Free letter template · Word

Earned Leave Application

An earned leave application requests planned, paid leave from the employee's accumulated earned leave balance, typically for vacations, home visits or longer personal commitments. It is submitted in advance with a clear handover so work continues smoothly.

Editable Word (.docx)
Made for India
21 fill-in fields highlighted
Free, no sign-up

Download Word (.docx) — free

Preview of the letter

[Highlighted] = fill in

[Company Logo][Company Name]

EARNED LEAVE APPLICATION

Date:: [Date]

To,
[Reporting Manager]
[Designation]
[Company Name]

Through: HR Department

Subject: Application for Earned Leave from [DD/MM/YYYY] to [DD/MM/YYYY]

Dear [Reporting Manager],

I wish to apply for earned leave of [Number] days from [DD/MM/YYYY] to [DD/MM/YYYY] for [a family vacation / a visit to my native place / personal commitments]. I request permission to [prefix / suffix] the holiday / weekly off on [DD/MM/YYYY] to this leave, as permitted under the leave policy.

Particulars	Details
Earned leave balance as on date	[Number] days
Leave applied	[Number] days
Balance after leave	[Number] days
Date of rejoining	[DD/MM/YYYY]

Handover plan:

[Project / Activity 1] – [Colleague Name] (briefed on [Date])
[Project / Activity 2] – [Colleague Name]
Approvals pending in my name – delegated to [Name] for the leave period
Out-of-office reply will direct emails to [Colleague Email]

Address during leave: [Address]
Phone: [Mobile Number]

[I intend to claim Leave Travel Allowance for this leave as per the company policy and will submit the required documents on return.]

I request you to kindly sanction the leave.

Yours sincerely,

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

Sanction

[ ] Sanctioned as applied [ ] Sanctioned for [Number] days from [DD/MM/YYYY] [ ] Not sanctioned
Remarks

Reporting Manager
[Reporting Manager]
Date: [Date]

HR
[HR Name]
Date: [Date]

Download Word (.docx) — free

What this template includes

Advance submission with dates well before travel
EL balance before and after the leave
Detailed handover of ongoing work
Contact address and phone during leave
Request to combine with holidays or weekly offs where allowed
Manager and HR sanction section

When to use it

A planned family vacation or trip to the native place
Leave of several consecutive days that exceeds casual leave limits
Using up EL before it lapses at year-end
Long weekends or festival periods extended with EL

How to customise this template

1Mention whether intervening holidays are prefixed or suffixed, as your policy treats them
2List all live projects and the colleague covering each
3Attach the LTA claim intention if you plan to claim leave travel allowance
4Adjust the notice period line to your policy

HR tips

Apply as early as possible, especially for festival periods
Check whether your policy counts weekends inside the leave as leave days
Set an out-of-office reply naming your backup
Confirm sanction in writing before booking non-refundable tickets

For HR & hiring managers

Experienced and fresher candidates across India — blue, grey and white collar. Post a job in 5 minutes and start receiving applications.

Post a job free See plans

Post in 5 minutesDescribe the role in one line — we write the job description.
Verified applicantsEvery applicant has a verified mobile number.
Resume databaseSearch experienced candidates by skill, city and experience.

Frequently asked questions

What is earned leave?+

Earned leave, also called privilege or annual leave, is paid leave that accrues based on days worked. The accrual rate and carry-forward limits are set by the applicable law and your company policy.

How many days in advance should earned leave be applied for?+

Your leave policy usually sets an advance notice of [Number] days for planned earned leave. Applying earlier improves the chance of approval.

Can earned leave be combined with holidays?+

Many companies allow holidays and weekly offs to be prefixed or suffixed to earned leave. Whether holidays falling within the leave are counted depends on your policy.

All 50 leave management →

[Company Logo][Company Name]

LEAVE APPLICATION FORM

Company:: [Company Name]
Form No.:: [Reference Number]
Date of Application:: [Date]

Part A – Employee Details

Employee Name
Employee ID
Designation
Department
Reporting Manager
Work Location
Mobile Number

Part B – Leave Details

Type of Leave	[ ] Casual [ ] Sick [ ] Earned/Privilege [ ] Compensatory Off [ ] Leave Without Pay [ ] Other: [Specify]
From Date (DD/MM/YYYY)
To Date (DD/MM/YYYY)
Number of Working Days
Half Day	[ ] First Half [ ] Second Half [ ] Not Applicable
Reason for Leave
Address and Phone Number During Leave

