Free letter template · Word

Emergency Leave Application

An emergency leave application regularises leave taken at very short notice because of an unforeseen situation, such as a family member's sudden illness, an accident or a home emergency. The employee usually informs the manager by phone first and submits this letter immediately after.

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[Company Logo][Company Name]

EMERGENCY LEAVE APPLICATION

Date:: [Date]

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

Subject: Emergency Leave from [DD/MM/YYYY]

Dear [Reporting Manager],

As informed to you by [phone call / WhatsApp message / email] on [DD/MM/YYYY] at [Time], I had to leave [office / my shift] urgently due to [a medical emergency in my family / an accident involving a family member / an emergency at home].

I request emergency leave from [DD/MM/YYYY] to [DD/MM/YYYY], a total of [Number] days, to be adjusted against my [casual / earned] leave balance. If the situation requires more time, I will inform you before [Date] and apply for an extension.

Status of urgent work:

[Task 1] – handed to [Colleague Name] by phone on [Date]
[Task 2] – on hold; due date [Date] may need to move
My laptop / files are available at [Location] if needed

I apologise for the short notice and thank you for your understanding. I am reachable on [Mobile Number].

Yours sincerely,

[Employee Name]
Employee ID: [Employee ID]
[Designation]

Regularisation

Intimation received on	[DD/MM/YYYY] at [Time]
Leave regularised as	[Leave Type] for [Number] days
Remarks

Reporting Manager
[Reporting Manager]
Date: [Date]

HR
[HR Name]
Date: [Date]

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What this template includes

Time and mode of first intimation to the manager
Nature of the emergency in general terms
Dates already absent and expected further days
Leave head to be debited
Status of urgent work
Commitment to update if the situation continues

When to use it

Sudden hospitalisation of a family member
Accident, fire, flood or other emergency at home
Urgent travel needed for a family crisis
Situations where the policy's advance notice could not be followed

How to customise this template

1Write when and how you informed your manager
2If you are already back, change the tense to past and state the rejoining date
3Choose the leave head (CL, EL) or request special leave if the policy has one
4Send by email first if you cannot submit a hard copy

HR tips

Call or message the manager before the shift or working day starts if at all possible
Keep it factual; there is no need to share private details
Managers should treat genuine emergencies flexibly and regularise later
Repeated "emergency" leave without explanation can be discussed privately and fairly

For HR & hiring managers

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Frequently asked questions

How do I write an emergency leave application?+

Mention that you informed your manager by phone or message, describe the emergency in one line, give the dates, and request that the absence be adjusted against your leave. Keep it short.

Can emergency leave be taken without prior approval?+

In a genuine emergency, most policies allow employees to inform the manager by phone and apply formally afterwards. Absence without any intimation may be treated as unauthorised.

Which leave is used for emergency leave?+

Usually casual leave or earned leave, unless the company has a separate emergency or special leave category.

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

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[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
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[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]
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]
Letter · Word
Earned Leave Application
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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]

[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

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[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
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[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
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[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
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Emergency Leave Application

Preview of the letter

Subject: Emergency Leave from [DD/MM/YYYY]

Regularisation

What this template includes

When to use it

How to customise this template

HR tips

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Frequently asked questions

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