Free template · Word and email · updated 6 Oct 2026

Leave application format, with the days counted and the balance.

A leave application format for office use, written by an employee to their manager, filled in here for Asha Rao's casual leave at Paiteq and blank below it. Five shorter samples cover sick, earned, half-day and emergency leave, and leave without pay. Download it in Word, or copy the text into an email.

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0 of 22 filled

[Your full name]

[Designation], [Department] · [Employee code]

Ref: [Leave type] application
Date: [Date of the application]

[Manager's name][Designation][Company name]

Subject: Leave application

Dear [Name],

I request [leave type] for [number] days, from [first day] to [last day], for the reason below.

Leave requested

Leave type: [Casual / Sick / Earned / Half day / Other]
Dates: [First day] to [last day]
Days counted: [Number]; [weekly offs and holidays inside the dates, counted or not as the policy says]
Reason: [One line; for sick leave, 'unwell' is enough]
Balance before and after: [Days] before, [days] after
Cover while away: [Colleague's name]; [work handed over]
Reachable on: [Phone, for urgent questions only / Not reachable]

I will update the status of my work before I leave and hand over anything due on these days.

Yours sincerely,

[Your full name][Employee code]

Manager's decision

[Approved / Not approved, with the reason], on [date].

Manager's signatureNameDate

The filled sample and the blank, with a margin note on every field

Asha Rao

Senior Software Engineer, Engineering · PTQ-0021

Ref: Casual leave application
Date: Tue 29 Sep 2026

Meenal JoshiFounderPaiteq Technologies

Subject: Leave application

Dear Meenal,

I request casual leave for 2 days, from Fri 16 to Mon 19 October, for the reason below.

Leave requested

Leave type: Casual leave; Core factbecause each leave type has its own balance and rules. Name one; don't leave the manager to guess.
Dates: Fri 16 – Mon 19 Oct; Core factbecause the first and last day are what the attendance record and payroll read.
Days counted: 2; Sat 17 and Sun 18 are weekly offs and are not counted; Core factbecause weekly offs and holidays inside the dates may or may not count, depending on the policy. Paiteq's sample policy has the sandwich rule off, so 4 calendar days count as 2.
Reason: Family function in Mysuru; Good practicebecause one line is enough. A manager deciding casual leave doesn't need more, and sick leave needs less.
Balance before and after: 6 before, 4 after; Good practicebecause the manager can approve without looking it up, and a wrong balance is caught before the leave, not after. Asha's casual leave stood at 6.
Cover while away: Arjun Reddy, for Client A questions; open tasks handed over on Thu 15 Oct; Good practicebecause the question a manager actually has is who handles the work while you're away.
Reachable on: Not reachable; back on Tue 20 Oct; Optionalbecause 'not reachable' is a fair answer on leave. Say it, so nobody expects otherwise.

I will update the status of my work before I leave and hand over anything due on these days.

Yours sincerely,

Asha RaoPTQ-0021

Manager's decision

Approved, on Tue 29 Sep 2026.

Manager's signatureNameDate

[Your full name]

[Designation], [Department] · [Employee code]

Ref: [Leave type] application
Date: [Date of the application]

[Manager's name][Designation][Company name]

Subject: Leave application

Dear [Name],

I request [leave type] for [number] days, from [first day] to [last day], for the reason below.

Leave requested

Leave type: [Casual / Sick / Earned / Half day / Other]; Core factbecause each leave type has its own balance and rules. Name one; don't leave the manager to guess.
Dates: [First day] to [last day]; Core factbecause the first and last day are what the attendance record and payroll read.
Days counted: [Number]; [weekly offs and holidays inside the dates, counted or not as the policy says]; Core factbecause weekly offs and holidays inside the dates may or may not count, depending on the policy. Paiteq's sample policy has the sandwich rule off, so 4 calendar days count as 2.
Reason: [One line; for sick leave, 'unwell' is enough]; Good practicebecause one line is enough. A manager deciding casual leave doesn't need more, and sick leave needs less.
Balance before and after: [Days] before, [days] after; Good practicebecause the manager can approve without looking it up, and a wrong balance is caught before the leave, not after. Asha's casual leave stood at 6.
Cover while away: [Colleague's name]; [work handed over]; Good practicebecause the question a manager actually has is who handles the work while you're away.
Reachable on: [Phone, for urgent questions only / Not reachable]; Optionalbecause 'not reachable' is a fair answer on leave. Say it, so nobody expects otherwise.

I will update the status of my work before I leave and hand over anything due on these days.

Yours sincerely,

[Your full name][Employee code]

Manager's decision

[Approved / Not approved, with the reason], on [date].

Manager's signatureNameDate

Design preview · sample data · Paiteq Technologies. Margin notes never print.

Written by the employee; no rule prescribes the format · annual leave under OSH Code, 2020, s.32, from 21 Nov 2025; casual and sick leave follow state rules · reviewed 6 Oct 2026

No. 01

Six samples

Casual, sick, earned, half-day, emergency and unpaid leave: one sample each.

