If we need to request annual or personal leave for school or office, it's always necessary to write and submit a leave application letter. For most of us, writing a leave application letter is always tough. So in this article, you will learn how to write a leave application letter and generate an appropriate leave letter using an AI tool without a hassle.
With the 'Leave Letter Generator' which is a built-in AI app in Anakin AI, we can generate a polished, professional leave application letter with 1 click.
Why do we need to write a leave application letter?
When we need a leave for work or school, it is essential to write a formal leave letter application letter rather than just verbally requesting time off.
- Formal documentation trail - A written letter on record ensures the dates, reasons, and other details are documented in case any questions come up later.
- Demonstrates professionalism - Taking the time to write an official letter shows you are approaching the request professionally.
- Allows tracking of leave - Written requests allow the organization to formally track and approve leaves by policies and operational needs.
- Provides clarity - A letter reduces confusion by clearly outlining all the pertinent details like exact dates, reason, contact details, etc.
- Gives time to plan - Advanced written notice gives managers more time to handle resourcing and reassignment of work in their absence.
- For common expectations - Many companies require official letters as part of their leave policies so employees comply by providing one.
- Act as proof - The letter serves as proof that the request was made and approved in case any discrepancies come up.
Overall, a formal leave application letter is regarded as the professional and expected way to communicate planned absences in most workplace environments. So, this can somehow explain how important the leave application letter is to us.
How to write the leave application letter
In this part, we will learn what contents should be involved in a leave application letter. Here are the key elements to include in a leave application letter:
Basic information
Give some information that others can address and have an overview of our leave application. For example, leave data, full name of both us and the recipient, our employee ID, job title, department, etc.
Subject/Reason for Leave
Being transparent by providing a clear, specific reason displays professionalism, and allows informed decisions - making it a very important part of any leave application letter. We'd better clearly state the reason for the leave request.
Some common reasons for a leave
Considering a reason for personal leave from school or work is always difficult. So let's have a look at some of the most common reasons that people request leave:
- Vacation - To go on a holiday, travel, or take time off work.
- Personal leave - For personal business, family time, social occasions, etc.
- Sick leave - When ill or for medical reasons including doctor's appointments.
- Maternity leave - For pregnant women before/after childbirth.
- Paternity leave - For new fathers around the time of childbirth.
- Caregiver leave - To care for a sick child, spouse, parent, etc.
- Bereavement leave - Due to the death of a close family member.
- Marriage leave - To get married or attend a wedding.
- Education leave - For exams, courses, or educational needs.
- Religious leave - For religious occasions, festivals, and pilgrimage.
- Community service leave - For volunteer work, blood donation, etc.
- Examination leave - To prepare for and sit for exams.
- Extraordinary leave - For uncommon reasons not covered by regular policies.
- Sabbatical leave - For a long break after years of service.
The reason should be explained clearly along with dates and any supporting documents as per company leave policies.
Supporting documents
If we have any supporting documents like medical certificates, you can submit them with the application letter to provide evidence and make your leave more reasonable.
Work/study coverage
To show our responsibility for your work or study, we'd better mention something about the arrangements we've made to cover work or study during the leave.
Examples of a 2/3/7 Days Leave Application
Based on the duration of the leave, we should have different reasons. It's not reasonable to ask for a fever leave for 1 month. So, based on the contents I introduced above, let's see some excellent examples of leave application letters for different durations.
Leave application letter for 2 days
Date: [DD/MM/YYYY]
To,
[Manager's Name]
[Company Name]
[Address]
Subject: Leave Application for 2 days due to Fever
Dear [Manager's Name],
I am writing this letter to request for leave of 2 days from [start date] to [end date] as I am down with a high fever.
I started feeling unwell on [date] with symptoms of headache, weakness, and slight temperature. I took some medication hoping to recover soon but my condition has worsened and I developed a fever of 102°F yesterday evening along with chills and body aches.
I visited Dr. [doctor's name] this morning and upon examination, he has advised me to take complete rest for the next 2 days as per the medical certificate attached. I promise to make up for the work once I recover and resume duty.
I request you to kindly consider 2 days of sick leave during this time so that I can focus on my health and return to good shape. I will keep you updated on my recovery. Please feel free to contact me if you need any additional information.
Sincerely,
[Your name]
[Designation]
Enclosure: Medical Certificate
Let me know if you need any clarification or have additional details to be included in the letter. Wish you a speedy recovery!
Leave application letter for 3 days
Date: [DD/MM/YYYY]
To,
[Manager's Name]
[Company Name]
[Address]
Subject: Leave Application for 3 Days to Attend Brother's Wedding
Dear [Manager's Name],
I hope you are doing well. I am writing this letter to request for 3 days of leave from [start date] to [end date] to attend my brother's wedding ceremony.
