Guide to leave applications


Guide to leave applications


To have a good policy on leaves is very essential for any firm to have. Every employee of the firm must know how to ask for a leave, how many leaves he/she can ask for and what are the protocols he/she has to follow. Today, we shall discuss the many features of a leave application, types of leave applications and how to write a leave application.

Types of leaves

  1. Legally Mandated Leave
  2. Sick leave
  3. Maternity/ Paternity leave
  4. Annual leave 
  5. Personal leave

Before we get into details of the types of leaves let us first discuss the generic format of a leave and then we will see how each type differentiates itself from others. A lot of things are involved in writing a leave letter whether it is a leave application for office since you have to follow a specific format to ensure that your employer gets convinced for granting you leave for your required time period. We will divide the basic format into 3 steps

Step 1:

Normally in the first step, you should provide your details to the employer and inform him that you need a break from official activities. The duration of leave along with a good reason for leave should be stated too. Try to give short and concise information and do not write lengthy passages.

Step 2:

In this step, you should tell the employer about the details and status of your current projects. You may hand over your incomplete work to any of your capable team members and address this issue in detail in the letter.

Step 3:

The employer should be thanked in this final section for taking into consideration your leave. Provide a number for a contact in case of an emergency situation.

Now we know the basic format of writing a leave application. Let’s discuss in detail the types of leaves.

  1. Legally Mandated Leave

From a legal standpoint, there are only a few types of leave that companies must provide—and even then, most of these apply only to employers that qualify.

  • FMLA leave

 The first type of leave that comes to mind for everyone is typically under the Family and Medical Leave Act (FMLA). The FMLA applies to employers with over 50 employees. It provides up to 12 weeks of leave annually for a serious illness of an employee or an employee’s immediate family member, or for an employee to assist an immediate family member for qualifying exigencies

  • Religious observance

 Title VII of the Civil Rights Act protects employees from religious discrimination, which, in effect, means that employers must allow employees to take leave for purposes of religious observation if requested as a religious accommodation.

  1. Sick leave

We all are humans and can fall sick on any particular day and this state of not going to the office for work usually comes without any prior notice. Usually, it is advised to write a sick leave application letter to inform your boss. In some circumstances, a medical certificate from a certified doctor may also be required.

 How to write a sick leave

Sender’s name and address:


Receiver’s name and address:

Subject: Sick Leave application

Respected Mr. /Mrs. [Name of the recipient], 

After this, one must mention in detail why they need a leave and how they got sick and how many days of absence are requested. After you have mentioned and discussed everything, make sure it is compact and to the point, you must thank the employer in advance 

Yours Sincerely,

[Your Name]


  1. Maternity/ Paternity leave

A law called the Act respecting labor standards lets you take a leave for the arrival of a child. You can be absent from work without pay as often as necessary for medical examinations related to the pregnancy. You must advise your employer as soon as possible. Maternity leave is for biological mothers only. You take it while you are pregnant and after the baby is born. Paternity leave is for biological fathers only. You take it after the baby is born.

How to write a maternity/paternity sick leave

Subject: Application for Maternity/paternity Leave

Dear Mr. /Mrs. [Recipient’s Name],

In the content of this application you mention how long it is till the baby arrives and when do you want to start your leave from and how long is it going to be and then thank your employer.

Yours Sincerely,
[Your Name]

  1. Annual leave

The amount of hours or days employees of an organization is permitted to be away from their employment position within a year’s time without consequences. This time off is paid by the company and employees are allowed to request the time for any reasons they wish to be off of work.

How to write an annual leave

Subject: Annual Leave Application

Dear Mr. /Ms. [Recipient’s Name],

After this you may or may not want to tell the reason for your leave because of this being a basic employee right you just have to mention the days you won’t be available and an emergency contact.

Thank and regards,
[Your Name]

  1. Personal leave

Personal leave is an entitlement contained within the National Employment Standards (NES). The NES applies to all employees that are covered by the national workplace relations system. An employee is entitled to personal leave regardless of any award, agreement or contract of employment. You cannot “contract out of” your entitlement to personal leave. personal leave are available to employees to assist them in recovering from a personal illness or dealing with their caring responsibilities, family emergencies or the death or serious illness of close family members. 

How to write a personal leave

Subject: Application for Casual Leave

Dear Mr. /Mrs. [Recipient’s Name],

After this you should mention the reason you are asking for this leave and how many days of leave you are asking for. Then, thank the employer and sign your name at the end.

Yours Sincerely,
[Your Name]

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