The filled application above is casual leave. These five are shorter, because most leave is now asked for by email or in an app. Change the brackets and send.

Sick leave application

Send it on the morning you are unwell, or as soon as you can. Say 'unwell' and nothing more; if the policy asks for a medical certificate after a number of days, it goes to HR. For protected leave such as medical leave, leave management in LekhaHR shows the team only that the person is on leave.

Sick leave · copy and fill the brackets

Subject: Sick leave: [Your full name], [date or dates]

Dear [Manager's name],

I am unwell and request sick leave for [today / number days], from [first day] to [last day]. [If needed: I will share a medical certificate when I return, as the policy asks for leave over (number) days.]

[Colleague's name] has the status of my open work. I will check messages [once a day / not at all] until I am back.

[Your full name]
[Employee code]

Earned leave application

Apply weeks ahead for a long break, and quote your balance. Keep your own count in a leave tracker if the company doesn't show one. For a wedding or a family function, name the policy's marriage leave if it has one, and check whether the sandwich rule turns a long weekend into extra days.

Earned leave · copy and fill the brackets

Subject: Earned leave application: [first day] to [last day]

Dear [Manager's name],

I request earned leave for [number] working days, from [first day] to [last day], for [a family trip / personal work]. My earned leave balance is [days]; [days] will remain after this leave.

I am applying [weeks] ahead so the work can be planned. [Colleague's name] will cover [what], and I will hand over [work] by [date].

Yours sincerely,
[Your full name]
[Employee code]

Half-day leave application

Say which half, and the time you will leave or join. A half day is usually 0.5 from casual or earned leave, as the policy says; if it isn't applied for, the attendance sheet may record it as a half day without pay.

Half-day leave · copy and fill the brackets

Subject: Half-day leave on [date]

Dear [Manager's name],

I request half-day leave on [date], for the [first / second] half, because [one line: a medical appointment, a bank visit]. I will [leave at (time) / join at (time)].

This uses 0.5 day of my [casual / earned] leave; [days] will remain.

[Your full name]
[Employee code]

Emergency leave message

Send this first and apply properly when you can. A manager needs to know you're away and who has your work; the leave type and paperwork can follow.

Emergency leave · copy and fill the brackets

Subject: Emergency leave from today: [Your full name]

Dear [Manager's name],

I have to leave today because of [one line: a family emergency]. I request leave from [today] to [expected last day]. I will confirm the dates by [day] and apply in the leave system when I can.

[Colleague's name] knows where my open work stands. You can reach me on [phone] if something urgent comes up.

[Your full name]

Leave without pay application

Use this when the balance is nil. Saying in writing that the days will be deducted sets up the LOP line on the payslip before it arrives; the loss of pay guide shows how the deduction is worked out.

Leave without pay · copy and fill the brackets

Subject: Leave without pay: [Your full name], [first day] to [last day]

Dear [Manager's name],

My [casual / earned] leave balance is nil. I request leave without pay for [number] days, from [first day] to [last day], for [one line of reason].

I understand [number] days will be deducted from this month's salary. [Colleague's name] will cover [what] while I am away.

[Your full name]
[Employee code]

No. 02

Field by field

What to write in each field.

A leave application is a request the manager should be able to decide in one read: which leave, which days, how many count, and who covers the work.

01Leave type: Core fact

because each leave type has its own balance and rules. Name one; don't leave the manager to guess.

02Dates: Core fact

because the first and last day are what the attendance record and payroll read.

03Days counted: Core fact

because weekly offs and holidays inside the dates may or may not count, depending on the policy. Paiteq's sample policy has the sandwich rule off, so 4 calendar days count as 2.

04Reason: Good practice

because one line is enough. A manager deciding casual leave doesn't need more, and sick leave needs less.

05Balance before and after: Good practice

because the manager can approve without looking it up, and a wrong balance is caught before the leave, not after. Asha's casual leave stood at 6.

06Cover while away: Good practice

because the question a manager actually has is who handles the work while you're away.

07Reachable on: Optional

because 'not reachable' is a fair answer on leave. Say it, so nobody expects otherwise.

No. 03

The rule

How many casual and sick leaves are allowed in India?

There is no single national number for casual or sick leave: they follow each state's shops and establishments rules, and some states combine them. Annual (earned) leave is set by OSH Code, 2020, s.32 from 21 Nov 2025, for workers as the Code defines them: 1 day for every 20 days worked, once a worker has worked 180 days in the calendar year. Your company's policy can give more.

Casual and sick leave: state rules

because there is no national casual or sick leave entitlement; each state's shops and establishments law sets them, and some states combine the two. Check your state's rules and the company policy.

Annual (earned) leave: 1 day per 20 worked

because OSH Code, 2020, s.32 credits it once a worker has worked 180 days or more in the calendar year.

Who the OSH rule covers: workers

because managers, and supervisors drawing over ₹18,000 a month, are outside the Code's definition of a worker (OSH Code, 2020, s.2(1)(zs)). Their leave comes from the policy.

