Leave Application Format — Templates & Examples

The standard leave application format in India follows a six-line structure that has been used for decades in schools, colleges, government offices, and private companies. This page lays out the exact format with line-by-line guidance, then shows you three filled examples — for school, for office, and for a medical leave to HR.

If you simply want a finished letter without learning the format, jump straight to the free generator — pick your leave type, fill in the dates, and download a perfectly formatted PDF in under a minute.

The Standard Indian Leave Application Format

To,
[Recipient Title],
[Institution Name],
[Address]

Date: [DD/MM/YYYY]

Subject: [Specific subject line]

[Salutation],

[Body paragraph 1 — who you are and why you need leave]

[Body paragraph 2 — exact dates and arrangements for missed work]

[Closing phrase],
[Your signature]
[Your name]
[Your role / class / employee ID]
[Your contact details]

Filled Example 1 — School (Student to Class Teacher)

To,
The Class Teacher,
DAV Public School, Patparganj,
New Delhi — 110092

Date: 28/04/2026

Subject: Application for Two-Day Sick Leave

Respected Ma'am,

I am Aarav Mehta of Class 8-B, Roll No. 17. I have been suffering from viral fever and severe weakness since yesterday evening, and the doctor has advised two days of complete rest at home.

Therefore, I kindly request you to grant me sick leave for 28 April and 29 April 2026 (2 days). I will catch up on all the missed lessons after returning to school.

Thanking you,

Yours obediently,
Aarav Mehta
Class 8-B, Roll No. 17
Mobile: 98xxxxxxx5

Filled Example 2 — Office (Casual Leave to Manager)

To,
The Manager,
Acme Solutions Pvt. Ltd.,
Bengaluru

Date: 28/04/2026

Subject: Casual Leave Application for 02 May 2026

Dear Sir,

I am writing to request one day of casual leave on 2 May 2026 (Friday) as I have to attend to important property documentation work that requires my personal presence at the sub-registrar office.

I have completed all pending deliverables for this week and have briefed my colleague Priya Sharma to handle any urgent client calls in my absence. I will be reachable on my mobile if anything critical comes up.

Kindly approve my leave request.

Thanking you,

Sincerely,
Rohan Kapoor
Senior Software Engineer
Employee ID: ACS-1245
Mobile: 98xxxxxxx2

Filled Example 3 — Medical Leave to HR

To,
The HR Manager,
TechWorks India Pvt. Ltd.,
Pune — 411014

Date: 28/04/2026

Subject: Medical Leave Application from 30 April to 06 May 2026

Dear Sir/Madam,

I am writing to inform you that I underwent laparoscopic gallbladder surgery on 27 April 2026 at Apollo Hospital, Pune. The treating doctor has advised one week of complete bed rest for full recovery, and the medical certificate is attached for your reference.

Therefore, I would like to apply for medical leave from 30 April 2026 to 06 May 2026 (5 working days). My team lead, Mr. Sandeep Rao, has been informed and will manage day-to-day responsibilities. I will resume duties on 7 May 2026.

I shall be grateful for your kind approval and updating my medical leave balance accordingly.

Thanking you,

Sincerely,
Anjali Verma
Senior Analyst, Risk & Compliance
Employee ID: TWI-3421
Mobile: 98xxxxxxx7

Format Variations You Should Know

• Email format — Skip the To-line and address; start directly with "Hi [Name],". Keep the rest the same.
• WhatsApp / quick message — Acceptable for one-day leaves to a class teacher; still include name, class, dates, and reason.
• HRMS portal — Many companies require leaves to be filed via portals like Workday, Darwinbox, or Zoho People. Use the same body text in the "comments" field.
• Hindi / regional language — The structure is identical; only the salutation and closing change. Use the generator to switch between English, Hindi, and Sanskrit.