Part C – Work Handover

Form · Word

Leave Application Form

Download .docx

[Company Logo][Company Name]
CASUAL LEAVE APPLICATION
Date:
[Date]
To,
[Reporting Manager]
[Designation]
[Department]
[Company Name], [Work Location]
Subject: Application for Casual Leave on [DD/MM/YYYY] [to DD/MM/YYYY]
Dear Sir / Madam,
I request casual leave for [Number] day(s) on [DD/MM/YYYY] [to DD/MM/YYYY] to attend to [a personal matter / a family function / documentation work at a government office].
I have completed or handed over my pending work as follows:
Letter · Word
Casual Leave Application
Download .docx
[Company Logo][Company Name]
SICK LEAVE APPLICATION
Date:
[Date]
To,
[Reporting Manager]
[Department]
[Company Name]
Subject: Application for Sick Leave from [DD/MM/YYYY] to [DD/MM/YYYY]
Dear [Reporting Manager],
I was unwell with [fever / viral infection / a medical condition] from [DD/MM/YYYY] and, on the advice of my doctor, was unable to attend office. I had informed you by [phone / message / email] on [DD/MM/YYYY] at [Time].
I request that my absence from [DD/MM/YYYY] to [DD/MM/YYYY], a total of [Number] working days, be treated as sick leave.
Letter · Word
Sick Leave Application
Download .docx

[Company Logo][Company Name]

PRIVILEGE LEAVE APPLICATION FORM

Establishment:: [Company Name]
Unit / Plant:: [Work Location]
Application No.:: [Reference Number]
Date:: [Date]

A. Worker / Employee Details

Name	[Employee Name]
Token / Employee No.	[Employee ID]
Department / Section	[Department]
Designation / Grade	[Designation]
Shift	[ ] General [ ] A [ ] B [ ] C
Date of Joining	[Date of Joining]

B. Leave Applied

Period: From [DD/MM/YYYY] To [DD/MM/YYYY]
Number of days	[Number]
Holidays / weekly offs falling within the period	[Dates]
Purpose	[Purpose]
Address during leave	[Address]
Advance wages requested	[ ] Yes [ ] No

I request privilege leave for the above period. I will report for duty in my shift on [DD/MM/YYYY].

Form · Word

Privilege Leave Application

Download .docx

[Company Logo][Company Name]
APPLICATION FOR PAID LEAVE
Date:
[Date]
To,
The HR Department
[Company Name]
[Company Address]

Copy: [Reporting Manager]
Subject: Request for Paid Leave from [DD/MM/YYYY] to [DD/MM/YYYY]
Dear Sir / Madam,
I request paid leave of [Number] working days from [DD/MM/YYYY] to [DD/MM/YYYY] for [personal reasons / travel / family commitments]. As per my latest leave statement, my available paid leave balance is [Number] days.
I request that this leave be processed with full pay for the month of [Month, Year]. In case my balance is found to be insufficient, please:
Letter · Word
Paid Leave Application
Download .docx
[Company Logo][Company Name]
APPLICATION FOR LEAVE WITHOUT PAY
Date:
[Date]
To,
[Reporting Manager]
[Department], [Company Name]

Copy: HR Department
Subject: Request for Leave Without Pay from [DD/MM/YYYY] to [DD/MM/YYYY]
Dear [Reporting Manager],
I request leave without pay for [Number] days from [DD/MM/YYYY] to [DD/MM/YYYY]. I need this time because [brief reason, e.g. care of a family member / completion of a personal legal matter / relocation of my family].
I have checked my leave balances and confirm that my casual, sick and earned leave are [exhausted / not sufficient for this period]: CL [Number], SL [Number], EL [Number].
Letter · Word
Unpaid Leave Application
Download .docx
[Company Logo][Company Name]
APPLICATION FOR MATERNITY LEAVE
Date:
[Date]
To,
The HR Manager
[Company Name]
[Company Address]

Copy: [Reporting Manager]
Subject: Application for Maternity Leave
Dear [HR Name],
I am pleased to inform you that I am expecting a child, and my expected date of delivery is [DD/MM/YYYY], as per the enclosed certificate from [Doctor Name / Hospital Name].
I request maternity leave from [DD/MM/YYYY] to [DD/MM/YYYY], a total of [Number] weeks, in accordance with the maternity benefit provisions applicable to me and the company policy. Of this, I propose to take [Number] weeks before the expected date of delivery and the balance after delivery.
Letter · Word
Maternity Leave Application
Download .docx
[Company Logo][Company Name]
PATERNITY LEAVE APPLICATION
Date:
[Date]
To,
[Reporting Manager]
[Department]
[Company Name]

Copy: HR Department
Subject: Application for Paternity Leave
Dear [Reporting Manager],
My wife / partner, [Spouse Name], is expecting our child, with the expected date of delivery on [DD/MM/YYYY] [/ delivered our child on DD/MM/YYYY]. I request paternity leave of [Number] days as provided under the company's paternity leave policy.
Leave requested: From [DD/MM/YYYY] To [DD/MM/YYYY]
[ ] Single block [ ] Split [Number] days from [DD/MM/YYYY] and [Number] days from [DD/MM/YYYY]
Additional earned leave requested [Number] days / None
Letter · Word
Paternity Leave Application
Download .docx

Leave requested: From [DD/MM/YYYY] To [DD/MM/YYYY]
[ ] Single block [ ] Split	[Number] days from [DD/MM/YYYY] and [Number] days from [DD/MM/YYYY]
Additional earned leave requested	[Number] days / None

Earned Leave Application

Preview of the letter

Subject: Application for Earned Leave from [DD/MM/YYYY] to [DD/MM/YYYY]

Sanction

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

Related HR templates