Leave Application to HR

A leave application to HR is a formal communication that requests time off through the Human Resources department instead of the immediate manager. It is typically used for planned vacations, medical procedures, maternity, paternity, and bereavement leave where HR records and policy approvals are required. The samples below cover three common situations and follow the standard professional format expected at most Indian companies.

Sample Templates (5)

To,
The HR Manager,
[Company Name]
[Office Address]

Date: [DD/MM/YYYY]

Subject: Application for Earned Leave from [Start Date] to [End Date]

Dear Sir/Madam,

I, [Your Name], working as a [Designation] in the [Department] department (Employee ID: [ID]), would like to apply for earned leave from [Start Date] to [End Date] (total [X] working days) for a pre-planned family vacation.

I have completed all my pending tasks and briefed my colleague, [Colleague Name], who will handle any urgent work in my absence. I will also be reachable on email and phone for any critical matters.

Kindly approve my leave request and update my leave balance accordingly.

Thanking you,

Sincerely,
[Your Name]
[Designation]
Employee ID: [ID]
Phone: [Mobile Number]

To,
The HR Manager,
[Company Name]

Date: [DD/MM/YYYY]

Subject: Medical Leave Application

Dear Sir/Madam,

I am writing to inform you that I have been advised by my doctor to take complete bed rest for [X] days due to [brief medical reason — e.g., dengue, surgery recovery, severe back pain]. The medical certificate from Dr. [Doctor Name] is attached for your reference.

Therefore, I would like to request medical leave from [Start Date] to [End Date]. My team lead, [Name], has been informed and will manage daily responsibilities during my absence.

I shall be grateful for your kind approval.

Sincerely,
[Your Name]
[Designation], [Department]
Employee ID: [ID]

To,
The HR Manager,
[Company Name]

Date: [DD/MM/YYYY]

Subject: Bereavement Leave Application

Dear Sir/Madam,

With deep regret, I have to inform you of the sudden demise of my [father/mother/grandparent] on [Date]. As per family customs, I am required to be present for the funeral and rituals over the next [X] days.

I therefore request bereavement leave from [Start Date] to [End Date]. I have informed my reporting manager and arranged for handover of urgent items.

Kindly approve my leave request.

Sincerely,
[Your Name]
[Designation]
Employee ID: [ID]

सेवा में,
मानव संसाधन प्रबंधक,
[कंपनी का नाम]

विषय: अर्जित अवकाश हेतु प्रार्थना पत्र।

महोदय/महोदया,

सविनय निवेदन है कि मैं [आपका नाम], [पद] के रूप में [विभाग] में कार्यरत हूँ। पारिवारिक कार्य हेतु मुझे दिनांक [आरंभ तिथि] से [समाप्ति तिथि] तक कुल [X] कार्य दिवसों के लिए अर्जित अवकाश की आवश्यकता है।

मेरे लंबित कार्य पूर्ण कर दिए गए हैं और मेरे सहयोगी [नाम] को आवश्यक जानकारी सौंप दी गई है।

कृपया मेरा अवकाश स्वीकृत करने की कृपा करें।

सधन्यवाद,
[आपका नाम]
कर्मचारी आईडी: [ID]

सेवायाम्,
मानवसंसाधन-प्रबन्धकमहोदयः,
[संस्थानस्य नाम]

दिनाङ्कः: [DD/MM/YYYY]

विषयः: अर्जितअवकाशस्य प्रार्थनापत्रम्

महोदय/महोदया,

सविनयं निवेदयामि यत् अहं [भवतः नाम], [पदनाम] इति [विभागे] कार्यरतः/कार्यरता अस्मि। पारिवारिककार्यार्थं मम दिनाङ्कात् [आरम्भतिथिः] यावत् [समाप्तितिथिः] कुलतः [X] कार्यदिनानाम् अर्जितः अवकाशः आवश्यकः अस्ति।

मम लम्बितानि कार्याणि पूर्णानि सन्ति। मम सहकारिणे [नाम] आवश्यकं सूचनां समर्पितम् अस्ति।

कृपया मम अवकाशं स्वीकुर्वन्तु।

धन्यवादाः,
[भवतः नाम]
कर्मचारी-पहचानसङ्ख्या: [ID]

How to Write This Application — Step by Step

1. Address the letter to 'The HR Manager' along with the company name and address.
2. Begin with your full name, designation, employee ID, and department.
3. Mention the type of leave (earned / casual / medical / maternity) and the exact dates.
4. State the reason briefly and professionally — no need for excessive detail.
5. Mention how pending work will be handled and who will be the point of contact.
6. Attach supporting documents — medical certificate, travel proof — when relevant.
7. Close with 'Sincerely' or 'Thanking you' and your signature/contact details.

Tips & Best Practices

• Submit at least 3-7 days in advance for planned leaves; immediately for emergencies.
• Use your official company email ID for the application.
• Mark a copy (CC) to your reporting manager.
• Refer to your leave balance to avoid loss-of-pay situations.

Common Mistakes to Avoid

• Skipping employee ID or department — HR cannot process without it.
• Vague subject lines like 'Leave' instead of 'Earned Leave Application from DD-MM to DD-MM'.
• Not mentioning a backup contact for urgent work.
• Forgetting to attach the medical certificate for medical leave.

Frequently Asked Questions

Related Templates