My brother, [name], is getting married on [wedding date] in our hometown of [place]. As it is a family occasion of immense importance, I humbly request to be granted leave for 3 days to fulfill my responsibilities as the elder brother.
I have planned and completed all urgent tasks scheduled during this time. [Colleague name] has kindly agreed to handle any client queries that may arise when I am away. I promise to make up for any pending work on my return and will be available by phone/email in case of an emergency.
I would be grateful if you could approve this leave so I can be a part of this special celebration in my family. Please let me know if you need any additional information. I hope you will consider my request positively.
Sincerely,
[Your name]
[Designation]
7 days leave application letter
Date: [DD/MM/YYYY]
To,
[Manager's Name]
[Company Name]
[Address]
Subject: Leave Application for 7 Days Family Travel
Dear [Manager's Name],
I wish to apply for 7 days of annual paid leave from [start date] to [end date] for a family trip.
My family has planned a long-awaited vacation to [destination] after many years. It would be the first holiday ever since my two children were born. The booking of tickets and accommodation has already been completed.
I have chosen these dates considering our team's project timelines and scheduled all urgent tasks to be completed before my leave. I will carry my laptop to respond to anything critical while away. My colleague [name] has kindly agreed to cover any immediate customer queries in my absence.
Please consider this application for 7 days' leave for this important family occasion. I have over [X] days of leave balance. I promise to ensure my absence does not impact our performance targets.
Please let me know if I can provide any other details. I hope you will approve this leave.
Sincerely,
[Your name]
[Designation]
In summary, as you can see above, we need different reasons for different leave durations. Be sure that your reason for leave matches the leave duration you requested.
1 click to generate leave application letters for any situations
If you need any solution for auto-generating the leave application letters that can cover all situations you might meet. You can try Anakin AI, the built-in AI app named 'Leave Letter Generator' can craft a leave application letter based on your needs in just a few seconds.
In the next part, I will show you how to use this magic AI app to generate an appropriate leave application letter.
Step 1. Launch the Anakin App or access to Anakin Web, easily search and find the "Leave Letter Generator" from the "Discover" tab in the left side.
Step 2. Fill in the required information including your name, recipient, duration and others. If you do have any specific reason for this leave, you can also tell it to AI.
Step 3. Click the "Generate" button to initiate an appropriate leave application letter with a right recipient, days duration, reason, etc.
Now, you can submit this letter to your manager or teacher to ask for a leave.
Something you need to do after submitting a leave letter
If you are a student, there is nothing to do but wait for your leave application to get approved. For those who submitted a leave application from the office, there is still something you need to do besides following up on the status of the application. The following is a summary of it, let's have a look.
- Follow up - Politely follow up with your manager after 2-3 days if you do not receive any response to your leave request. Resend the letter if needed.
- Get acknowledgment - Obtain written or verbal acknowledgment from your manager once the leave is approved. This serves as proof.
- Handover work - Do a thorough handover of any ongoing work to colleagues who will handle it in your absence. Share key details.
- Set auto-replies - Set up auto-reply emails and voicemails informing contacts of your leave dates and alternative points of contact.
- Complete urgent work - Finish any tasks that are urgent before starting your leave. Do not leave loose ends.
- Prepare backup plans - Develop contingency plans for scenarios like early return from leave or leave extension if required.
- Adjust calendar - Block out the leave dates in shared team calendars and notify relevant stakeholders.
- Remind manager - Send a quick reminder to your boss closer to your leave date after key handovers are completed.
- Inform key contacts - Directly inform important clients, vendors, and colleagues about your upcoming leave.
- Complete timesheet - Fill out and submit leave timesheet or any other organizational requirements.
- Evaluate on return - On resuming work, check if any issues arose during the leave that need to be addressed.
- Thank manager - Extend gratitude to your reporting manager once again for approving your leave request.
Conclusion
Writing a formal leave application letter is an important part of requesting time off from work or school. This article provided tips on how to write effective leave letters for different leave durations along with examples for 2, 3, and 7 days leave.
For recurring leave requests, using an AI assistant like Anakin to generate error-free letters each time can save a lot of effort. With just a few clicks, it can create customized letters tailored to your specific leave needs.
In summary, leave application letters are necessary for professional communication and to follow organizational processes. Taking time to write them well and follow up appropriately allows hassle-free approval of leaves for your important needs. By incorporating the tips in this article, you can draft leave letters that check all the boxes and get approved.