Effective Leave Application Letter to HR: Tips & Templates

Are you stressing about how to write a leave application letter to HR? Don’t worry! We’ve got your back! Whether it’s for personal or medical reasons, crafting the perfect letter can be challenging.

But this article will guide you through what to include in an effective leave application, along with some useful samples. Let’s dive in and learn how to ace that leave application letter to HR!

Why Should You Submit a Leave Application Letter to HR?

Submitting a leave application letter is important for several reasons. Firstly, it ensures that your absence from work is authorized and documented. So you don’t face disciplinary action or negative consequences upon returning.

It also helps the company plan and allocate resources accordingly, as they know of your absence in advance. Moreover, It shows professionalism and respect towards your employer and colleagues. It communicates your commitment to maintaining open communication and following company policies.

What to Include in a Leave Application Letter to HR?

When writing a letter to your HR Manager requesting time off, it’s crucial to ensure you cover all the key points. Below are specific sections that need to be included for your leave application to be complete and effective

  • Receiver’s Name & Address: You must include the name and address of the person receiving your leave application letter.
  • Clear Subject Line: Use a clear subject line that includes “Leave Application” and any other necessary details.
  • Formal Salutation: Start with a formal salutation that includes the recipient’s name. You can use their first title only if you know the person well.
  • Reasons in the Body of the Letter: State the reason for your absence. Mention how long you’ll be away, who will cover for you while you’re gone, and how to contact you if needed.
  • Thank the recipient: Express gratitude to the reader for considering your leave request.
  • Professional Closing: End the letter with a professional closing, such as “Sincerely.”
  • Your Name: Sign off with your full name.
  • Your Job Position: Optionally include your job title in the signature.
  • The Date of writing: Add the current date at the end of your letter.
person using laptop
Photo by John Schnobrich on Unsplash

Leave Application Letter Samples

Let’s look at some well-crafted leave application letter samples that will help you craft one for yourself:

Sample 1: Sick Leave Application Letter

Dear [Manager’s Name],

I am writing to request sick leave for the next three days, starting from [date]. I have been experiencing severe flu symptoms, including fever, body aches, and headaches. The doctor has advised me to rest at home and refrain from going to work until my condition improves.

I sincerely apologize for any inconvenience my absence may cause. And I intend to make up for the lost time upon my return. Also, I have informed my colleagues about the pending projects and ensured they know what needs to be done while I am away.

I hope to recover soon and resume my duties as soon as possible. Thank you for your understanding in this matter.


[Your Name]

Sample 2: Maternity Leave Application Letter

Dear HR Manager,

I am writing to formally request a maternity leave of absence from work starting from [Date] as my due date is approaching. My last working day will be [Date], and I plan to return on [Date].

However, I would like to take advantage of any paid leave or sick days available to me.

During my absence, I have made arrangements with [Coworker’s Name] to handle any urgent matters that may arise in my department. They are aware of their responsibilities and have agreed to step in while I’m away.

I appreciate your support and look forward to returning to work once my maternity leave ends. Please let me know if there is anything else I can do to help make the transition as smooth as possible.

Thank you for your understanding.


[Your Name]

Sample 3: Casual Leave Application Letter

Dear [HR Manager’s Name],

I am writing to request a casual leave from work on [Date] for personal reasons. I apologize for any inconvenience this may cause and assure you that I will complete all pending work before leaving.

Recently, my family has been going through a tough time as my grandmother is unwell and requires medical attention. As the only person available to take care of her, I feel it necessary to be present with her during this difficult period.

I understand that taking time off may affect our team’s progress. But I promise to make up for the lost time by working extra hours upon my return.

I hope you can understand my situation and grant me this leave. Please let me know if any procedures or forms need to be completed to process my application.

Thank you for your understanding and cooperation.


[Your Name]

Sample 4: Emergency Leave Application Letter

Dear HR Manager,

I am writing to request an emergency leave from work due to a family emergency. Unfortunately, my mother has been admitted to the hospital, and her condition is critical.

I would like to take the next two weeks off from work to be by her side during this difficult time. I understand that this may cause some inconvenience for the company. But I will try to ensure that all of my tasks are completed before I leave and that any critical deadlines are met.

I have already spoken with my colleagues who have agreed to cover for me in my absence. Additionally, I will be available via phone and email if anything urgent comes up.

Thank you for understanding my situation and for your assistance during this time.


[Your Name]


Writing a leave application letter to HR doesn’t have to be complicated. Make sure to follow the guidelines discussed in this article and use one of the effective samples provided in this article. It will help you quickly compose a clear and concise message that effectively communicates your request for time off.

Remember to include all the necessary details and follow company policies and procedures. Good luck!

Abir is a data analyst and researcher. Among her interests are artificial intelligence, machine learning, and natural language processing. As a humanitarian and educator, she actively supports women in tech and promotes diversity.

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