Carry forward: up to 30 days

because OSH Code, 2020, s.32 lets unused annual leave carry forward up to 30 days. Leave applied for and refused is protected from that cap under the Code; check your state's rules.

No. 04

Questions answered

How do I write a leave application to my manager?

Name the leave type, give the first and last day, say how many days count, add a one-line reason, your balance before and after, and who covers your work. Address it to the person who approves it. Keep the reply; if the company keeps balances in a leave tracker, the approved application is the line that goes in it.

Do weekends count in a leave application?

Only if the policy says so. Under the sandwich rule, weekly offs between two leave days count as leave; with it off, they don't. Asha's 4 calendar days count as 2 because Paiteq's sample policy has it off, and would count as 4 with it on. Leave management in LekhaHR shows which days count before the request is sent. For entitlement and policy scope, read the leave rules guide.

Is a leave application needed if the company uses HR software?

Not a letter: the request in the software is the application. It carries the same fields, the type, dates, days counted, reason and balance, and the manager's decision is recorded on it. A letter is still useful for a company with no system, or for leave that has to be explained in more detail. See how leave requests work in LekhaHR.

No. 05

Common mistakes

Six ways a leave application goes wrong.

Most of them come back as a payroll question at month end.

01No leave type

because the manager can't check a balance without one, and payroll may treat the days as unpaid.

02A range of dates with no count

because weekly offs and holidays inside the range may or may not count. Say how many days you are using.

03Health details in a team chat

because sick leave needs one word, 'unwell'. A medical certificate, if needed, goes to HR.

04Approval only by phone

because a leave approved on a call and never written down can show up as an absence on the attendance sheet.

05Applying after the payroll cutoff

because leave applied for after the cutoff is often shown as LOP this month and reversed next month. Apply before the cutoff to avoid a deduction and a refund.

06No cover for the work

because it is the first thing the manager needs to know, and the most common reason leave is pushed back.

No. 06

Questions

Questions about leave applications

How do I write a leave application for office?

Address it to the manager who approves your leave, put the leave type and dates in the subject, and keep the body to five facts: the leave type, the first and last day, how many days count, a one-line reason, and who covers your work, with your balance before and after if you know it. A version you can copy: “Subject: Casual leave, Fri 16 – Mon 19 Oct. Dear [Manager's name], I request 2 days of casual leave, from Fri 16 to Mon 19 October, for [one-line reason]; Sat 17 and Sun 18 are weekly offs and are not counted. My balance is [days] and will be [days] after this. [Colleague's name] will handle [work] while I am away. Regards, [Your full name], [Employee code].” Send it by email, or in the company's HR system if it has one, and keep the approval reply.

How do I write a leave application for one day?

Keep it to three lines: the leave type, the date, and a one-line reason, with your balance and who covers your work. Send it before the day if you can, and to your manager rather than HR, because the manager decides it. The casual leave sample above works for one day with the dates changed.

How do I write a leave application for 4 or 5 days?

Use the earned leave sample: name the leave type, give the first and last day, and say how many of them count, because a 5-day break across a weekend can be 3 working days or 5, depending on the sandwich rule. Quote your balance before and after, apply as far ahead as the policy asks (often 7 to 15 days for a longer break), and name who covers your work. Asha's 4 calendar days in the sample count as 2, because the weekly offs inside them are not counted.

Do I have to give a reason for leave?

For planned leave, one line is usual and is enough. For sick leave, 'unwell' is enough; your health details are private, and a medical certificate, if the policy asks for one, goes to HR rather than into a team message.

How many days in advance should I apply for leave?

As the policy says. A common small-company rule: casual leave by the previous working day, earned leave 7 days ahead for up to 3 days and 15 days ahead for anything longer. Around Diwali, Durga Puja, Onam or Pongal, many teams set a cut-off a month ahead and approve in the order requests arrive, with a cap on how many from one team are away the same day, so apply early in October. Sick and emergency leave are applied for on the day, or as soon after as you can.

Can a manager refuse a leave application?

Usually, for planned leave, with a reason such as a deadline or too many people away. For workers the OSH Code covers, annual leave applied for and refused is protected from the 30-day carry-forward cap under the Code; check your state's rules. Ask for a refusal in writing and propose other dates.

Should a leave application be on paper or email?

Email, not WhatsApp. A leave approved with a thumbs-up in a chat is the one that turns up as LOP at month end, because nobody copied it into the sheet. Email keeps the date and the decision together. If the company uses HR software, apply there instead, because the balance, the approval and the attendance record then update in one step.

Is there a leave application format in Word?

Yes. Fill it in with the letter builder at the top of this page and download it as a filled Word (.docx) file, or print it or save it as PDF; nothing you type leaves your browser. The blank Word file is there too, with no email and no sign-up, or copy the text straight into an email. The six samples on this page cover casual, sick, earned, half-day and emergency leave, and leave without pay.

For employersLekhaHR is HR and payroll software for small Indian teams. See leave management →