID}.

I will be grateful for a positive reply on my leave request.

Thank and regards,
{Your Name}

Annual Leave Application Sample 3

Subject: Annual Leave Required

Dear Mr./Ms. {Recipient’s Name},

I am writing this letter to inform you that I have decided to participate in an Executive Leadership Program in the coming month of {enter month}. This program will be highly beneficial, both at personal and professional levels.

I request you to allow me a leave of absence for a period of {number of days} days, in lieu of my annual leave allowance. I will be leaving for the program on the {Date} and will resume work on the {Date}.

As I will be unavailable for a significant period of time, I have given the responsibility of overseeing my projects to my assistant, Mr./ Ms. {insert name}. He/ she has frequently worked with me in the past, and is well acquainted with my tasks and duties.

In case of an emergency, I will be available at {contact details}.

I look forward to gaining valuable insights on {enter field/domain} upon the completion of my course and put them in use in our upcoming projects.

I hope you will soon sanction my request for the leave of absence.

Yours sincerely,
{Your Name}

Application For Sick Leave (For Office)

Email Format: Annual Leave Application 4

The following is the Email Format to be followed for an Annual Leave Letter.

To: name@email.com
From: name@email.com

Subject: University Acceptance Letter.

Dear Mr./Ms/Mrs.______(Name of the recipient)

I am writing this letter to apply for the annual leave of four weeks, which I can avail of as per the company policy. I have not availed any of the leaves from the past six months, so I would like to apply for leave starting from the date(________ ).

The main reason for this leave is that I have to be with my father for open-heart surgery. I am the only son, and I remember informing you that the operation is to be conducted on the dates I applied for leave, I would like to be with my father for a month as this operation requires two months rest and care. I wish to be with him during the operation and aftercare for at least a month.

I will make sure that I hand over all my responsibilities to another employee from our and explain everything to him

I will be able to resume with work from ( __________), and I hope that there is no emergency or need for extension else I will inform about the same. This is my contact details, please contact me for any information.

Waiting for the confirmation of leave.

Yours sincerely,

________

(name and designation)

Here is a list of essential parts of a leave letter. 

  1. Date: a leave application letter must be properly dated for the records
  2. Recipient details: your leave letter must be addressed to the right person and department. Do not forget to mention the correct details of your supervisor or HR manager. For example name, designation, department, etc.
  3. Subject: the subject line of your leave letter is an essential part. Write a brief one-liner in your subject line starting with “leave application…”
  4. Salutation: a letter or an email must start with a proper salutation. For example “Dear sir, Dear Madam, Dear Raman, Dear Mr. Sharma (First Name or Last Name, if you know the recipient) 
  5. Letter body: The body of your application letter must contain a maximum of three paragraphs. It should be concise, to the point and polite. 

The body of your leave letter should not be too lengthy.  

The body must contain your own details like name, employee ID, department, etc. 

It must contain the reason for your leave request, duration, and details of the person who would be taking care of your work in your absence. 

Also, you must express gratitude towards your supervisor for taking the time to read the application and granting you the leave.

Finally, the closing lines should inform the supervisor of your availability in case of urgency and your contact details. 

Types of leave application

  1. Annual leave letter: Annual leave applications are written to request to utilize pending leaves by the employees. People use annual leave to plan a long vacation, tour, etc.
  2. Maternity leave letter: You might have to write a maternity leave application in case you are expecting a child. Speak to your HR manager before applying for maternity leave. Every company has a certain number of days reserved for a paid and unpaid maternity leave. 
  3. Paternity leaves letter: every father wants to spend a few days tendering his newborn. Speak to your HR manager to find out the number of days allowed for paternity leave. Plan your leaves accordingly. 
  4. Casual leave letter: At times, we have to take care of our personal things. In such situations, you have to write a casual leave application. Speak to your HR manager to find out the number of days allowed for casual leave. You can plan your leaves accordingly. 
  5. Sick leave letter: we write a sick leave in case we are not feeling well. These leaves are uncertain and mostly unapproved in advance. 
  6. Emergency leave letter: These certain times when things go south and we need emergency leave. These leaves are unapproved in advance and must be written accordingly. 
  7. Vacation leave letter: not every vacation is planned. But if there is one, we need to write a vacation leave application. We need to apply well in advance for such leaves. 
  8. Half-day leave letter: we write a half-day leave application when we have to take care of something personal that came up during the working hours.